This Privacy Policy applies to the Australian operations of Mitsui & Co (Australia) Ltd and Mitsui Group Companies in Australia (Mitsui Australia), referred to in this Policy as "we," "our," "us".

Introduction

Mitsui Australia is bound by the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) (Privacy Act) in the way that it handles personal information relating to individuals that interact with it, including employees (to the extent applicable), contractors, volunteers, secondees, job applicants and other individuals.

Mitsui Australia respects your privacy and is committed to protecting your personal information. This privacy policy (Policy) will inform you as to how we look after your personal information when you interact directly with Mitsui Australia, and tells you about your privacy rights and how the law protects you.

In accordance with the Privacy Act, this policy does not apply to our acts and practices directly related to a current or former employment relationship between us and an employee, and an employee record held by us relating to the employee.

This Policy relates to the activities of Mitsui Australia.  For other members of the Mitsui Group, please see the applicable privacy policies of the relevant Mitsui Group member. For example, the privacy policy of Mitsui & Co Ltd is available at: https://www.mitsui.com/jp/en/privacy/policy/index.html.

Any reference to us assuming an obligation under the Privacy Act can be interpreted as a reference to us also procuring our subcontractors to undertake a reciprocal obligation to the extent relevant. From time to time, we may change our Policy on how we handle personal information, or the sort of personal information, which we hold. Our latest Privacy Policy can be obtained on our website. You may obtain a copy of our current policy from our website or by contacting us by email to inquiries.au@mitsui.com  . Please check the website from time to time in order to determine whether there have been any changes.

1.             Terminology

In this Policy:   

Data Protection Laws means any applicable legislation that applies to the processing of personal information, including the Privacy Act.

Mitsui means Mitsui & Co Ltd, a company duly organized and existing under the laws of Japan and having its principal place of business at 2-1, Otemachi 1-chome, Chiyoda-ku, Tokyo 100-8631, Japan.

Mitsui Australia, we, us or our means Mitsui & Co. (Australia) Ltd, a company duly organized and existing under the laws of Australia and having its principal place of business at Level 15, 101 Collins Street, Melbourne, 3000 Victoria Australia. It also refers to Mitsui Group Companies in Australia, namely Mitsui Bussan Woodchip Oceania Pty Ltd, Mitsui Resources Pty. Ltd., Mitsui Iron Ore Corporation Pty Ltd, Mitsui & Co Iron Ore Exploration & Mining Pty Ltd, and Mitsui Iron Development Pty Ltd,

Mitsui Group means Mitsui Australia, Mitsui, and any body corporate, joint venture, partnership, unincorporated entity, business association or other legal entity which is a related body corporate to Mitsui Australia or Mitsui within the meaning of the Corporations Act 2001 (Cth).

personal information means information or an opinion about an identified individual, or an individual who are reasonably identifiable:

(a)            whether the information or opinion is true or not; and

(b)            whether the information or opinion is recorded in a material form or not.

you and your means each and every Mitsui Australia employee (to the extent applicable), contractor, volunteer, secondee, job applicant and other individual whose personal information we handle from time to time.

2.              Collection of personal information

We only collect personal information to the extent that this is reasonably necessary for one or more of our functions or activities.  During the course of your employment or engagement with us, we may collect, use, store and transfer different kinds of personal information about you which we have grouped together as follows:

(a)            identity information of you, which may include first name, maiden name, last name, employee ID, display name, marital status, title, date of birth, gender, nationality, role and position information;

(b)            identity documents where required for identity verification purposes, such as your driver's license, passport or other local identification;

(c)            financial or payment information, such as remuneration information, bank account details, superannuation and tax information;

(d)            contact information of you, if you are a secondary contact (such as emergency contacts), including home address, email address and telephone numbers;

(e)            your health information (such as whether you have any pre-existing injuries, or where certain information is required for job positions) when it is relevant to your employment;

(f)            for existing contractors, volunteers, secondees, and employees (to the extent applicable): personal information (including 'identity information' as set out above), employment information (including organisational information, workload details, and other employment information), appraisal information, interview records and results, succession planning information, experience information, skills and certifications, questionnaires, career history, reference information, contract information, records of disciplinary action, affiliated company information, and other employment information.

(g)          for prospective employees, job applicants or transferees, any of the items set out in paragraph ‎(e), to the extent that you provide the above information to us in connection with your job application or transfer application.

Except as set out above, we do not collect any sensitive information about you (for example, details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, criminal record, and genetic and biometric information).  However, if we do collect such information, where required under the Privacy Act or other Data Protection Laws, we will ensure that consents are sought for the collection of your sensitive information.

3.              How personal information is collected

In general, we will collect personal information directly from you. You may give us your information by filling in forms or by corresponding with us by post, phone, email or otherwise. If you are a secondary contact (such as a referee or emergency contact), the primary contact may provide your identity information or contact information in the same way.

We may also collect personal information from third parties. For example, we may engage a third party to carry out a background check.  If required by law, we will obtain your consent to collect personal information from third party sources.  We may also collect, use and disclose information from any other member of the Mitsui Group, including through the use of group information technology infrastructure, or in connection with a group transfer or secondment.  For more information see paragraph ‎9 (Overseas transfers) below. 

For employees or visitors to our premises, we also collect your personal information through workplace monitoring, which may include camera surveillance on and around our premises, and monitoring the use of information technology systems and electronic resources during the course of your employment.

For prospective employees, if you do not provide us with information we request, this may be taken into consideration in assessing your application for employment.

4.              Cookies

When you access our website, we may use Cookies and other similar technologies on your device to collect information about how you use our website in order to improve your experience. For example, we may use information from Cookies to improve and personalise your experience, measure your use of our website and store your settings and preferences for later use. 

