- We respect your privacy
Oceania Risk Management Pty Ltd, as an organisation required to comply with the National Privacy Principles and the Privacy Act 1988, is committed to ensuring that your privacy is protected.
This document sets out our policies for managing personal and sensitive information. For further information please see the contact details below.
- What is Personal Information & Sensitive Information?
Personal Information is any information about you by which your identity can be ascertained and includes: Name, address, date of birth, employer, nationality, educational background and financial information. Some of this information is also Sensitive Information, that is, that information which is more specific information about an individual, such as an individual's health, racial or ethnic origins, political opinions, religious beliefs and criminal record.
- Why do we need personal & sensitive information?
Your information is required to enable us to conduct a probity checking and vetting process which is required by your proposed employer to verify your identity and claims that you have made against the selection criteria for employment.
- What will happen if You do not provide the information?
In accordance with the Privacy Principles, Oceania Risk Management Pty Ltd will collect the information necessary for the probity checking and vetting process with your consent. We also need your consent to use your personal and sensitive information.
You are not obliged to provide this information to us or to consent to us collecting or using your personal and sensitive information, however if you do not consent then your application for employment may not be processed by your recruiting agency, proposed employer or current employer.
- How do we collect information?
Your personal information is collected as follows:
- From your recruitment agency, prospective employer or current employer: This may include details taken from your application for a specific position and will contain the claims that you have made against the selection criteria for employment.
- Directly from yourself with your written consent: This may include the completion of forms such as the Personal Particulars Form used for the vetting actions and which asks you to provide personal information about yourself.
- From third parties with your written consent: Probity checks (police checks), interviews of referees nominated by you, interviews of your current and previous supervisors/managers, any or all of the following checks/enquiries may be made on a needs basis: Checks with Registrars of Births, Deaths and Marriages for authenticity of personal documents such as birth, marriage and change of name documentation; checks with the Australian Electoral Commission and/or telecommunications providers and/or public records for verification of addresses; checks with previous and/or current employers to verify employment details; checks of naturalisation/citizenship documentation with the Department of Immigration and Multicultural Affairs and passports with the Australian Passport Office; checks of educational qualifications with relevant schools, colleges, or tertiary institutions and/or through the National Office of Overseas Skills Recognition (NOOSR) for those persons who obtained their qualifications overseas; checks/enquires with any other person, agency or organisation which may be able to contribute information relevant your identity, employment and educational background and to your probity; enquiries through the Australian Securities and Investments Commission (ASIC) and the Insolvency and Trustee Service Australia (ITSA) for a Disqualified Persons Search and bankruptcy searches.
- Who might see your information?
Your information is collected by our organisation and is then forwarded to your recruiting agency, prospective employer, or current employer at the end of the Probity and Vetting process to assist them in determining your suitability for employment. Where you consent to us obtaining certain information from a third party then certain parts of your information are viewed by that third party (for example, this may occur should a Police Check be undertaken, in which case, certain parts of your information are provided to the Police with your consent).
Access to your information while it is in our custody is limited to authorised staff only and then only to those staff who have a 'need-to-know' the information so that they may perform their duties. When Oceania Risk Management Pty Ltd forwards the information to your recruitment agency, prospective employer or current employer, then they too have a similar responsibility under the Privacy Act and the National Privacy Principles.
Oceania Risk Management Pty Ltd will only use the information collected about you for the purpose for which it was collected, that is, for probity and vetting purposes.
- What security measures have we undertaken?
We use the following security measures to secure your personal information:
- virus protection and firewall protection and firewall on our computers;
- password protection on our computers;
- locked filing cabinets in a secure office with controlled access for storage of hardcopy documents; and
- restricted access by staff on a needs basis
Oceania Risk Management Pty Ltd takes all reasonable steps to ensure that whenever we collect, use or disclose personal or sensitive information it is accurate and complete.
Oceania Risk Management Pty Ltd will retain the information held about you for no longer than is necessary and then dispose of it securely in accordance with approved methods, for example, by shredding. The purpose of Oceania Risk Management Pty Ltd retaining the information for a period of time is to assist in resolving queries that may arise following forwarding the information to your recruiting agency, prospective employer or current employer.
- Can you access our information about you?
We are open about the information that we collect and hold. You have the right to access information relating to you and ensure that it is correct.
Following a request, we will provide you with a copy of personal information that we hold about you in accordance with our obligations under the Privacy Act. We may charge a fee for retrieving this information. Please note that there are some circumstances set out in the Privacy Act where we may refuse your request.
- How can you contact us?
Contact us by telephone, mail or in person as follows:
The Privacy Officer
Oceania Risk Management Pty Ltd
Address: PO Box 1229, Cleveland QLD 4163
Pearson Chambers, 7/23 Middle St, Cleveland QLD 4163
Phone: 07 38217855
Email: enquiries@oceania-rm.com.au