HR Data Protection and Privacy Policy

Effective Date: 1 July 2023 Version: 1.0

1. Purpose

The purpose of this policy is to set out how Apex Plumbing Services collects, uses, stores, and discloses personal information. We are committed to protecting the privacy of our employees, contractors, and job applicants. This policy complies with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. Scope

This policy applies to:

• All employees of Apex Plumbing Services
• Contractors and subcontractors
• Job applicants
• Anyone whose personal information we hold in our HR systems.

3. Collection of Personal Information

3.1 What information do we collect?

We collect the following types of information:

• Identity Information: Name, date of birth, address, and mobile phone number.
• Employment Information: Resume, employment contract, trade certificates, performance reviews, and hourly rate.
• Financial Information: BSB and Account Number, superannuation fund name and number, and Tax File Numbers (TFN).
• Sensitive Information: Medical information for return to work plans and pre-employment fitness assessments.

3.2 How do we collect it?

We collect information directly from you. This happens when you fill out our starter pack forms or provide information to our office manager. We only collect information that is necessary to manage your employment.

4. Use and Disclosure of Personal Information

4.1 Use of Information

We use your personal information to pay your wages into your bank account, pay your super, and ensure you have the right licenses for the job. We also use it to process workers compensation claims if you get hurt at work.

4.2 Disclosure of Information

We may disclose your information to our bookkeeper and accountant. We share TFN data with the ATO. We share medical data with our insurance provider if you make a claim. We will not share your data with anyone else unless you say we can.

5. Data Security

5.1 Storage

We take reasonable steps to keep your personal information safe.

• Physical Records: Paper files are kept in a locked filing cabinet in the main office.
• Digital Records: All employee files are stored on a password-protected cloud server.

5.2 Access

Only the Director and the Office Manager can access your personal information. Our bookkeeper only has access to payroll data.

6. Data Quality and Access

6.1 Your Rights

You have the right to see the information we hold about you. You can ask us to fix anything that is wrong.

6.2 Making a Request

Please email the Office Manager at admin@apexplumbing.com.au to see your file. We will arrange a time for you to view it in the office.

7. Data Retention

We keep employee records for seven years after you leave. After that, we shred the paper files and permanently delete the digital files.

8. Data Breaches

If we accidentally lose your data or share it with the wrong person, we will tell you immediately. We will work to fix the problem and stop it from happening again.

9. Policy Review

We will review this policy every year.

10. Contact Us

If you have questions, please contact Sarah Smith, Office Manager. Phone: 03 5550 1234 Email: admin@apexplumbing.com.au