The National Privacy Principles (“NPP’s”) established by the Privacy Act 1988 apply to People Solutions Australasia Pty Ltd and regulate our use of personal information.
What Is Personal Information
Personal information is 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 test results, details relating to career transition and outplacement, corporate coaching and mentoring and other information obtained by us in connection with the provision of career management services. Personal information includes sensitive information.
What Is Sensitive Information?
Sensitive information is a special category of personal information. It is information about your health or disabilities, racial or ethnic origins, political beliefs, membership of political, professional or trade associations, sexual preferences and criminal record.
Sensitive information can, in most cases, only be disclosed with your consent.
Type of Personal Information Collected
The personal information we collect and hold relates to client and candidate information in connection with the provision of career management services and information necessary for the management of client and business relationships. This will include details relating to a candidate’s career, their goals and their lifestyle.
Purposes For Which We Hold Personal Information
We hold personal information to facilitate the provision of career management services for candidates and for business relationship management and marketing purposes.
How Your Information Will Be Collected
Personal and sensitive information will generally be collected from the candidate directly. Where information is collected from another source we will take reasonable steps to advise the candidate of the collection.
How Your Information Will Be Used.
Your personal and sensitive information may be used in connection with the provision of career transition and outplacement services, career management advice, corporate coaching and mentoring and for psychological assessment purposes.
Your Personal And Sensitive Information Related to Psychological Services May Be Disclosed To:
People Solutions Australasia Pty Ltd clients (the candidate’s employer), medical service providers and other persons in accordance with the NPP’s.
Your Personal And Sensitive Information Related to other Career Management Services May Be Disclosed To:
Medical service providers and other persons in accordance with the NPP’s.
If You Do Not Give Us The Information We Seek
Whilst you may elect not to provide us with your personal or sensitive information it may limit our ability to provide services to you.
You Can Gain Access To Your Information and To Correct It If It Is Wrong
Subject to the NPP’s (Principle 6 – Access and Correction), you have a right to access personal and sensitive information we hold about you. People Solutions Australasia Pty Ltd will provide access by allowing you to inspect, takes note of or receive print outs or copies of the personal information we hold about you.
To obtain access you will have to provide proof of your identity to ensure that personal information is provided only to the correct individuals and that the privacy of others is not undermined.
If you are able to establish that the personal or sensitive information we hold about you is not accurate, complete and up-to-date, we will take reasonable steps to rectify the problem.
If you wish to exercise your rights of access and correction you should write to Bernadette Olivier at Level 1, 360 Rokeby Road, Subiaco, WA, 6008 specifying in detail the information sought to be accessed or corrected.
In some cases where we incur a cost in providing access to personal or sensitive information we will charge you a fee to cover this cost. We will not charge you simply because you lodge a request for access.
When will Access be denied?
Access will be denied if:
- the request does not relate to the personal information of the person making the request;
- providing access would pose a serious and imminent threat to life or health of a person;
- providing access would create an unreasonable impact on the privacy of others;
- the request is frivolous and vexatious;
- the request relates to existing or anticipated legal proceedings
- providing access would prejudice negotiations with the individual making the request;
- access would be unlawful;
- denial of access is authorised or required by law;
- access would prejudice law enforcement activities;
- access discloses a ‘commercially sensitive’ decision making process or information; or
- any other reason that is provided for in the National Privacy Principles (NPPs) set-out under the Privacy Act.
Access to Evaluative Information
Commercially sensitive evaluative information generated by People Solutions Australasia Pty Ltd, such as psychological assessments, are not able to be accessed by candidates under the Privacy Act. Where requests are made by candidates to view such information, People Solutions Australasia Pty Ltd will, where appropriate, provide an overview of the information rather than direct access to the information itself.
Your Consent To Collection Use And Storage Of Your Personal And Sensitive Information
By utilising the services of People Solutions Australasia Pty Ltd you consent to the collection, use and disclosure of your personal information as contemplated by this privacy statement.
Grievance Procedure
People Solutions Australasia Pty Ltd is committed to protecting the privacy of the personal information that we hold. This is part of our organisations:
(a) Legal obligations under the Privacy Act 1988
(b) Ethical and business obligations
(c) Service to you
We place a high priority on effectively dealing with any complaints dealing about privacy that you may have.
Overriding principles
At all times the conduct under this policy will be governed by the following principles:
(a) All complaints will be treated seriously
(b) All complaints will be dealt with promptly
(c) All complaints will be dealt with in a confidential manner
(d) The privacy complaint will not effect your existing obligations or the commercial arrangements that exist between this organisation and you.
Who may complain under this policy?
If you have provided us with personal information you have a right to make a complaint, have it investigated and dealt with under this policy.
What is a privacy complaint?
A privacy complaint relates to any concern or dispute that you have with our privacy practices as it relates to your personal information. This could include matters such as:
(a) How personal information is collected
(b) How personal information is stored
(c) How this information is used or disclosed
(d) How access is provided.
What do I do if I have a complaint about privacy practices?
If you have a complaint about privacy please contact Bernadette Olivier.
All complaints will be logged on a database/complaints register.
We request that you complain in writing to the contact person named above. Usually this contact with the organisation will be the proper person to discuss or resolve your complaint, however, if your privacy complaint is not resolved the matter will then be referred to the Managing Partners
Privacy Policy Grievance Procedure
The goal of this policy is to achieve an effective resolution of your complaint within a reasonable set timeframe [28 days or as soon as practicable].
Once the complaint has been made, the point of contact can then resolve the matter in a number of ways:
- Request further information and investigation: Your initial contact may request further information from you. You should be prepared to give as many details as possible including details of any relevant dates and documentation. This will enable the contact to investigate the complaint and determine an appropriate and useful solution. All details provided will be kept confidential. The complaint may be investigated. People Solutions Australasia Pty Ltd will try to do so within [72 hours/as soon as possible]. It may be necessary to contact others in order to proceed with the investigation. This may be necessary in order to progress your complaint.
- Discuss options: We will discuss options for resolution and if you have suggestions about how the matter might be resolved you should discuss these with your contact. The contact could also suggest other solutions or give examples of how the personal information can be revised or stored in a different way.
- Refer to Managing Partners: If your complaint is not resolved at the local level, it will be referred to the Managing Partners. The Managing Partners would be provided with the history and may discuss the complaint with the employees, or other parties that are involved.
- Resolution: You will be informed of the outcome and the reasons for the decision. If this does not resolve the complaint, the matter will be referred to a mutually agreed intermediary.
- If after the above steps have been followed you are still dissatisfied with the outcome you may refer the complaint to the federal Office of the Privacy Commissioner.
Follow-up of the complaint [optional]
Your contact at People Solutions Australasia Pty Ltd Bernadette Olivier will contact you after approximately six weeks to ensure that you have no further concerns.
Records
We will keep a record of your complaint and the outcome.
Anonymous complaints
Generally we are unable to deal with anonymous complaints as we are unable to investigate properly and follow-up such complaints.
However, in the event that an anonymous complaint is received we will note the issues raised and try and resolve them appropriately.
Inquiries And Complaints
You can make further inquiries about our privacy policy or direct complaints to the Office Manager whose contact details are:
Ms Bernadette Olivier
People Solutions Australasia Pty Ltd
Phone 9388 0300
Email admin@people-solutions.com.au
You can also make complaints to the Office of the Federal Privacy Commissioner.