This Data Collection and Privacy Policy (“Policy”) outlines the practices and rules followed by Wrkplace Digital Pty Ltd (ACN 644 938 554) (“Wrkplace”, “We”, “Our”, “Us”) concerning the recording of:

  • your name, residential address, phone number or email address (“Personally Identifiable Information”);
  • your current health on the day of attendance at a workplace and recent travel and contact information (“Health and Contact History”);
  • the date and time of your arrival at, and departure from, a workplace and your approximate location at that date and time (“Attendance History”); and
  • your Cover Letter, CV and the date and time of your job application (“Application History”).

We collect this information on behalf of organisations (“Our Clients”) utilising one or all of the following Wrkplace Solutions (“Our Solutions”):

  • Wrkplace Attendance
  • Wrkplace Recruitment
  • Wrkplace Know Your Customer

If you provide your personal details via any Wrkplace data collection form, this implies you agree to Our Policy.

This Policy does not include any data collection or privacy policy related to the workplaces you may visit or the jobs you may apply for you. You may check directly with Our Clients to make sure they will not disclose or abuse your personal information.

On this page we share the following specific information for your review.

Data Collection Statement – Attending a Workplace

Data Collection Statement – Applying for a Job

Data Collection Statement – Verifying My Identity


DATA COLLECTION STATEMENT – ATTENDING A WORKPLACE

To register your attendance at a Client’s workplace utilising the Wrkplace Attendance solution, you will be required to scan a Quick Response (QR) code with your mobile device. Doing so will invite you to open an attendance registration form in your default browser on your mobile device.

We collect your name, phone number and email address (“Personally Identifiable Information”) when you voluntarily disclose such information by completing the data fields in the attendance registration form.

We also collect data regarding:

  • your current health on the day of attendance at our Client’s workplace and recent travel and contact information (“Health and Contact History”); and
  • the date and time of your arrival at, and departure from, Our Client’s workplace and your approximate location at that date and time (“Attendance History”).

We collect your Personally Identifiable Information and Health, Contact and Attendance History and share this information with Our Client for the purposes of:

  • maintaining a safe workplace;
  • managing and preventing the transmission of COVID-19 and any other transmissible human or horse disease; and
  • recording employee hours worked (if you are an employee of Our Client).

You will not be authorised to attend Our Client’s workplace if:

  • you do not complete all fields in the attendance form; or
  • you fail to meet mandatory Health and Contact History disclosure requirements; or
  • you reject any relevant safety policies displayed by Our Client.

We may only disclose your Personally Identifiable Information and Health, Contact and Attendance History to the Principle Racing Authority of our Client’s Country/State, the licensed training facility (if our Client operates within one), and any relevant government agency for the purpose of contact tracing.


DATA COLLECTION STATEMENT – APPLYING FOR A JOB

To apply for a job position advertised by a Client utilising the Wrkplace Recruitment solution, you will be required to complete an application form in your browser.

We collect your name, phone number and email address (“Personally Identifiable Information”) when you voluntarily disclose such information by completing the data fields in the application form.

We also collect data regarding:

  • your Cover Letter and/or CV should you choose to upload into the application form, and the date and time of your application (“Application History”).

We collect your Personally Identifiable Information and Application History and share this information with Our Client for the purposes of:

  • reviewing your job application to determine your suitability for the role;
  • communicating with you regarding your job application; and
  • offering you a role should you be selected as a preferred candidate.

DATA COLLECTION STATEMENT – VERIFYING MY IDENTITY

Wrkplace Digital Pty Ltd is a private identity verification services provider. We partner with greenID, a gateway service provider for the Commonwealth Document Verification Service.

The Wrkplace Know Your Customer (KYC) identity verification service enabled to you verify your identity thereby allowing you to prove that you are who you say you are, to Our Clients.

To verify your identity you will be required to complete an identity verification form in your browser.

