1. What information do we collect?

We may collect personal information from you when you instruct us to provide you with our services, subscribe to our mailing list or have other business dealings with us. The kind of personal information that we collect from you may include contact details like your name, phone number, email and physical address, information required for billing purposes, information provided when using the One Workplace website, details of employment or occupation and other employment-related information (which may include sensitive information if specifically relevant and necessary for the purposes of us providing you with our services, such as health information or information about racial or ethnic origin, religious or philosophical believes or membership of a trade union).  Personal information also includes records of meetings or calls with you and for job applicants and contractors, details of your work experience, qualifications, background and reference checks and other work-related information. We may also ask about other relevant information we need to provide our services to you.  

We will only ask for, use or share sensitive information with your consent and for the purposes of providing you with our services.

2. How do we collect your personal information?

Personal information is only collected by lawful and fair means and not unreasonably obtrusively, and where practicable, only from the individual concerned or a person authorised to act on the individual’s behalf.

We may collect personal information from you whenever you call us, use our website, use our marketing or social media platforms or open our emails.

In circumstances where it is not practicable to collect the information directly from the individual, we may collect the information from third parties, such as from clients, an individual’s employer, referees or representatives, or from publicly available sources.

We also collect cookies from your computer which enable us to tell when you use the website and also help us customise your website experience. As a general rule, however, it is not possible to identify you personally from our use of cookies.

One Workplace takes reasonable steps to ensure you are aware of the likely use of the information, the right of access to the information, the identity and contact details of the organisation, any law requiring the collection of the information and the main consequences of failure to provide the information.

3. What is the purpose of collecting, holding and using personal information?

The primary purpose for which we collect, hold and use personal information is to provide you with our services (including conducting and advising on workplace investigations and workplace relations consulting),  manage third party relationships including with contractors, conduct marketing activities, including providing workplace relations updates and direct marketing via social media, for recruitment purposes, and if necessary for our operations, including for the administration of internal systems, including billing systems and compliance with company policies and legal requirements.  We may use or disclose your personal information where you would reasonably expect this or where you have consented.

4. Is your personal information secure?

Personal information is stored securely whether electronically on secure information systems or, in more limited cases, in hard copy. We take such steps as are reasonable in the circumstances to protect personal information we hold from misuse, interference and loss, and from unauthorised access, modification or disclosure.

5. Is personal information disclosed to third parties?

We may disclose your personal information to third parties who provide services to us, for the purposes for which the information was collected or a related purpose (such as to provide our services). Third parties may include legal and financial advisers, government and statutory bodies, payroll and accounting auditors, information technology and marketing service providers.  Your personal information may also be exposed from time to time to maintenance and support personnel acting in the normal course of their duties.

When we share personal information with third party service providers, we require that they use your personal information only for the purpose of providing services to us and subject to terms consistent with this privacy policy.

Where we disclose personal information to another party, we generally require the third party to use the personal information only for the specific purposes for which we supply the information.

6. Marketing and opting-out

We may use and disclose personal information in order to inform you of products and services that may be of interest to you.  By using our website, our marketing or social media platforms, you consent to the receipt of direct marketing material, including by mail, email, SMS, telephone and social media. We will only use your personal information for this purpose if we have collected such information directly from you, and if it is material of a type that you would reasonably expect to receive from us. We do not use sensitive personal information in direct marketing activity.  Our direct marketing material will include a simple means by which you can request not to receive further communications of this nature and you can also contact us using the contact details providing below.

7. Do you have access to your personal information?

Under the Privacy Act, you may obtain access to the personal information we hold about you in certain circumstances, and correct inaccurate personal information subject to certain exceptions. If you would like to obtain such access, please contact us by telephone on 0400 870 780 or by email [insert].

We may charge a fee for providing access to personal information.   Where we refuse access, we will give you a notice explaining our decision to the extent practicable and your options.

8. Complaints and disputes

If you have a complaint concerning the manner in which we maintain the privacy of your personal information, please contact us using the contact details set out above. Any complaint should be made in writing.   All complaints will be considered by us, and treated seriously and confidentially.  We may seek further information from you to clarify your concerns. If we agree that your complaint is well-founded, we will, in consultation with you, take appropriate steps to rectify the problem. If you remain dissatisfied with the outcome, you may refer the matter to the Office of the Australian Information Commissioner.

9. Overseas transfer

Your personal information will generally not be disclosed to recipients outside Australia unless you expressly request us to do so. If you request us to transfer your personal information to an overseas recipient, the overseas recipient will not be required to comply with the Australian Privacy Principles and we will not be liable for any mishandling of your information in such circumstances.