We understand that you may like to know what Personal Information we hold about you or the type of such information we hold. We are happy to assist you with your request (subject to exceptions where relevant), but before we do, we may require that you prove your identity to us. When you make a request in person, we may require you produce some form of photo identification such as a passport or an Australian driver’s license. Where you make a request by other means, we may request you supply us with particulars so we can check them with our files and satisfy ourselves as to your identity.

We may require that a request be made in writing. We have adopted this policy so there can be no confusion as to what information is sought, who was it sought by, and when it was sought. This allows us to create an audit trail of how the request has been handled. Where a request is made, any correspondence or application may be kept and added to your Personal Information.

How we respond to your request will depend on several factors including:

• the sort of information you seek to have access to;
• the way you made the request (in person, facsimile, e-mail, mail etc);
• where the information you have requested is stored or located;
• how the information is stored;
• the technology that has access to the information (some information can only be accessed from a system operating at a specific property); and
• any exceptions to disclosure that may apply to the information sought.

Ways in which we give you access to information include:

• allowing you to inspect some or all of the information we hold about you;
• providing copies of the information requested;
• allowing you to take notes about the contents of our records;
• where data exists only in electronic form, we may provide you with printouts or give you access to one of our computers to review it yourself;
• allowing you to view the information before someone who can explain its contents;
• faxing or e-mailing the information requested;
• providing you with either an oral or written summary of the information requested; or
• using any other appropriate method to give you access to the information requested.

We will not charge you for making a request to access Personal Information held by us. We may, however, charge you for the cost of making the Personal Information available to you. The cost of making information available to you will depend on the information sought, however, if you request an estimate of the likely cost, we will make reasonable efforts to provide you with one prior to us incurring further expense. Although we will do our best, we cannot guarantee that our estimate will be accurate and the true cost may be substantially greater than our estimate. Where the true cost is greater than the estimate, you may still be required to pay the true cost prior to us giving you access to the Personal Information.

Where we deny or refuse access to Personal Information, we will provide you with written reasons.