College of Arts and Sciences
Second Semester SY 2021-2022 / SY 2021-2022

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.

This privacy policy is in addition to our Terms and Conditions.

‘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:

• in accordance with our legal obligations; or
• where we have your consent.

We collect, hold, use and disclose your personal information for the following purposes unless otherwise required or permitted by law:

• to be able to provide a report for your physical and mental health and wellbeing;
• to process payments for our services;
• to provide the results of a check to any person you authorise us to;
• to allow third parties who you have agreed to allow access for the purposes of reviewing the self assessment;
• to provide you with the best possible service in supplying you with our goods and services;
• for any other purpose we explain when the personal information was collected, including the uses and disclosures outlined in this privacy policy; and
• for any purpose that is related to these purposes (or, with respect to sensitive personal information, directly related to these purposes) that would reasonably be expected by the individual concerned.

We may disclose personal information to the following kinds of entities for the relevant purposes mentioned above:

• our contractors, consultants, advisers, associates and related entities;
• any industry body, tribunal, court or otherwise in connection with any complaint made by you about us;
• other entities or third parties with your consent (such as third parties who you have agreed may access the results of the self assessment for verification purposes) or as permitted or required by law.

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:

• physical security by preventing unauthorised access to our premises;
• computer network security, including password security to prevent unauthorised access;
• communication security; and
• limiting access to authorised staff and contractors of Work Health Checks.

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:

• capturing IP addresses;
• capturing payment information; and
• verification of ID and signatures.

Why will we disclose information to another organisation?

We will disclose your information only in accordance with the professional services we provide as set out in this privacy policy.

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:

• access copies of documents (except exempt documents) we hold;
• ask for information we hold about you to be changed or annotated if it is incomplete, out of date, incorrect or misleading; and
• seek a review of our decision not to allow you access to a document or not to amend your personal record.

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

Email: info@workhealthchecks.com

Phone: 1300 137 861

Retention

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.

Unsubscribe

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?

Our website uses cookies. Cookies are small data files that are downloaded from our web servers and stored on your hard drive.

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.

We will not be responsible for any damage to your computer or hard drive from cookies. You can set your browser to refuse cookies, however, this may mean you are unable to take full advantage of our website.

Your rights

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:

• Accessing, correcting, updating, or requesting deletion of your information.
• Objecting to processing of your information, asking us to restrict processing of your information, or requesting the portability of your information.
• Opting out from receiving marketing communications that we send you at any time.
• Withdrawing your consent at any time if we have collected and processed your information with your consent. Withdrawing your consent will not affect the lawfulness of any processing that we conducted prior to your withdrawal, nor will it affect processing of your information conducted in reliance on lawful processing grounds other than consent.
• Complaining to a data protection authority about our collection and use of your information. For more information, please contact your local data protection authority. Contact details for data protection authorities in the European Union are available at: http://ec.europa.eu/justice/article-29/structure/data-protection-authorities/index_en.htm.

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 info@workhealthchecks.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 info@workhealthchecks.com

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

Changes to this Privacy Policy

We reserve the right to change, modify or update this privacy policy from time to time to take into account of any new laws and technology, changes to our functions and activities, and to make sure it remains appropriate. Where we make changes to this privacy policy we will update the policy by posting the revised version on our website. The revised version shall take effect immediately upon posting. You should therefore refer to this privacy policy on our website regularly.