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Privacy policy

Purpose

  1. The purpose of this policy is to ensure that any individual who provides information to Ganbara is protected in accordance with best practice and the requirements of the Privacy Act 1988.

Scope

  1. This policy applies to all Ganbara employees, workplaces, and work activities.
  2. The Privacy Act 1988 provides extensive regulations about the collection, storage and use of information relating to individuals.

Policy statement

  1. Ganbara collects and administers a range of personal information for the purposes of our employment and business activities and operations. The company is committed to protecting the privacy of personal information it collects, holds, and administers. Ganbara recognises the essential right of individuals to have their information administered in ways which they would reasonably expect – protected on one hand and made accessible to them on the other.
  2. Ganbara is bound by laws which impose specific obligations when it comes to handling information. The company has adopted the following principles contained as minimum standards in relation to handling personal information. Ganbara will:
    • Collect only information which the company requires for its primary function
    • Ensure that stakeholders are informed as to why we collect the information and how we administer the information gathered
    • Use and disclose personal information only for our primary functions or a directly related purpose, or for another purpose with the person’s consent
    • Store personal information securely, protecting it from unauthorised access
    • Provide stakeholders with access to their own information, and the right to seek its correction

Principles

Exposure to types of information

  1. Our company collects information in the form of:
    • Client service requirements and personal details of client personnel where required by contract
    • Employee information provided by the employee to assess their suitability for employment and for ongoing employment with Ganbara
  2. Some types of the information that may be collected are as follows
    • Client information
      • Facility plans and schedules of services (such as cleaning and maintenance requirements) with details of relevant contract persons
      • Client contact numbers for emergency contacts
      • Security information (including access codes/passes)
    • Employee information
      • Employee and prospective employee information including, name and address, contract details, skills, and employment history
      • Reference checks from previous employers
      • Sensitive information (e.g., health assessments, criminal record)
  3. Employees on client sites may be exposed to the following:
    • Documents left unattended on desks and other surfaces
    • Storage areas left unlocked or required to be accessed for the purposes of providing services
    • Information displayed on monitors/screens
    • Information displayed on workplace notice boards
  4. Collection and use of information
  5. Ganbara will:
    • Only collect information that is necessary for the performance and primary function of Ganbara
    • Collect information only by lawful and fair mean and in an unreasonably intrusive way
    • Notify stakeholder about why we collect the information and how it is administered
    • Collect personal information from the person themselves wherever possible
    • If collecting information from a third party, be able to advise the person whom the information concerns, from whom their personal information has been collected
    • Collect Sensitive information only with the person’s consent or if required by law. (Sensitive information includes health information and information about religious beliefs, race, gender, and others)
    • Ganbara will also collect sensitive information about an individual if such collection is necessary to prevent or lessen a serious and imminent threat to the life or health of any individual, where the individual whom the information concerns:
      • Is physically or legally incapable of giving consent to the collection; or
      • Physically cannot communicate consent to the collection
  6. Ganbara may collect and use information for several purposes including:
    • Providing services or products, including processing payments
    • Providing information about services or products
    • Internal business and administrative purposes
    • Providing marketing material and communication and employee and client initiatives
    • For any performance review and assessment purposes
    • Any investigation of a complaint or allegation
    • Corporate governance, auditing and general record keeping
    • Any other reason disclosed at the time of collection
  7. Our use of information may extend beyond these uses but will be restricted to purposes that we consider to be related to our operations and activities.
  8. Ganbara will enter into agreements to provide services which may result persons having access to client information. They shall only ever have access to the information for the purpose of providing the services and must not use this information for other purposes. To do so would be considered theft or fraudulent behaviour.
  9. Once the contract is terminated, or an employee the company, the information will be held and stored in a secure location for a required period, after which time it will be shredded, or otherwise de-identified before we dispose of it.
  10. Storage and access of information
  11. Our company will implement and maintain steps to ensure that personal information is protected from misuse and loss, unauthorised access, interference, unauthorised modification, or disclosure. This includes appropriate measures to protect electronic materials and materials stored and generated in hard copy.
  12. All information collected by Ganbara will be retained aspart of a database, which will be securely monitored and maintained by Ganbara. The data will not be made available to a third party, unless it is legally required and verified, without the authority of the individual who provided the information.
  13. Clients and employees mayhave access to our system for a planned audit or evaluation and only in relation to the information held on their behalf.
  14. Our goal is to takeallreasonablesteps to ensure thatpersonal and private information on client premises remains secure and out of visual contact of service providing personnel.
  15. Our employees are trained and instructed to not touch or clean desks or other surfaces where paperwork is displayed. Only surfaces free ofpaperwork will be serviced unless otherwise instructed bythe client.
  16. Our employees are trained not to read information on desks, computer screens or other information displayed in the workplace except for emergency signage and instruction.
  17. Compliance
  18. If an individual has any concerns regarding the privacy of personal information, then the individual maymake a complaint to the Manager – Safety, People and Culture or Managing Director who will then endeavour to resolve the complaint.

Feedback

Feedback about this document can be emailed to compliance@ganbara.com.au

Endorsement

This policy is authorised, supported, and approved by: Paul Brock – Managing Director

Date
01/10/2021

1300 390 205