Cookies are small text files placed on your device and stored for subsequent future access. If you do not wish for data to be collected through the use of Cookies, please adjust the Cookies settings in your browser of choice, or contact inquiries.au@mitsui.com .  

5.              Consent

By electing to acquire our services or submitting any application or request with us to maintain our relationship, you will be deemed to consent to us using your personal information in a manner consistent with this privacy policy, including monitoring your use of our website.

6.              Personal information about third parties

If at any time you supply us with personal information about another person, you should ensure that you are authorised to do so and that you comply with your obligations towards the individual under the Privacy Act when passing their information on to us.

7.              Purposes for which we will use personal information

The purposes for which we may collect personal information include, but are not limited to:

(a)            notifying you about changes to our Policy;

(b)            administering and protecting our business;

(c)            communicating company and product information, as well as news and information about the activities of any member of the Mitsui Group;

(d)            verifying your identity;

(e)            communicating with you regarding your employment or engagement with us;

(f)             managing your employment or engagement with us, including managing complaints or requests in relation to your employment or engagement with us;

(g)            responding and processing a job application, including references;

(h)            assessing a potential transfer to another office or potential employment with a related company in the broader Mitsui Group;

(i)              disclosure to law enforcement bodies and regulatory authorities in connection with investigations and compliance with law; and

(j)              as otherwise required or authorised by law, including under superannuation, taxation, occupational health and safety laws, as well as under insurance laws and under our insurance policies, and for immigration and customs purposes and other requirements of regulatory authorities.

This information may in turn be passed on to Mitsui Group members or a third party for any of the purposes set out above.  For more information see paragraph ‎9 (Overseas transfers) below.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose or the use is otherwise authorised by law.  Please note that we may handle your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

We will not use or disclose personal information for the purposes of direct marketing, unless you have consented or the use is otherwise consistent with the parameters of the Privacy Act.

8.              Disclosures of personal information

We may disclose your personal information to any person to the extent necessary, in our view, to provide a service to you or to consider your application for employment, or to fulfil any other purposes specified in this Policy.  For example, we may need to disclose your personal information to:

(a)            our related companies and affiliates (being other members of the Mitsui Group);

(b)            your referees, in connection with a job application, or an emergency contact, where relevant to a circumstance where we need to    contact them; or

(c)            our third party service providers, or other organisations, for purposes relating to your employment or engagement with us.

Unless further consent is required under applicable laws, you agree and acknowledge that your personal information may be disclosed without further consent from you. We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third party service providers to use your personal information for their own purposes and only permit them to handle your personal information for specified purposes and in accordance with our instructions.

9.              Overseas transfers

In some cases we may share your personal information within the Mitsui Group, or with other related entities, affiliates, and third party service providers. This may involve transferring your personal information overseas, including to Mitsui in Japan, as well as to members of the Mitsui Group in the locations specified here: https://www.mitsui.com/jp/en/company/outline/worldwide/index.html.

In addition, it is possible that we, Mitsui, other Mitsui Group members or any of our third party service providers, will utilise cloud technology in connection with the storage of personal information, and it is possible that this may result in offshore use, disclosure or storage. It is not practicable for us to specify in advance the location of every service provider with whom we deal.

We do not allow our third party service providers to use your personal information for their own purposes and only permit them to handle your personal information for specified purposes and in accordance with our instructions.  When other members of the Mitsui Group handle your personal information, we ensure that reasonable steps are taken to ensure the recipient of that personal information does not breach the APPs, or the disclosure of that personal information is otherwise permitted under the Privacy Act.

10.           Data security

We will take reasonable steps to protect the personal information which we hold from misuse or loss and from unauthorised access, modification or disclosure.  You should be aware that no data transmission over the Internet can be guaranteed as totally secure, including when using our website. Although we strive to protect such information, we do not warrant the security of any information that you transmit to us over the Internet and you do so at your own risk.

Once we no longer need your personal information, we will take steps to destroy or permanently de-identify it, where required by the Privacy Act.  We may retain your personal information for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal information for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

11.           Employee records

To the extent applicable, Mitsui Australia may disclose, and Mitsui may collect, use and store, employee personal information for any lawful purpose relating to their employment with Mitsui Australia or the conduct of Mitsui Australia's business and those of the Mitsui Group.  This includes disclosure of personal information (including sensitive information) to other members of the Mitsui Group outside Australia, and any other person for the foregoing purposes.

12.           Access, correction and further information

You have a number of rights under Data Protection Laws in relation to your personal information.  These rights may vary depending on the Mitsui Group member who collects your personal information and where you are located in the world.  For Mitsui and other Mitsui Group members, please contact the relevant Mitsui Group member. 

We will take such steps as are reasonable to ensure that the personal information which we collect remains accurate, up to date and complete. 

We will provide you with access to your personal information held by us unless we are permitted under the Privacy Act to refuse to provide you with such access.  Please contact us by email to inquiries.au@mitsui.com  ,if you:

(a)            wish to have access to the personal information which we hold about you;

(b)            consider the personal information which we hold about you is not accurate, complete or up to date; or

(c)            require further information on our personal information handling practices, or wish to make a complaint.

If you consider that the information which we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, we will take reasonable steps, consistent with our obligations under the Privacy Act, to correct that information if you so request. We will respond to all requests for access and/or correction within a reasonable time.

13.           Complaints

If you have a complaint about the way in which we have handled any privacy issue, including your request for access or correction of your personal information, you should contact us by email to inquiries.au@mitsui.com  and we will aim to resolve your complaint.

If we do not resolve your complaint to your satisfaction, you may apply to the Office of the Australian Information Commissioner for guidance on courses of action available. For more information, you may contact the Commissioner's hot line service on 1300 363 992, or website at https://www.oaic.gov.au/.

14.           What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

15.           Changes to your information

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.