Privacy Policy
SYPAQ Systems Pty Ltd and related bodies corporate (‘SYPAQ Group’, ‘we’, ‘our’, or ‘us’) are committed to respecting your privacy. This Privacy Policy outlines how SYPAQ Group handles information which is covered by the Privacy Act 1988 (Cth) (the Privacy Act). This includes how we collect, use, store, secure and dispose of information covered by the Privacy Act, as well as how you may exercise your rights to access, alter or have removed any such information as it relates to you. SYPAQ has adopted the Australian Privacy Principles contained in the Privacy Act.
Definition of Personal Information
Throughout this Privacy Policy, we use the term ‘personal information’ to refer to information or an opinion that identifies a natural person, including when combined with other reasonably available data (including but not limited to when combined with other data using available technologies, Artificial Intelligence, or information to identify a natural person), can be used to identify a natural person whether the information or opinion is true or not; and whether the information or opinion is recorded in a material form or not. For example, your name, date of birth, address, mobile telephone number, email address, and credit card details are examples of information which may constitute personal information. Personal information may also include information we may collect about your individual preferences. However, personal information does not include information that is appropriately de-identified or made anonymous and cannot be combined with other data using available technologies or information to identify a natural person.
Types of personal information held by SYPAQ Group and when and how it is collected
Personal information includes information regarding your contact details, work experience, qualifications, aptitude test results, opinions about your work performance (e.g. reference checks), incidents at the workplace, and other information obtained or received by us in connection with your possible and actual work placements. Subject to the guidelines set out in APP 3, we may collect personal information, including:
- Personal contact details
- Information contained in your resume
- Educational qualifications
- Employment history
- Work performance information, i.e. reference and background checks
- Date and place of birth
- Australian work rights or visa credentials
- Gender
- Personal identification credentials – driver’s licence, passport etc.
- Information about incidents in the workplace
- Information in relation to absences from work due to leave, illness or other causes
- Information obtained to assist in managing client and business relationships
- Payroll and tax-related details
- Bank account details
- Credit check information
- WorkCover related information
- Information you provide regarding your career interests
- AGSVA Clearance status
- Emergency contact details
- Any additional information you provide either during an interview or through subsequent contact
Sensitive information is a special category of information under the Privacy Act. It is information or opinion about you, including membership of a professional or trade association or membership of a trade union; criminal record; health information, racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, or sexual preferences or practices. As outlined in the Privacy Act, sensitive information can, in most cases, only be disclosed with your consent.
We may collect personal or sensitive information about you when:
- You complete one of our registration or candidate information forms or provide any other information in connection with your application, including through any documents you submit as part of this process;
- You provide additional information to us either during an interview or through subsequent contact;
- We receive any reference about you;
- We receive work performance information including feedback from clients or other parties (whether positive or negative);
- We receive any complaint or other information from or about you in the workplace;
- We receive results of inquiries that we might make with your former employers, work colleagues, professional associations or registration body;
- We receive the results of any competency test or background checks, including criminal record check when required;
- We receive any information about any insurance investigation, litigation, registration or professional disciplinary matter, criminal matter, inquest or inquiry in which you were involved;
- We receive any information about a workplace accident in which you are involved;
- We collect information about you from public domain sources;
- You engage with our website and any online resources, including through for example, cookies;
- In other circumstances where necessary and linked to our operations.
Purposes and use for which we collect personal information
Your personal and sensitive information may be used in connection with:
- Providing you with job opportunities and work or the ability to provide services (for/of);
- Assessing your suitability as a job candidate and your qualifications for project engagements;
- Providing payroll and administration services to you;
- Providing career guidance or management;
- Undertaking performance appraisals;
- Assessing your ongoing performance and prospects;
- Any test or assessment that you might be required to undergo;
- Identification of your training needs;
- Informing you of possible work opportunities or potential candidates, or other events such as information sessions or training;
- Any workplace rehabilitation;
- Management and resolution of any complaint, inquiry or investigation in which you are involved;
- Any insurance claim or proposal that requires disclosure of your personal or sensitive information;
- Undertaking criminal reference checks and other background checks, where required;
- Work, Health Safety risk management;
- Our direct marketing to you;
- Our co-ordination of SYPAQ sponsored family events or gifts;
- For other purposes where necessary and linked to our operations.