We collect your full name, residential address, date of birth, email address and phone number (“Personally Identifiable Information”) when you voluntarily disclose such information by completing the data fields in the verification form.

We may also collect other personal information about you which may be considered sensitive or protected under applicable laws (“Sensitive Information”). This may include a government document number such as a Driver Licence Number, Passport Number, Medicare Card Number, or other government identity number.

We collect this Personally Identifiable and Sensitive Information and share this information with Our Client for the purposes of:

  • confirming your identity via approved government sources;
  • confirming your residential address via; and
  • confirming you are not listed on any active Watch Lists of concern;
  • providing information to specific organisations with whom you have authorised Us to communicate.

greenID is our chosen electronic verification platform that performs our role in the document verification process.┬áThe greenID product is embedded into identity verification forms you complete. Your Personally Identifiable Information is disclosed to greenID which performs verifications against the Australian Commonwealth’s Document Verification Service (DVS), for the sole purposes listed above.


DISCLOSURE OF INFORMATION

We will not otherwise disclose Personally Identifiable Information, Health & Contact History, Attendance History or Application History for any other purpose or to any other third party, without your consent, unless:

  • required by local, state, provincial or national law or authority; or
  • required by Principle Racing Authority in your Country/State; or
  • in the event of a sale, merger, liquidation, receivership or transfer of all or substantially all of the assets of Us, or a subsidiary or line of business associated with Us.

This Policy complies with the applicable law, including, without limitation, the Privacy Act 1988 (Cth).


USE OF COOKIES

Wrkplace uses cookies only for to:

  • enable our system to remember whether or not you are currently signed in at our Client’s workplace, and to improve the user process to sign out;
  • remember your personal details to streamline your next attendance at our Client’s workplace; and
  • detect any misuses or fraudulent activities involving our application.

HOW INFORMATION IS HELD BY WRKPLACE

We have processes in place to protect against unauthorised access or disclosure of your Personally Identifiable Information and Health, Contact and Attendance History.

Wrkplace does not operate any of its own servers in order to provide our services. Personally Identifiable Information and Health, Contact and Attendance History is stored on secure third-party managed servers (Amazon Web Services) located in Sydney, Australia.

Private data exchanges happen over a SSL secured communication channel and is encrypted and protected.

There are limitations on access to Personally Identifiable Information and Health, Contact and Attendance History within Wrkplace Digital Pty Ltd and also within Our Clients’ businesses. Our Clients are responsible for restricting user permissions to Personally Identifiable Information and Health, Contact and Attendance History to only authorised staff members (e.g. COVID Marshalls and Payroll Administrators).

Health, Contact and Attendance History, along with related Personally Identifiable Information, is automatically deleted after a specified number of days based on the relevant Country/State government COVID-19 tracing requirements.

Personally Identifiable Information collected for the purpose of Identity Verification is deleted after 180 days.


HOW INFORMATION IS HELD AND USED BY OUR CLIENTS

Our Client’s access to Our Solutions, and therefore their use of your Personally Identifiable Information, Sensitive Information, and Health, Contact, Attendance or Application History, is conditioned on their acceptance of and compliance with our Terms of Use and General Rules of Conduct found here.

We require that Our Clients only use, store and disclose information in a way that is consistent with this Privacy Policy.


ACCESS TO PERSONAL INFORMATION AND ANY OTHER QUESTIONS

You may request to receive a copy of your Personally Identifiable Information, Sensitive Information, or Health, Contact, Attendance or Application History recorded at Our Client’s workplaces, by contacting Our Client directly or by contacting us via:

  • email: privacy@wrkplace.horse; or
  • post: PO Box 48, Moonee Vale, Victoria, Australia, 3055; or
  • phone: 0409 207 719.

We will respond within a reasonable period after the request is made. If your concern is not resolved to your satisfaction within 30 days, you can follow Office of the Australian Information Commissioner (OAIC) guidelines here.