Introduction
KP Carmody & Co is committed to safeguarding the privacy of information provided to us.
This document outlines the responsibilities of the meeting host and participants when all are working from multiple locations. The focus is on remote access, where the meeting host and participants are remotely connected.
KP Carmody & Co is the data controller of any personal information provided to us when you use our services as set out below. Please view our Privacy Policy for information on how we may collect and use information that we obtain about you, and your rights in relation to that information.
Please note your use of our online services or your provision of information to us constitutes your acknowledgement of the terms of this Safe Use Policy.
Scope of Safe Use Policy
This Safe Use Policy applies to your use of any of our web, video or phone conferencing services, including:
- When you request information from us;
- When you provide information to us;
- When you engage our legal and other services;
- As a result of your relationship with one or more of our clients;
- Where you apply for a job or work placement; and
- When you participate in a remote access conference with us.
In addition to this Policy, there may also be specific additional privacy provisions that apply to you in certain circumstances. For example, our Privacy Policy, and our terms of engagement for clients include privacy provisions. Because those special provisions also relate to your privacy protection, we recommend that you review them wherever they appear.
Service Description
When engaging our legal services, we may be required to use third-party applications such as Microsoft Teams, Zoom, Skype or other AVL software as may be appropriate.
Services to be provided may include, but are not limited to:
- Secure web and video conferencing and telepresence;
- Prescheduled conference set up and support;
- Password protected meetings;
- Meeting recording and secure streaming playback;
- Secure sharing of documents;
- Break out (isolation) rooms.
When these third-party applications are in use, we recommend you review and ensure you agree to their privacy, security or other relevant policies. Please be aware that we do not accept responsibility for their use of information about you.
No Internet, e-mail, or other electronic transmission is ever fully secure or error-free, so you should take special care in deciding what information you send to us in this way.
Acceptable Usage
During the course of our legal services, we may be required to digitally record information. You will be notified prior to the commencement should any video or audio recording be carried out, and you may request to review any relevant privacy and security policies prior to the commencement of this recording. Should you not wish to consent to the recording taking place, we request you notify us prior to the commencement of the conference meeting. All recorded material shall be kept securely in line with all other digital files.
Limitation of Liability
KP Carmody & Co hold no liability or responsibility in the event of any loss or interruption to the services and/or media content described within this agreement due to causes beyond its reasonable control or ability to foresee.
You are responsible for all content you publish via the applications, and for all risks associated with your use of the services, including risks associated with:
- downloading, accessing, viewing, using, transmitting, publishing or communicating material;
- making purchases; and
- transmitting personal or confidential information.
Additional Security
At KP Carmody & Co we endeavour to implement additional security features where possible, including the use of features such as password protected meetings, manual acceptance of invitees to meetings, waiting rooms and locking of attendance once all participants have entered the meeting. These additional features are intended to assist in reducing any associated risks. Additional security features may be used as they become available.
Your rights
The privacy laws of some jurisdictions give individuals the right to access amend or delete their personal information or, in some circumstances, to restrict or object to the processing of their personal information.
If you would like to request a copy of your data, or would like to take steps to exercise your rights please contact us as set out below. We may refuse to provide access and may charge a fee for access if the relevant legislation allows us to do so, in which case we will provide reasons for our decision as required by law.
Information we hold about you should be up-to-date and accurate. Please advise us of any changes to your information using the contact details set out below.
Host Responsibilities
As your host, KP Carmody & Co will follow protocol to:
- Ensure the meeting is private and allows for the intended attendees only;
- Restrict user functionality to minimise risk to other participants;
- Make participants aware of the purpose for the meeting;
- Advise participants of the recording of any data where required;
- Provide any relevant documentation via email or post prior to the meeting where possible;
- Minimise data transfers where possible – i.e. video and recording not in use if not required, other data sent prior to meeting where possible;
- Ensure any recorded data is kept securely in accordance with the firms’ policy;
- Implement and maintain secure meeting rooms and break out facilities;
- Maintain security within the computer and office network to reduce risk;
- Assist in the scheduling (and if required rescheduling) of the meeting & provide basic support in accessing the relevant software if required;
- Provide basic assistance in joining the meeting and the basic functions as may be required;
- Use only reputable third parties in the implementation of any meeting;
- Ensure software is regularly updated and be familiar with relevant third-party policies;
- The host will ensure the meeting is ended correctly completion.
Your Responsibilities
As a participant, you are requested to:
- Notify staff in advance if you are unfamiliar with the technology being used so they may assist you gain access;
- Perform an early log in (preferably at least one day) prior to your appointment so we may identify and resolve any issues regarding accessibility or technology;
- Arrive early for your meeting so you may test your sound and video functionality prior to meeting to minimise disruption;
- Ensure you are in a quiet area for the duration of the meeting;
- Ensure the security of your device;
- Respect the confidentiality of the meeting and other participants, do not attend the meeting with other people unless they are directly involved and prior notice has been given;
- Mute any background sources of noise or music at the start of the meeting;
- Turn off any smart speakers (such as Amazon Alexa, Google, Siri etc) in close proximity;
- Please ensure you speak clearly using a measured pace and audibly into the phone or computer microphone (note that rapid speech may be incoherent for others in a web conferencing environment);
- If you expect there may be a need to have a video connection, we request you ensure you are in a room that allows for suitable lighting, and your camera equipment is clean and functional to allow clear vision. Please check you are visible within your camera space and be mindful of your surrounds and what may not be appropriate for others to view;
- Note the chat function will be available for technical issues, but generally will not be used within meetings;
- Please do not send weblinks via chat within the meeting (these have been known to cause security breaches in some programs);
- Behave in an appropriate manner – inappropriate behaviour will result in being moved to a break out room or removed from the meeting.
We will ensure to test our system configuration to confirm it is in good working order prior to your meeting, and would appreciate if you could ensure the same. If you require assistance with this, please allow a little extra time prior to your meeting and contact our office who will be happy to assist.
Status of this policy
If you have any questions about this Privacy Policy, or would like to submit a written complaint to us about how we handle your personal information, please contact us at:
KP Carmody & Co
PO Box 92
YOUNG NSW 2594
Telephone: 02 6382 3183
Email: young@kpcarmodyandco.com.au
You may also have the right to submit a complaint to the relevant supervisory authority in your jurisdiction.
If you make a privacy complaint, we will respond to let you know how your complaint will be handled. We may ask you for further details, consult with other parties and keep records regarding your complaint.
If you become aware of any violation of this Policy, please inform us. KP Carmody & Co will investigate all reports and take immediate, appropriate action where warranted.
