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*Policy Statement*

ISO 9001 Consultants is committed to protecting and upholding the rights of our clients to privacy and confidentiality and will apply the Australian Privacy Principles (APPs) in the way we collect, store and use information about clients, their needs and the services we provide to them.

Personal information we collect

The type of personal information we collect includes:

• names, contact and address details

• information in identification documents (for example, driver’s licence, white cards etc) Training and qualification documents
• Date of birth and gender
• Construction and other project information
• OHS, quality, and environmental information
• Incident investigation information, witness statements, photographs and reports Internal and external audit information
• Management system information
• Injury and medical information for injury management and Return to Work
• Any other business information related to the Services provided by ISO 9001 Consultants.

We will advise the Client in writing what information is required to be collected, why, and the circumstances in which it will be used (e.g. to write an IMS or conduct an incident investigation). Under no circumstances will any information be shared with a third party, unless instructed to do so in writing by the Client, for example to send an investigation report to a stakeholder on behalf of the Client, with the exception that ISO 9001 Consultants is required to disclose information to others if ordered to by a court of law, a statutory body, or a regulator, or to comply with the law. This will be done in consultation with the Client. For example, if the Client has engaged ISO 9001 Consultants to manage and investigate a WorkSafe Reportable Incident on their behalf. ISO 9001 Consultants may list on their marketing material, e.g. the website or brochure, that the Client is a client of ISO 9001 Consultants, without disclosing any other information. For example, we may list the Client on our website as a user of the ISO 9001 Consultants software.

Purpose for collecting, holding, using and disclosing information

ISO 9001 Consultants only collects, stores and uses information that is needed to provide the Client with the services they have engaged us for. If the Client does not provide us with the information we have requested, we may not be able to complete or fulfill the purpose for which the information was collected, e.g. providing the Client with a service they had asked for, like an incident investigation.

How we collect personal information

We collect your personal information from the Client: directly - for example, when we meet to conduct audits or investigations and any other follow-up meetings or over the phone or the internet when they send us correspondence (including via email or text message), or when they complete a form or survey.

Where the Client provides us with a third party’s personal information If the Client provides us with someone else’s information, they should only do so if they have their consent to do so. The Client should also take reasonable steps to inform them of the matters set out in this Policy.

Storing personal information

ISO 9001 Consultants only stores client information in electronic format. Hard copy files are scanned, uploaded and securely destroyed, except when we are required by Law to keep the hard copy. We take security measures to protect the electronic client information we hold including restriction of access, firewalls, the use of encryption, passwords and digital certificates. When the hard copy must be retained, we take security measures to protect the client and case information, such as storage of files in lockable cabinets.

Direct marketing

ISO 9001 Consultants does not use Client information for the purpose of marketing.

Gaining access to personal information we hold

The Client can request access to their information. Such a request must be made in writing to the Director of ISO 9001 Consultants and it will be actioned within 20 working days. ISO 9001 Consultants will provide the Client with access to their personal information at no personal cost, except if they require a complete download of all the data that has been stored on the Software database.

Complaints

If the Client wishes to make a complaint to ISO 9001 Consultants about the handling of information, the Client can contact the Director of ISO 9001 Consultants. The Client will be asked to set out the details of their complaint in writing. ISO 9001 Consultants will acknowledge the complaint within 7 days and will endeavour to advise of the progress within 28 days. If the Client is still not satisfied with the outcome of their complaint, they can refer the complaint to the Office of the Australian Information Commissioner Enquiries line.

Contact information

All queries or complaints regarding this Policy, or requests for access to, or correction of, personal information should be directed to ISO 9001 Consultants at: For all offices: 02 8005 6444 Email: info@iso9001consultants.com.au For more information about the Australian Privacy Principles please visit the website www.oaic.gov.au.