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Work Health Checks (69 948 902 186) is committed to respecting the privacy of your personal and sensitive information. We are bound by the Australian Privacy Principles in the Privacy Act 1988 (Commonwealth) and other applicable laws.
Data protection and information security is of the utmost importance to Work Health Checks, so you can have trust and confidence in dealing with our organisation.
‘Personal Information’ and ‘Sensitive Information’ Defined
Personal information means information or an opinion about an identified individual or an individual who is reasonably identifiable, whether the information or opinion is true or not and recorded in a material form or not.
Sensitive information means information or an opinion about, amongst other things, an individual’s criminal record that is also personal information or health information about an individual.
References to personal information in this policy include sensitive information except where indicated otherwise.
We will reasonably ensure that personal information we collect, use or disclose is accurate, complete and up to date.
As a user of our system, you will be able to confirm that the information that you or your applicants have provided is true and correct prior to submitting the data.
What personal information do we collect and hold?
The personal information we collect and hold about includes information that you choose to provide us in the work health check service application/consent form, or which you otherwise provide to us (including by way of forms and other documents or information you submit to us (whether in paper or electronic form).
Why and how do we collect, hold, use and disclose your personal information?
We generally collect personal information about you by way of a consent form or other documents or information you submit to us (whether in paper or electronic form), correspondence you provide to us.
Where we collect personal information, we will only process it:
We collect, hold, use and disclose your personal information for the following purposes unless otherwise required or permitted by law:
We may disclose personal information to the following kinds of entities for the relevant purposes mentioned above:
We only collect personal information about an individual where the information is reasonably necessary for one or more of the above functions.
For workers completing the New Starter Assessment, all answers will be provided back to the employer in order to determine the applicants suitability for employment. For other Health Checks, the employer will not see the worker’s answer and the reviewer does not see the name of the worker.
You consent to us using and disclosing personal information for these purposes or any other purpose we obtain consent for (Secondary Purpose). Without limitation, such a Secondary Purpose which you consent to us taking reasonable steps to de-identify your personal information, such as by removing your personal identifiers, (De-identified Data) and disclose such De-identified Data to third parties or otherwise use the De-identified Data.
All personal information will be collected lawfully, fairly and not in an intrusive way. If we are unable to collect your personal information, we may be unable to provide you with all our services, and some functions and features on our website may not be available to you.
How we hold and protect your personal information
We are committed to protecting your personal information. We implement appropriate technical and organisational measures to help protect the security of your personal information; however, please note that no system is ever completely secure. We have implemented various policies including, encryption, access, and retention policies to guard against unauthorised access and unnecessary retention of personal information in our systems.
We store personal information we collect in relation to you or your applicants in various ways, including in electronic form using third party data storage providers. All information that is stored electronically is password protected on secure servers.
Our aim is to ensure that all personal information is securely protected from misuse, loss, and unauthorised access, modification or disclosure by way of maintaining:
When personal information is no longer needed we will take reasonable steps to destroy and/or de-identify that information (see also the ‘Retention’ section below).
We have current security measures in place to prevent unauthorised use of our service including:
Why will we disclose information to another organisation?
We want to provide our customers with the very best products and services. At times we may partner with other organisations to support the products and services we offer.
If necessary, you may request access to the personal information that we hold about you or them (as applicable), under Australian Privacy Principles 12 and 13. We will provide this information upon request or otherwise as required by law. You may obtain this information by contacting us using the details set out below.
Under freedom of information (FOI) you have a right, with limited exceptions, to access documents held by Work Health Checks. A FOI request can take up to 30 days to process.
The Freedom of Information Act 1982 (FOI Act) may give any person the right to:
We may require you to identify and specify what information and documents you require access to. You can ask to see any document that we hold. We may refuse access to some documents, or parts of documents that are exempt. Exempt documents may include those relating to national security, documents containing material obtained in confidence, or other matters set out in the FOI Act. Other occasions when we may deny access to personal information include where release of the information would have an unreasonable impact on the privacy of others.
While we will endeavour to ensure that the personal information collected from you is up to date accurate and complete, we will assume that any personal information provided by you is free from errors and omissions. If the applicant is able to establish that the information we hold about them is not accurate, complete or up to date, and the applicant requests us in writing to correct this information, we will then take reasonable steps to correct the information. You may request that we update or vary personal information that we hold about you using the contact details listed below.
If you wish to access information we hold about you please put your request in writing and send it to:
Data Protection Officer
Phone: 1300 137 861
We retain your personal data only as long as necessary to provide you with our services and for legitimate and essential business purposes (such as maintaining the performance of our services), making data-driven business decisions about new features and offerings, complying with our legal obligations, and resolving disputes. Following this period, we will make sure the relevant personal data is deleted or anonymised.
Should you not wish to receive communications from us, you will have the option to unsubscribe on any email you receive from us or to indicate your communication preferences to us. Alternatively, you can contact our Data Protection Officer, set out above, to unsubscribe from our communications.
What are ‘cookies’ and how do they work?
A cookie is a string of letters and numbers that uniquely identify the computer you are using and the Username and password you may have used to register at the site. This enables the website to track the pages you have visited.
Most browsers can be configured to refuse to accept cookies. You can also delete cookies from your hard drive. However, doing so may hinder your access to valuable areas of information within our site.
Under European Union law, the General Data Protection Regulation or “GDPR” gives certain rights to applicable individuals in relation to their personal data. Accordingly, we have implemented additional transparency and access measures to help you take advantage of those rights (to the extent they are applicable).
Depending on the country in which you live in, the rights you have may include:
We respond to all requests that we receive from individuals who wish to exercise their data protection rights in accordance with applicable data protection laws. You can contact us by sending an email to email@example.com
What if I have a complaint?
If you have a complaint about our dealings with personal information, this policy or an alleged breach of the Australian Privacy Principles you have the right to expect that we will handle it in a friendly and professional way.
When we receive a complaint we look on it as valuable feedback that may help us to improve the services we offer and to ensure your needs are met in a satisfactory and appropriate manner.
If you wish to complain at any time about the handling, use or disclosure of your personal information just email firstname.lastname@example.org
Phone: 1300 137 861
We will make all efforts possible to investigate your complaint within 20 days and advise you of the outcome as soon as possible within 40 days of you making the complaint.
If the matter is not resolved to your satisfaction you can then refer your complaint to the Director of Compliance (Investigations) at the Office of the Australian Information Commissioner who can be contacted at:
Office of the Australian Information Commissioner
GPO Box 5218
Sydney NSW 2001