Your personal and sensitive information may be disclosed to:
Where appropriate,
- Clients or perspective clients of SYPAQ Group including Australian Government Departments/Agencies where you may be placed, but only with your permission
- Referees
- External background checking agencies – e.g. criminal record checking or AGSVA clearance
- 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
- Any person with a lawful entitlement to obtain the information
- Our immigration and/or legal representatives if required
- Our Corporate events co-ordinator, for the sole use of planning and facilitating our company sponsored employee and family social events
- Our Corporate travel service provider
If you do not give us the information we seek:
- We may be limited in our ability to employ or engage you
- 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 or sponsor your work visa
- We may be limited in our ability to include your or your family in our social events i.e. invitations, co-ordinating flights and accommodation etc.
Management of personal information
SYPAQ Group’s staff are trained to respect the confidentiality of customer information and the privacy of individuals. SYPAQ Group takes any breach of your privacy very seriously and any breach will result in disciplinary action being taken, dependent upon severity.
How do we store and protect personal information?
SYPAQ Group takes all reasonable steps to ensure personal information it holds is protected against misuse, interference and loss, and from unauthorised access, modification or disclosure.
Safeguarding the privacy of your information is important to us, whether you interact with us personally, by phone, mail, over the internet or other electronic medium. We hold personal information in secure storage facilities and take such steps as are reasonable in the circumstances to protect the personal information we hold from misuse, interference and loss, unauthorised access, modification or disclosure. We may need to maintain records for a significant period. However, when we consider information is no longer needed, we will remove any details that will identify you or we will securely destroy the records.
Personal information is stored in the following ways:
- Electronic copies of candidate information are securely stored in our application tracking system and hard copies are not retained
- Payroll information for temporary staff is entered in our financial management system at the commencement of assignment and hard copies are not stored
- Customer relationship management information that reflects a subset of information maintained in a candidate’s file is entered in our management systems
- Some information may be stored on the internal network and/or a secure cloud storage
Personal information may be accessible by overseas third-party providers and suppliers for the sole purpose of providing our services. The overseas third-party providers and suppliers may be in Singapore, the United Kingdom and the United States of America.
How do we keep personal information accurate and up to date?
SYPAQ Group takes such steps as are reasonable in the circumstances to ensure that the personal information it holds and discloses is accurate, up to date, complete, relevant and not misleading. We recognise that information changes frequently with changes of address and other personal circumstances. We generally update your information over the telephone or via email. Please advise us when your personal details change. Please note that SYPAQ Group will not disclose your information for recruitment purposes without your express permission.
General information collected from visitors to our websites
As with many commercial websites (and mobile and tablet applications), SYPAQ Group may also collect information which tells us about visitors to our websites. For example, we may collect information about the date, time and duration of visits and which pages of a Website are most commonly accessed. This information generally is not linked to the identity of visitors, except where a Website is accessed via links in an email we have sent or where we are able to uniquely identify the device or user accessing a website. By accessing a Website via links in an email we have sent and/or by accessing a Website generally including when you are logged into an account, you consent to the collection of such information where it is personal information.
As you navigate through our websites, certain information can be passively collected (that is, gathered without you actively providing the information) using various technologies, such as Unique Device Identifiers (UDI), cookies, internet tags or web beacons, and navigational data collection (log files, server logs, clickstream). In certain circumstances, this information may be considered anonymous information or personal information under the Privacy Act 1988 (Cth), dependent on the device used and the method by which an individual connects to the Internet. Your Internet browser automatically transmits to the website you are browsing some of this anonymous information or personal information, such as the URL of the website you just came from, the Internet Protocol (IP) address, the UDI (if applicable) and the browser version your device is currently using. Our websites may also collect anonymous information or personal information from your device through cookies and Internet tags or web beacons. You may set your browser to notify you when a cookie is sent or to refuse cookies altogether, but certain features of a website might not work without cookies, and this may limit the services provided by a website. Cookies and other technical methods may involve the transmission of information either directly to us or to another party authorised by us to collect information on our behalf.
Our Websites may use and combine such passively collected anonymous information or personal information and/or information from various third party sources, including as described above, and may combine this anonymous information or personal information with other personal information collected from you to provide better service to website visitors and users, customise a website based on your preferences, compile and analyse statistics and trends, and otherwise administer and improve a Website for your use. We may combine your visitor session information or other information collected through tracking technologies with personally identifiable information from time to time in order to understand and measure your online experiences by accessing a website, you consent to information about you being collected, compiled and used in this way.
