Healthforce Solution Privacy Policy
1. Introduction
Healthforce Solution is committed to managing personal information in compliance with the Privacy Act 1988 and the Australian Privacy Principles (APPs). This policy is applicable to all information gathered by Healthforce Solution Pty Ltd. We are dedicated to collecting only the information that is essential for the proper execution of our business functions and activities. We do not collect personal data speculatively for potential future use.
This document explains how we, as an APP Entity, handle your personal information and outlines the flow of that information. Should you have any inquiries, we encourage you to contact us.
2. Information We Collect and Hold The personal information we gather and retain is what is reasonably necessary for our operations as a recruitment agency. The specific information we collect will vary depending on whether you are a Employee/Member, Client, or Referee.
For Employee/Member: We collect information needed to assess your suitability for job placements and manage your employment. This includes personal contact details, past employment records, pay information (bank details, TFN, superannuation), copies of qualifications and licenses, proof of right to work in Australia, relevant medical information for fitness-to-work assessments, and references.
For Clients: We gather information required to manage the delivery of our services. This may include your company's ABN and contact details, information about your company representatives, and site descriptions.
For Referees: The information we collect is used to determine a Workseeker's suitability for specific roles. This typically includes your name, contact information, and the details you provide about a Workseeker.
3. Our Purposes for Handling Personal Information The reasons we collect, hold, use, and disclose your personal data will differ based on your relationship with us.
For Employee/Member: Your information is primarily used to confirm your identity, assess your suitability for employment with Healthforce Solution or our clients, contact you about job opportunities, and comply with legal and administrative obligations, including payroll and workers' compensation.
For Clients: We use your information for managing our business relationship, performing recruitment functions, and marketing our services to you.
For Referees: Your information is used to verify your identity and authority to provide a reference and to assess a Workseeker's suitability.
Direct Marketing: We may use client information to market available Workseekers. Workseekers may also receive emails about activities and suitable job openings related to Healthforce Solution. Both clients and Workseekers can opt-out of these communications via email. Your information will not be shared with third parties for direct marketing.
4. How We Collect Your Personal Information We collect personal information through various means, depending on your interactions with us.
From You Directly: We collect information when you submit an application form, during an interview, or provide it to us for business-related purposes.
From Third Parties: Information may be collected during reference checks, VEVO checks (for non-Australian/NZ citizens), or from publicly available sources like the internet and social media sites.
Photos and Images: For identification, a photo of all Workseekers will be taken during the interview process. We also copy qualifications and licenses to verify their validity. These are stored securely in our system.
Electronic Transactions: We collect personal information you choose to provide via our website or email. Be aware that internet use carries inherent risks, and you should take steps to protect your data. Our website may also collect data like your IP address and site usage through cookies.
5. How Your Personal Information Is Held and Secured We hold personal data in our Information Record System and take robust measures to protect it from misuse, loss, and unauthorized access or disclosure.
Information System: Our records are maintained in a secure, cloud-based system hosted in Australia by a third-party provider. Any hard copies of personal information are scanned into this system and then immediately destroyed.
Security Measures: Healthforce Solution takes reasonable steps to secure your data. Access to our systems is restricted to trained staff who have unique, password-protected logins. All company devices with access to our systems are also password-protected.
6. Disclosure of Personal Information We may disclose your personal information for the primary purpose for which it was collected, or for a related purpose as permitted by law. Disclosures are typically made internally, to our clients, to referees for screening, and to service providers who assist our operations (e.g., IT contractors, legal advisors, background checking agents). We take reasonable steps to ensure our contracted service suppliers are bound by privacy obligations.
7. Accessing and Correcting Your Information You can request access to the personal information we hold about you, subject to certain legal exceptions.
Access: To request access, please contact our Privacy Officer. You will need to verify your identity. We do not charge for access requests and aim to respond within a reasonable timeframe, typically within 14 days.
Correction: If you believe the information we hold is inaccurate, outdated, or incomplete, you can ask us to correct it. We will take reasonable steps to amend the information. If we disagree with the correction, we will explain our reasons and you can ask us to add a statement to your file noting your view.
8. Privacy Complaints You have the right to file a complaint if you believe we have interfered with your privacy by mishandling your personal information.
Procedure: Complaints should be made in writing and directed to our Privacy Officer at compliance@healthforcesolution.com.au
Upon receiving your complaint, we will confirm its authenticity, acknowledge receipt, and begin our investigation. We aim to provide a response within 30 days. If the matter cannot be resolved to your satisfaction, we will inform you of other options, such as contacting the Office of the Australian Information Commissioner.