Privacy Policy
WORKIT HCM PTY LTD (ACN 634 269 122)
1. Compliance with Privacy Laws
WORKIT™ complies at all times with:
The Australian state and Commonwealth privacy laws including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (if the User is not an EU Entity); and
The General Data Protection Regulation (GDPR) (if the User is an EU Entity),
(collectively, “Privacy Laws”).
WORKIT™ is committed to protecting the privacy of users of its Platform and providing services in a confidential and secure manner.
2. Scope of this Policy
This Privacy Policy summarises how WORKIT™ handles Personal Information in relation to:
Any official WORKIT™ website or cloud-based application (“Website”);
Any stand-alone WORKIT™ application (“App”);
Any software used to provide the Website;
Any services provided by or to a User through the Website or App, (collectively, “Platform”).
By downloading, installing or continuing to use the Platform, a User:
Acknowledges acceptance of this Privacy Policy; and
Consents to the collection, use, storage, processing and disclosure of Personal Information in accordance with this Policy.
3. Information WORKIT™ Collects and Holds
Personal Information – Non-EU Users
If the User is not an EU Entity, “Personal Information” has the meaning given under the Privacy Act 1988 (Cth).
Personal Data – EU Users
If the User is an EU Entity, “Personal Information” means any information relating to an identified or identifiable natural person.
Types of Personal Information Collected
WORKIT™ collects Personal Information reasonably necessary for its business operations and provision of services. This may include:
Name;
Contact details;
Date of birth;
Gender;
Employment history;
Qualifications;
Resume and application details;
Citizenship, visa and work rights;
Tax file number (if applicable);
Superannuation details;
Identity document details (driver licence, passport, birth certificate);
Biometric information (signature and image);
Bank and payment details;
Criminal history information;
Background screening information;
Working with children checks.
WORKIT™ only collects Personal Information that a User chooses to provide or authorises WORKIT™ to obtain.
4. Sensitive Information
Sensitive Information includes information such as racial origin, political opinions, criminal history, health information, biometric information and similar categories under Privacy Laws.
WORKIT™ may collect Sensitive Information where required for:
Background screening;
Compliance checks;
Complaint handling;
Legal obligations.
Sensitive Information will only be collected with consent or where authorised by law.
5. Identity Verification and Information Match Requests
Where required for onboarding, compliance, fraud prevention, background screening or legal obligations, WORKIT™ may verify identity by submitting Identification Information through an Information Match Request under applicable Australian law.
An Information Match Request involves:
- Submission of certain document identifiers from Supported Documents to an authorised government identity verification system;
Receipt of an Information Match Result indicating whether the document information matches official records.
WORKIT™ does not receive or access the underlying official government record.
Express Consent for Identity Verification
Before submitting Identification Information through an Information Match Request, WORKIT™ ensures that the User:
Confirms they are authorised to provide the document details – I confirm that I am authorised to provide the personal details presented and I consent to my information being checked with the document issuer or official record holder via third‑party systems for the purpose of confirming my identity;
Is informed of:
The purpose of identity verification;
That their Identification Information will be subject to an Information Match Request;
That an Information Match Result will be returned;
That secure third-party systems may be involved in processing;
Provides express consent to:
Collection of Identification Information;
Use of Identification Information for identity verification;
Disclosure of Identification Information for the purposes of making the Information Match Request.
If consent is not provided, WORKIT™ may not be able to provide certain services.
Restrictions on Use of Identification Information
Identification Information collected for an Information Match Request:
Will not be used for profiling;
Will not be used for behavioural tracking;
Will not be used for advertising or marketing;
Will not be disclosed for commercial promotion;
Will not be used for market research.
Identification Information is used strictly for identity verification and compliance purposes.
6. Nationally Coordinated Criminal History Checks
Where applicable, WORKIT™ conducts Nationally Coordinated Criminal History Checks in accordance with applicable ACIC requirements.
Personal Information collected for criminal history checks is used strictly for that purpose and in accordance with applicable legislation.
7. Indirect Collection
WORKIT™ may collect Personal Information indirectly from:
Authorised representatives;
Recruiters;
Complainants or respondents;
Publicly available sources;
Government authorities;
Social media platforms.
8. Social Media
When Users interact with WORKIT™ via social media, Personal Information may be collected. Social media providers also collect and use information under their own privacy policies.
9. Credit Card Information
WORKIT™ may collect and store credit card details for payment processing purposes only.
10. Use and Disclosure of Personal Information
WORKIT™ uses Personal Information to:
Provide Platform services;
Communicate with Users;
Verify identity;
Conduct background screening;
Process payments;
Prevent fraud;
Conduct criminal history checks;
Comply with legal obligations;
Manage risk;
Defend legal claims.
WORKIT™ will not use Personal Information for direct marketing without consent.
WORKIT™ will not disclose Personal Information overseas without consent or lawful authority.
Personal Information collected for an Information Match Request will not be used for any other purpose.
11. Disclosure to Third Parties
WORKIT™ may disclose Personal Information to:
The User;
Government authorities;
Courts;
Professional advisers;
Support service providers;
Employers (where authorised);
Criminal history screening bodies;
Authorised recipients of Information Match Results.
12. Cross-Border Disclosure
WORKIT™ uses offshore service providers for hosting, email and support services. Where Personal Information is disclosed overseas:
Privacy safeguards consistent with Australian Privacy Principles apply;
Appropriate contractual protections are in place.
Identity verification systems used for Information Match Requests are hosted within Australia and/or New Zealand.
13. Storage and Security
WORKIT™ implements physical, electronic and managerial security safeguards including:
Encryption;
Firewall protection;
Restricted access controls;
Secure hosting environments.
However, electronic transmission cannot be guaranteed completely secure.
14. Data Retention
WORKIT™ retains Personal Information:
For as long as services are provided; and
As required by law or compliance obligations.
Identification Information collected for verification is deleted or de-identified once no longer required, unless retention is legally required.
Audit records may be retained for up to seven (7) years where required.
15. User Rights
Users may:
Withdraw consent;
Request access to Personal Information;
Request correction;
Request erasure (EU);
Request data portability (EU);
Object to processing (EU);
Restrict processing (EU).
WORKIT™ will respond within 28 days where required.
16. Cookies and Usage Data
WORKIT™ uses cookies and IP logging to improve Platform functionality.
Cookies do not personally identify Users.
17. External Links
WORKIT™ is not responsible for privacy practices of external websites linked from the Platform.
18. Policy Changes
WORKIT™ may update this Policy from time to time. Updates take effect when posted.
19. Applicable Law
This Policy is governed by the laws of Victoria, Australia.
20. Definitions
“WORKIT™” means WORKIT HCM PTY LTD and its Related Bodies Corporate.
“EU Entity” means a User incorporated or residing in the European Union.
“GDPR” means the EU General Data Protection Regulation.
21. Complaints
To exercise rights or lodge a complaint:
Privacy Officer
WORKIT™
24 Clifton Street, Prahran, VIC, 3181
Users may also contact:
Office of the Australian Information Commissioner (OAIC)
www.oaic.gov.au
1300 363 992