Disclosures of Personal Information
We may disclose personal information where doing so relates to the purpose for which the information was collected (known as the ‘primary purpose’). We may also disclose personal information for a secondary purpose if a permitted situation applies which are related to the primary purpose. Subject to the guidelines set out in APP 6, we disclose personal information for the following purposes:
- Recruitment activities
- On-hire worker management
- Client and business relationship management
- Providing candidate details to prospective employers
- Payroll, Taxation and Superannuation
- Training and development activities
- Event Planning co-ordination
We may disclose your personal information to third parties when and where necessary, including:
- 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
- Any government department or body
- Any person with a lawful entitlement to obtain the information
- Our immigration and/or legal representatives if required
- Our Corporate event co-ordinators
- Our Corporate travel service provider
In all instances of disclosure, the recipient must have a distinct reason associated with the primary purpose (or an associated secondary purpose) in for the disclosure to occur.
We may also disclose personal information where we are under a legal duty to do so, including circumstances where we are under a lawful duty of care to disclose such information.
Disclosures of Sensitive Information
Sensitive information will be used and/or disclosed by us only:
- For the primary purpose for which it was obtained
- For a secondary purpose that is directly related to the primary purpose
- With your consent; or where required or authorised by law.
Subject to some exceptions that are set out in the Australian Privacy Principles, you can gain access to the personal information that we hold about you.
To make a request to access your personal information, you will need to complete an application form verifying your identity and specifying what information you require. Please contact our Head of People, Culture & Capability. We will respond to your request within a reasonable period after the request is made and provide access to the information in the manner requested if it is reasonable and practicable to do so.
If we refuse to provide you with access to your personal information, we will notify you in writing of the reasons for the refusal and the process for escalation regarding this refusal.
Security of Personal and Sensitive Information
When and where practical, SYPAQ Group’s preference is to view rather than collect Personal Information and/or Sensitive Information.
Where SYPAQ Group collects and store Personal Information and/or Sensitive Information, it does so in a manner that is appropriate to protect this information in accordance with the Privacy Act. This includes protecting this information from misuse, unauthorised access, modification or disclosure without authorisation or lawful reason/compulsion.
When Personal Information and/or Sensitive information is no longer needed for the purpose for which it was obtained, SYPAQ Group will take reasonable steps to destroy or permanently de-identify this information with a reasonable and practical timeframe, provided that doing so does not breach other legal obligations we may be under.
In some instances, some Personal Information and/or Sensitive Information may continue to be held by SYPAQ Group even if the primary purpose for its collection no longer exists.
For example, some Personal Information and Sensitive Information may be kept by us for a minimum of 7 years where such information relates to matters involving taxation and corporate record keeping in accordance with statutory obligations.
You may request that we correct the personal information that we hold about you if you deem it to be inaccurate, incomplete, out-of-date, irrelevant, or misleading. We will take reasonable steps under the circumstances to correct the information.
If we refuse to correct your personal information, we will notify you in writing of the reasons detailing our refusal to correct the information and the process for escalation regarding this refusal. Should we refuse, you may ask us to replace with the information a statement that the information is inaccurate, incomplete, out-of-date, irrelevant or misleading and we will take such reasonable steps under the circumstances to associate the statement with your information. If you wish to exercise your rights of correction you should contact our Head of People, Culture & Capability.
Should your relationship with SYPAQ Group end, you may wish to have the information collected by the SYPAQ Group removed from our records. Individuals are to notify SYPAQ Group of this request by contacting Head of People, Culture & Capability.
This request will be actioned as soon as the information is no longer required by SYPAQ Group or by the law.
We aim to acknowledge receipt of all complaints and aim to resolve all complaints. This may not be possible in all circumstances depending on the contents of the complaint. If you are not satisfied with our response to your complaint, you can contact the Office of Australian Information Commissioner (OAIC).
In the event of a suspected and/or known data breach which affects SYPAQ Group (or other associated parties as may be the case), SYPAQ group will, if and where permitted by law, notify all potentially affected parties of the breach within 72 hours. This notification will include the information that is believed (or known) to have been compromised, and what SYPAQ is doing to ensure that another breach does not occur.
SYPAQ may, where appropriate, conduct an investigation into the suspected breach that will last no more than 30 days.
Head of People, Culture & Capability
SYPAQ Systems Pty. Ltd.
60 Bertie St
Port Melbourne VIC 3207
Email: [email protected]
Phone: 1300 764 933