Date: March 2017
Review Date: February 2018
Approved by: Chief Executive
How your information will be collected
Personal and sensitive information will be collected from you directly when you submit a registration form or submit material online and during telephone conversations.
Personal and sensitive information will also be collected when:
- we receive results of career assessments you undertake with us;
- we receive feedback from consultants;
- 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 you.
Your information will be used
Your personal and sensitive information may be used in connection with:
- your career development planning;
- your actual or possible work placement;
- performance appraisals, personal improvement and training initiatives and selection purposes;
- the performance of our master vendor relationships, on-site management services and outsourcing arrangements;
- any test or assessment (including medical tests and assessments) that you might be required to undergo;
- any workplace rehabilitation;
- our management of any business risks, investigation, resolution and defence of complaints and legal claims, compliance with court orders and other legal obligations and regulatory requirements;
- any insurance claim or proposal that requires disclosure of your personal or sensitive information;
- to tell you about other services that we may provide.
Your personal and sensitive information may be disclosed to…
- potential and actual employers and clients of OnTalent to whom we provide services;
- career guidance consultants;
- other member organisations of the OnTalent group;
- our insurers;
- a Workers Compensation body;
- our clients, consultants, contractors, suppliers, sub-contractors and vendors performing services on our behalf;
- any person with a lawful entitlement to obtain the information;
- a professional association or registration body that has a proper interest in disclosing your personal and sensitive information.
Transfer of Personal Information
Your personal information may be transferred outside of Australia. In each case, OnTalent has taken steps to ensure that all information transferred receives an adequate level of data protection.
Some of your personal information is likely to be disclosed to overseas recipients. We cannot guarantee that any recipient of your personal information will protect it to the standard to which it ought to be protected. The costs and difficulties of enforcement of privacy rights in foreign jurisdictions and the impracticability of attempting to enforce such rights in some jurisdictions will mean that in some instances, we will need to seek your consent to disclosure.
If you do not give us the information we seek
- we may not be able to effectively process the information you provide to us;
- we may be limited in our ability to provide career development planning for 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 a career programme;
You can gain access to your information to correct it if it is wrong
Subject to some exceptions which 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 about you that we hold.
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 correction, please contact the Data Privacy Officer using the details provided. In some cases we may impose a moderate charge for providing access to personal or sensitive information. We will not charge you simply because you lodge a request for access.
Storage and Security
Some of your personal information may be held on portable devices such as mobile phones, laptop computers or in diaries operated and held by our staff members. All devices are encrypted with password protection and company policy mandates that devices be locked when staff are away from the device.
OnTalent utilise virus protection and firewall technology to protect sensitive data. The suppliers and partners chosen by OnTalent to assist with protection of data must supply their data protection policy and data breach response policy to ensure the highest level of care is taken to protect sensitive data.
We conduct transactions electronically as well as in hard copy and by face to face measures. It is important that you understand that there are risks associated with the use of electronic technologies and the use of the internet and we will take all appropriate steps to protect your personal information.
We will store your personal information for a reasonable period of time necessary for us to provide services to you. At any time at your request, we will destroy your personal information. We will do this for any lawful request.
We will keep your information in a secure environment.
Any instances of data being accessed intentionally or accidently by unauthorised persons, is reported and recorded through the incident register.
Incidents will be assessed to ascertain the severity and if a breach of eligible status has occurred, notifications will be sent to relevant parties advising details of the breach and the breach will be reported to the Office of the Australian Information Commissioner (OAIC), in accordance with data protection regulations.
Immediate action will be taken to remedy the environment which facilitated the breach to reduce the risk of any further breaches.
How to contact us
If you wish to contact us about your personal information you should contact us on 07 3305 5800 during normal office hours which are 8:30am to 5:30pm Monday to Friday or email firstname.lastname@example.org.