PRIVACY POLICY
Your privacy is extremely important to us!
How we protect your privacy
This Privacy Policy relates to the personal information that we collect from you as a customer, supplier, visitor to our site, a job applicant or as someone who engages with us through social media, other digital services, correspondence via email or in person as a member of the public.
The personal information we collect:
The personal information we collect will depend on the nature of your interaction with us. It will only ever be information essential to the requirements of the products and services we offer.
The information we collect may include but is not limited to:
- Name
- Date of birth
- Contact information
- Current and past work history
- Current and past residential addresses
- Academic credentials
- Credit card or other payment details
- Referee information
- Licences and operator permits
- Passports and other identification
- Credit history information
- Personal information
Personal information can also include any information or an opinion of an applicant (whether that data be correct or not) and ‘sensitive’ information.
Sensitive information can include information or an opinion regarding the data we collected through applications and consent you submit to use as well as contact of people and agencies who may hold (or be in the public domain) information about you. We will always ask your consent to carry out the checks and obtain the data only by lawful and fair means.
We may also collect other information, some of which may be personal information, including information about your order history with us, which areas of our site you visit and records of your interactions with us.
Collection of personal information
Personal information is collected directly from you when you sign on as a user, order checks, enter into arrangements with us, correspond with us, or provide feedback to us.
We will record, collect and hold information about your transactions with us. We may monitor and record your communications with us (including email and telephone) for security, dispute resolution and training purposes.
Depending on the nature of our interaction with you, we may collect personal information from third parties. For example, when you order a check, the verified data will be collected from a third party source.
The reason we collect personal information
If you are an individual the reasons we collect personal information about you are:
- to check and verify that the information you have provided and the personal information located from other sources is correct;
- to administer and provide our products and services to you;
- to communicate with you, our customer;
- to understand the needs of our
- to protect against fraud or other misuse or loss of data; and
- to ensure your security when visiting our website.
If you are a corporate user the reasons we collect personal information about you are:
- to check and verify that the information you have provided and the personal information located from other sources is correct;
- to comply with our legal obligations to know who has access to the personal information of individuals on our system;
- to administer and provide our products and services to you and your employer;
- to better communicate with our customer;
- to understand the needs of our customers and continuously develop and improve our products and services;
- to protect against fraud or other misuse or loss of data; and
- to ensure your security when visiting our website and to learn which areas of the site are of most interest to you (see the section ‘cookies’ below).
Disclosure of your information
We will disclose your information in accordance with the services we provide.
If you are a customer, to electronically verify your identity documents, it is necessary to disclose those identity documents to a third party supplier. To conduct a check, it is necessary to disclose some of your personal information to the entity that will verify the accuracy of your information. For a check relating to another country, that entity will be in that other country and so your information must be disclosed overseas.
In some circumstances are required by law to disclose your personal information to various authorities.
Access to your personal information
You have a right to access your personal information held by us. There is no charge to put in a request to see your information and we can provide you with general information such as your name, address and contact details.
If you believe that any information is incorrect or out of date you may, of course, ask us to correct it.
However, we may need to charge you a small administration fee to cover our costs if you want to access more detailed information or take copies of information on your file.
If you wish to access information or to lodge a complaint about our privacy practices, please put your request or complaint in writing and send it to:
Privacy Officer
Clear to Work
21 Nundah Street
Nundah QLD 4012
Australia
The security of your information
Your information is stored on a secure database located in an Australian owned and based data centre.
We aim to ensure that any details are securely protected from misuse, loss, and unauthorised access, modification or disclosure by way of maintaining:
- Physical security by preventing unauthorised access to our premises;
- Offsite data storage in a Melbourne based and owned datacentre
- Computer network security including password security to prevent unauthorised access;
- Communication security; and
- Limiting access to authorised staff.
Checked information is retained for of three months and then destroyed. Forms submitted to carry out checks are audited by some of our suppliers and these will be held in line with these agencies policies (e.g., CrimTrac).
Payment details and credit card information is not stored in our system. We use a payment gateway to process credit card payments and we cannot see or access your information.
Identification documents submitted to our website are deleted as soon as your check is received back from the Police. This is in accordance with Australian privacy laws.
Cookies
Cookies are small data files that are downloaded from our web servers and stored on your hard drive. It is a string of letters and numbers that uniquely identify the computer you are using and the Username and password you have used to register at the site.
We use a cookie that exists only for the actual time you are logged onto our system. These cookies ensure greater security for you by authenticating and identifying your registration for the secure areas of the site, without the need for you to re-entre information.
You may configure your browser to refuse to accept cookies. You can delete cookies from your hard drive. However, doing so may hinder your access to information within our site.
Protection of privacy
Access to the National Police Checking Service (Service) under which NCCHCs are provided is administered by the Australian Crime Commission Act 2002 (Cth). The Service also operates in accordance with all relevant Commonwealth, state and territory legislation applicable to the information collected, used and disclosed for the purposes of a police check.
Every effort has been made in the design of the Service to protect the privacy of applicants at all times. In particular, as part of our contractual arrangements with Accredited Bodies, the ACIC requires that:
- all Accredited Bodies comply with the Australian Privacy Principles (APPs), as set out in Schedule 1 to the Privacy Act 1988 (Cth); and
- each accredited body’s privacy policy adheres to the requirements in the APPs.
Retention and disposal of personal information relating to NCCHCs
In addition to the requirements set out above, the ACIC’s contract mandates that all Accredited Bodies (e.g., Clear to Work) retain each NCCHC application and any identity documents remotely presented by an applicant for a period of 12 months after the receipt of the check to which the application relates (retention period). This is for dispute, auditing and compliance purposes. It is imperative that the ACIC undertakes these activities to ensure that Accredited Bodies are following guidelines and processes which ultimately assist in protecting the Australian community.
After the retention period has ended, Accredited Bodies are required to dispose of the application and identity documents within three months.
The contractual obligations set out in the agreement between Clear to Work and the ACIC are what govern Clear to Work’s access and use of the Service. Under these existing terms, there is no earlier applicant information disposal mechanism available and we must comply with the prescribed timeframes for the retention of applicant information.
More information
You can request further information about the way we manage the personal information that we hold by writing to:
Privacy Officer
Clear to Work
21 Nundah Street
Nundah QLD 4012
Australia
Direct marketing offers and information
The details you give us may be used to inform you about any special offers we think will be of interest to you and to update you on new products and services or changes to our website.
We may also send you details of offers or services provided by our business partners and related entities.
You may at any time choose not to receive these communications. Doing so will not cost you anything, and we will aim to ensure you stop receiving any unwanted communications as soon as possible.
