Privacy Policy
Privacy Statement and Policy
(Effective 19 April 2003)
Privacy Statement
CompuMenn National Pty Ltd (‘CompuMenn’) is covered by 10 National Privacy Principles (hereafter referred to as `NPPs’), as set out in the Privacy Act 1988 (amended by the Privacy Amendment (Private Sector) Act 2000).
To comply with our obligations under the NPPs, CompuMenn has a Privacy Policy below that outlines how privacy is managed in our organisation.
Privacy Policy
Purpose of the Policy
CompuMenn takes its obligations under the Privacy Act seriously, and would like to take reasonable steps in order to comply with the Act and consequently protect the privacy of the personal information that we hold. This policy sets out how we intend to do so.
The personal information that the organisation collects
CompuMenn collects and holds the following personal information: Your name, address, telephone, mobile phone, fax, email addresses, bank details or other contact details.
Why we collect it?
CompuMenn collects, uses and discloses the information in accordance with the ‘Collection Statement’ (below).
Access to your personal information
CompuMenn provides access to the personal information that we hold about you. Access will be provided in accordance with our `Access Policy’ (see below). If you require access to your personal information, please contact your Regional Manager.
Complaints
If you have any complaints about our privacy practises, or if wish to make a complaint about how your personal information is managed, please contact your Regional Manager. Complaints will be handled under the CompuMenn `Privacy Complaints Policy’ (see below).
Storage
We will take all reasonable steps to protect the security of the personal information that we hold.
This includes appropriate measures to protect electronic materials and materials stored and generated in hard copy.
Out-sourcing
We do not out-source data storage or processing functions.
Collection statement
The personal information is collected by CompuMenn, and not by any other external persons, organisations or un-related entities.
Type of personal information collected
As specified in the Privacy Policy (see above).
Use and disclosure
The personal information is collected for the purpose of:
- processing your pay
- sending you any award amendments, company policy amendments
- forwarding you details of specific shut-downs and re-opening dates (e.g. Christmas, Easter, Public Holidays)
We will not disclose your personal information to any external persons, organisations or un-related entities (to CompuMenn).
Legal reasons why we collect the personal information
In order to comply with prevailing Income Tax legislation, (other), we collect the information which will assist us to meet our legal responsibilities.
What happens if you choose not to provide the information
You are not obliged to give us your personal information. However, if you choose not to provide CompuMenn with your personal details (e.g. bank details, emergency contact numbers), we may not be able to pay you in the correct way or contact the next of kin in case of an emergency at work (ie injury/illness).
Access
You can gain access to the personal information that CompuMenn holds about you. If you wish to do so, please refer to our Access Policy (see below) and contact your Regional Manager.
Access Policy
This policy is directed to those individuals whose personal information is held by our company.
Purpose
The purpose of this Policy is to set out how CompuMenn will provide access to your personal information. The Policy is part of our Privacy Policy and our desire to provide for, maintain, and to give effect to your legal right to privacy.
Overriding principles
At all times, the conduct under this Policy will be governed by the following principles, all requests for access will be treated seriously, dealt with promptly and in a confidential manner. Your request to access your personal information will not effect your employment contract between you and CompuMenn.
Form of access
CompuMenn will provide access by allowing you to inspect, take notes, receive copies or print-outs of the personal information that we hold about you. You can make your request in writing (via letter, fax or e-mail), by contacting your Regional Manager. To obtain access, you will have to provide proof of your identity. This is necessary to ensure that personal information is provided only to the correct individuals, and that the privacy of others is not compromised.
Access will be denied when
- the request does not relate to the personal information of the person making the request,
- access would pose a serious and imminent threat to life or health of a person,
- providing access would create an unreasonable impact on the privacy of others,
- the request is frivolous and vexatious,
- the request relates to existing or anticipated legal proceedings providing access would prejudice negotiations with the individual making the request;
- access would be unlawful,
- denial of access is authorised or required by law,
- access would prejudice law enforcement activities,
- information OR any other reason that is provided for in the NPPs, as set-out under the Privacy Act.
Where possible, CompuMenn will favour providing access. It may do so by providing access to the appropriate parts of the record(s), or by using an appropriate intermediary. Where there is a dispute about the right or forms of access, these will be dealt with in accordance with CompuMenn Privacy Complaints Policy (see below).
Time
We will take all reasonable steps to provide access, within 14 days.
Privacy Complaints
Introduction
CompuMenn sees the importance of privacy to the organisation, its employees and customers. As such, we are committed to protecting the privacy of the personal information that we hold. This is part of our: (a) Legal obligations under the Privacy Act 1988; (b) Ethical and business obligations; (c) Service to you. CompuMenn places a high priority on effectively dealing with any privacy complaints you may have.
Overriding principles
At all times, our conduct under this policy will be governed by the following principles:
- All complaints will be treated seriously
- All complaints will be dealt with promptly
- All complaints will be dealt with in a confidential manner
Who may complain under this policy?
If you have provided us with your personal information, you have a right to make a complaint, have it investigated and dealt with under this policy.
What is a privacy complaint?
A privacy complaint relates to any concern or dispute that you have with our privacy practices, as it relates to your personal information. This could include matters such as: how personal information is collected, how personal information is stored, how this information is used or disclosed, how access is provided.
What do I do if I have a complaint about privacy practices?
CompuMenn resolves grievances at management level. If you have a complaint about your privacy, please contact your Regional Manager. All complaints will be recorded in a Privacy Complaints Register. You may complain verbally or in writing (via fax, e-mail or letter). In order to discuss and/or resolve your complaint if your privacy complaint is not resolved the matter will then be referred to the CEO within 48 hours.
Grievance procedure
The aim of our policy is to achieve an effective resolution of your complaint within a reasonable time-frame. Once the complaint has been made, CompuMenn will resolve the matter in a number of ways:
1. Request further information and investigation: The CEO may request further information from you. You should be prepared to give as many details as possible, including details of any relevant dates and documentation. This will enable us to investigate the complaint and determine an appropriate and useful solution. All details provided by you will be kept confidential. The complaint may be investigated. We will try to do so within 72 hours, or as soon as practicable. It may be necessary to contact others in order to proceed with the investigation. This may be necessary in order to maintain the progress of your complaint.
2. Discuss options: We will discuss options for resolution and if you have suggestions about how the matter might be resolved you should discuss these with your Manager. The CEO could also suggest other solutions or give examples of how the personal information can be revised, or stored in a different way.
3. Referral to the CEO: If your complaint is not resolved with your Regional Manager, it will be referred to the CEO. The CEO will be provided with the history and may discuss the complaint with the employees, or other parties that are involved.
4. Resolution: You will be informed of the outcome and the reasons for the decision. If this does not resolve the complaint, the matter will be referred to a mutually-agreed intermediary.
5. If, after the above steps have been followed, you are still dissatisfied with the outcome, you may refer the complaint to the Federal Office of the Privacy Commissioner.
Records
CompuMenn will keep a record of your complaint and the outcome in the Privacy Complaints Register and on the relevant employees’ file.
Anonymous complaints
CompuMenn is unable to effectively deal with anonymous complaints, as we are unable to investigate and follow-up any such issues properly. However, in the event that an anonymous complaint is received, we will note the issues raised and try and resolve them appropriately. For example, we may wish to conduct further training or provide assistance in a given area.
Information
For any further information about any aspect of our Privacy Statement and Policies – or if you would like this document sent or faxed to you – please contact our Administration Manager on 03 9644 1500.