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General Privacy Policy
On the 21st December 2001 the Privacy Act 1998 (Commonwealth) was extended to cover the private sector, with the Privacy Amendment (Private Sector) Act 2000. The Act operates by applying a set of National Privacy Principles (NPPs) to the private sector, giving basic protection to sensitive and health information, and imposes obligations on most private sector agencies in relation to the collection, use and storage of personal information.
Information Enterprises Australia Pty Ltd (IEA) is a quality-accredited organisation with standard work procedures and policies that ensure that the personal and sensitive information collected by us is not disclosed to a third party. For example IEA removes all personal information including Referee names and contact details from CV’s and Resumes before sending them onto clients for consideration.
The document provided on this page forms part of the registration process, copies of which are available in your Employment Handbook. Should you agree with the terms and conditions as laid out in the document, and the National Privacy Principles, please fill in and return the document to IEA's offices.
National Privacy Principles:
The National Privacy Principles as they relate directly to IEA are as follows:
- Collection of Personal Information.
- Use and disclosure of the use of this information.
- Data Quality.
- Security of the Information.
- Openness about the use of information.
- Access for customers to correct their information and update how it is used.
- Identifiers of individuals in the information.
- Anonymity of the information supplied.
- Transborder data flow, which limits the external sources to which Australian organisations can send information to those with comparable privacy protection.
- The use of sensitive information.
Types of Personal Information Held:
Personal information that IEA collects and holds, falls into the following categories:
- Candidate and contractor information submitted and obtained, and other sources in connections with application for work. This includes information for tax and banking purposes.
- Work performance information.
- Information about incidents in the workplace.
- Staff Information.
- Information submitted and obtained in relation to absences from work due to leave, illness or other causes.
- Information obtained to assist in managing client and business relationships.
Purposes for which we hold personal information:
IEA holds personal information for the following reasons:
- Placement Operations.
- Recruitment.
- Training.
- Client and business relationship management.
- Marketing.
Disclosures:
We may disclose your personal information for the purposes for which it is primarily held or for a directly related purpose.
In some cases we may only disclose information with your consent.
We may disclose your personal information where we are under a legal duty to do so, including those circumstances where we are under a lawful duty of care to disclose. For example to the Australian Taxation Office (ATO) and to your superannuation fund.
Storage of Personal Information:
Information submitted and obtained from candidates, contractors and registrants and other sources in connection with applications for work are kept in a compliant records management system. All files and folders relating to this information are stored in lockable filing cabinets. Files belonging to candidates, contractors and registrants who do not wish to remain registered with IEA are sentenced according to our internal records retention and disposal matrix, closed on the computerised Records Management System, archived and sent to secure offsite storage.
All paper and backup computer tapes due for destruction are sent to our offsite storage provider for destruction.
IEA Service Contractors:
We contract out a number of our services from time to time. Our contractors may see some of your personal information. Typically our contractors would include:
- IT contractors and database designers.
- Accounts.
Inquiries and Complaints:
You can make further inquiries or complaints about our privacy policy to any member of Information Enterprises Australia Pty Ltd.
You can also make complaints to the Office of the Federal Privacy Commissioner
The Central Office of the Privacy Commissioner is located in Sydney at:
Level 8, Piccadilly Tower
133 Castlereagh Street
SYDNEY NSW 2000
Tel: 1300 363 992 (for the price of a local call anywhere in Australia)
Fax: +61 2 9284 9666
E-mail: privacy@privacy.gov.au
Post: GPO Box 5218, SYDNEY NSW 1042
Web: http://www.privacy.gov.au
Access to your Information:
Subject to some exceptions that are set out in the National Privacy Principles, you can gain access to the personal information that we hold about you. Our policy is to refuse access if it would interfere with the privacy rights of other persons or if it breaches any confidentiality that is associated with the information.
You should also note that it may take some time to process your application for access as there may be a need to retrieve information from storage and review information in order to determine what information may be provided under the legislation. As such a moderate charge may be made in providing access to the material.
Privacy Policy: Collection Statement:
Personal information:
Personal information is any information or an opinion (whether true or not) about you. It may range from the very sensitive (e.g. medical history or condition) to the everyday (e.g. address and phone number). It would include the opinions of others about your work performance (whether true or not), your work experience and qualifications, aptitude test results and other information obtained by us in connection with your possible work placements. Personal information includes sensitive information.
Sensitive information:
Sensitive information is a special category of personal information. It is information or opinion about your:
- Racial or ethnic origin.
- Political opinion.
- Membership of a political association or religious beliefs, affiliations or philosophical beliefs.
- Membership of a professional or trade association or membership of a trade union.
- Sexual preferences or practices.
- Criminal record.
- Health or disability (at any time).
- Expressed wishes about the future provision of health services.
Sensitive information can, in most cases, only be disclosed with your consent.
Who will be collecting your personal and sensitive information?
IEA will collect your personal and sensitive information for its own use in connection with your work placements.
If you wish to speak to us about your personal or sensitive information you should contact our offices.
How your information will be collected:
Personal and sensitive information will be collected from you directly when you fill out and submit one of our registration forms or any other information in connection with your application to us.
Personal and sensitive information will also be collected when:
- We receive any reference about you.
- We receive results of inquiries that we might make of your former employers, work colleagues, professional associations or registration body.
- We receive the results of any competency or medical test.
- We receive performance feedback (whether positive or negative).
- We receive any complaint from or about you in the workplace.
- We receive any information about a workplace accident in which you are involved.
- We receive any information about any insurance investigation, litigation, registration or professional disciplinary matter, criminal matter, inquest or inquiry in which you are involved.
- You provide us with any additional information about yourself.
How your information will be used:
Your personal and sensitive information may be used in connection with:
- Your actual or possible work placement.
- Your performance appraisals.
- Our assessment of your ongoing performance and prospects.
- Any test or assessment (including medical tests and assessments) that you might be required to undergo.
- Our identification of your training needs.
- Any workplace rehabilitation.
- Our management of any complaint, investigation or inquiry in which you are involved.
- Any insurance claim or proposal that requires disclosure of your personal or sensitive information.
Disclosure:
Information may be disclosed to:
- Potential and actual employers and clients of Information Enterprises Australia Pty Ltd: Employment and Consulting Services.
- Referees.
- Our insurers.
- A professional association or registration body that has a proper interest in the disclosure of your personal and sensitive information.
- A Workers Compensation body.
- Our contractors and suppliers – e.g. our I.T. contractors, database designers and for matters relating to finance.
- Any person with a lawful entitlement to obtain the information eg. The Australian Taxation Office.
- A Superannuation Fund.
If you do not give us the information we seek:
- We may be limited in our ability to locate suitable work for you.
- We may be limited in our ability to place you in work.
Incorrect Information?
You do have the right to correct information if it is incorrect. Subject to some exceptions that are set out in the National Privacy Principles (Principle 6 – Access and Correction), you have a right to see and have a copy of, personal and sensitive information that we hold about you.
If you are able to establish that personal or sensitive information that we hold about you is not accurate, complete and up-to-date, we will take reasonable steps to correct it so that it is accurate, complete and up-to-date.
If we are unable to agree that personal or sensitive information that we hold about you
is accurate, complete and up-to-date, you may ask us to place with the information a statement by you that claims that particular information is not accurate, complete and up-to-date.
If you wish to exercise your rights of access and/or correction, please contact the offices. In some cases we may impose a moderate charge for providing access to personal or sensitive information, as this may be stored offsite and has to be retrieved. We will not charge you simply because you lodge a request for access.