Privacy Policy

1. Introduction

This Privacy Policy explains how Australian Workplace Strategies Pty Ltd (ABN 18 060 160 901) (“AWS”, “we”, “us”, “our”) collects, uses, discloses and protects personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

AWS provides human resources, industrial relations and workplace consulting services. In doing so, we handle personal information relating to employees, contractors, and workplace participants. We are committed to managing that information responsibly, securely and in accordance with applicable law.

2. What is Personal Information?

“Personal information” means information or an opinion about an identified individual, or an individual who is reasonably identifiable.

“Sensitive information” includes information about health, criminal history, union membership or other matters defined under the Privacy Act.

3. Types of Information We Collect

3.1 Client representatives

  • Names, job titles and contact details
  • Employer and organisational information
  • Instructions and communications relevant to engagements

3.2 Employees and workplace participants (on behalf of clients)

In the course of providing HR and IR services, we may collect:

  • Employment records (role, remuneration, performance history)
  • Disciplinary, grievance and complaint information
  • Workplace investigation materials and witness statements
  • Training, licensing and compliance records
  • Health or medical information (where relevant)
  • Criminal history (where lawful and relevant)

3.3 Website users and enquiries

  • Name, email, phone number and enquiry details
  • Uploaded documents or supporting material
  • IP address, browser type and usage data

3.4 Suppliers and contractors

  • Contact and business details
  • Payment and invoicing information
  • 4. How We Collect Personal Information

We collect personal information through:

  • Direct interactions (emails, phone calls, meetings, forms)
  • Our website and enquiry systems
  • Our clients (e.g. employers providing employee-related information)
  • Third parties such as referees, regulators or service providers
  • Publicly available sources

Where personal information is provided to us by a client about employees or third parties, we rely on that client to have obtained any required consents or authorisations.

5. Why We Collect and Use Personal Information

We collect, use and hold personal information for purposes including:

  • Delivering HR, IR and workplace advisory services
  • Conducting workplace investigations and reviews
  • Managing employment-related matters on behalf of clients
  • Providing training and compliance support
  • Communicating with clients and stakeholders
  • Managing our business operations
  • Complying with legal and regulatory obligations

We do not use personal information for unrelated purposes without consent, unless required or authorised by law.

6. Workplace Investigations and Sensitive Information

In conducting workplace investigations or advisory engagements:

  • We may collect personal information (including sensitive information) from multiple sources, including individuals other than the subject of the information
  • Information may be collected without direct notification where this is reasonably necessary to maintain the integrity of an investigation
  • Disclosure of information may be restricted to preserve confidentiality, protect witnesses, or comply with legal obligations

As a result, individuals may not always have full access to investigation materials, particularly where doing so would unreasonably impact the privacy of others or compromise the process.

7. Employee Records and Privacy Act Exemption

To the extent AWS handles employee records on behalf of an employer client, those records may be exempt from certain provisions of the Privacy Act where they relate directly to a current or former employment relationship.

However, AWS adopts practices consistent with the Australian Privacy Principles wherever practicable, particularly in handling sensitive and investigation-related information.

8. Disclosure of Personal Information

We may disclose personal information to:

  • Our clients (including employers and authorised representatives)
  • Regulators, tribunals and government authorities
  • Legal advisers, barristers and subject matter experts
  • IT service providers and cloud hosting providers
  • Other professional advisers engaged in connection with our services

We take reasonable steps to ensure that recipients handle personal information appropriately.

9. Overseas Disclosure

Some of our IT and cloud service providers may be located outside Australia. Where personal information is disclosed overseas, we take reasonable steps to ensure that the recipient handles the information in a manner consistent with the Australian Privacy Principles.

10. Data Security

We implement reasonable administrative, technical and physical safeguards to protect personal information, including:

  • Access controls and authentication protocols
  • Secure cloud-based systems and data storage
  • Encryption where appropriate
  • Staff confidentiality obligations and training
  • Secure document handling and destruction procedures

11. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including legal, regulatory and risk management requirements.

Workplace investigation and HR records may be retained for extended periods where appropriate.

12. Notifiable Data Breaches

AWS complies with the Notifiable Data Breaches scheme under the Privacy Act 1988. If an eligible data breach occurs that is likely to result in serious harm, we will:

  • Take steps to contain and assess the breach
  • Notify affected individuals where required
  • Notify the Office of the Australian Information Commissioner

13. Access and Correction

You may request access to, or correction of, personal information we hold about you by contacting us.

We will respond within a reasonable time and may refuse access where permitted by law, including where:

  • It would unreasonably impact the privacy of others
  • It relates to confidential workplace investigations
  • Legal privilege or confidentiality obligations apply

14. Cookies and Website Analytics

Our website may use cookies and analytics tools to:

  • Improve functionality and user experience
  • Analyse website traffic
  • Support system performance

You can manage cookie preferences through your browser settings.

15. Marketing Communications

We may send communications about our services where permitted. You may opt out at any time by contacting us or using unsubscribe options.

16. Referrals and CRM Data

AWS may collect and maintain information about referral sources, including:

  • The identity of referrers (e.g. clients, professional firms, or other contacts)
  • Information relating to how an enquiry was generated

This information is used for internal business analytics, relationship management and service improvement, and is handled in accordance with this Privacy Policy.

17. Complaints

If you have a concern about how we handle personal information, please contact us.

We will investigate and respond within a reasonable timeframe. If you are not satisfied, you may contact the Office of the Australian Information Commissioner.

18. Changes to This Policy

We may update this Privacy Policy from time to time. The current version will be available on our website.

19. Contact Us

Australian Workplace Strategies Pty Ltd
Email: aws@workplacestrategies.com.au
Phone: 1300 011 111
Post: GPO Box 5353, MELBOURNE VIC 3001