Privacy Policy
Privacy Policy
Relevant Legislation
This policy is mandated by the:
- Fair Work Act 2009
- Fair Work Regulations 2009
- Privacy Act 1988
Key Supporting Document/s
- National Privacy Principles
- Respect in the Workplace Policy
- Grievance Policy
Terms and Definitions
| Term | Definition |
|---|---|
| Appeal | A request for reconsideration of a decision. An appeal may be an initial complaint about a decision relating to a request for a review of the outcome of a complaint or grievance. |
| Complaint | A problem or concern raised by a staff member who considers they have been wronged because of an action, decision or omission within the control or responsibility of the Company. |
| Confidential Information | Confidential information includes but is not limited to any information about the organisation’s suppliers, customers, agents and/or contractors, any information about a prospective, current or former employee of the Company, information regarding the Company, the organisation’s systems, processes and affairs. |
| Employee | Is a person that’s hired to perform work for a company either on a full-time, part-time or casual basis in exchange for payment. Other known terms: staff and worker. An employee has an employment contract and receives a wage from their employer. |
| Employee Record | Employee record means information contained in or recorded in a record about health, training, discipline or resignation of the employee, termination of the employment of the employee, terms and conditions of employment, personal and emergency contact details, employee performance or conduct, hours of employment, salary or wages, membership of a professional or trade association, trade union of membership, recreation, long service leave, sick, personal, maternity, paternity or other leave. |
| Grievance | A matter to be investigated according to formal grievance processes. This includes complaints which are not able to be resolved through informal processes or mediation, and matters relating to allegations of misconduct where disciplinary action against a staff member may be an outcome of the investigation. |
| Personal Information | Personal information is any information which identifies an individual, or from which the individual’s identity can reasonably be ascertained. It includes personal details such as individual’s name, address, telephone number, date of birth, work experience, skills and qualifications, any test results, referee contact details and other information relating to career, education and personal interests. |
| Record | Record means a document, database, photograph or picture of a person, but does not include a generally available publication. |
| Sensitive Information | Sensitive information is information about an individual’s racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual orientations or practices or criminal record. |
| Support Person | An independent person who can provide a staff member with support during the complaints and grievances process and the steps towards resolution. |
| Worker |
The term 'worker' includes:
Note: A person can only make a bullying application if they are a worker. For this purpose, the above applies to those described as a worker. |
Purpose and Commitment
This privacy policy sets out the principles of how Ridley Real Estate (The Company) uses and protects all personal information collected whether through employment, potential employment and through the course of its business.
Ridley Real Estate committed to ensuring your privacy is protected when collecting such personal information, in line with privacy legislation.
Scope
The Policy applies to all Company employees, and to all people with whom the Company deals with including clients and general public.
Collection of Personal Information
The Company will only collect personal information that is necessary for recruitment or the management of the employment relationship.
Where it is reasonable and practicable to do so, the Company will collect personal information about an individual from that person directly. If the Company collects personal information from third parties we will, unless impractical to do so, inform the individual concerned and give them an opportunity to validate the information collected.
Applicants in any recruitment process carried out by the Company who fail to make available lawfully requested information for the purposes of ascertaining suitability for job vacancies, may be subject to delays in their application(s) and/or may lead to their application being unsuccessful.
The Company will endeavour to only collect personal information by lawful and fair means and not in an unreasonably intrusive way.
The Company will not collect sensitive information about an individual unless that person has consented, or such collection is required or authorised by law.
If the Company finds that information provided by any job applicant is false, or misleading in any way, their application may be unsuccessful or in the case where the person has already been employed by the Company the person’s employment may be terminated.
Use of Personal Information
Where unsuccessful job applicants request that their application to be kept by the Company to be considered for other positions in the organisation that become available, that individual will be required to provide their written consent to their manager to retain this information on file.
The Company will only use personal information contained in an employee record for the purpose of managing the employment relationship or a purpose sufficiently related to that purpose, unless the individual concerned consents to some other use.
Where practical we will only use personal information contained in a record if it is accurate, complete and up to date. In many instances, we rely upon the subject individual to provide accurate and complete information and to advise us should their circumstances change over time.
Security of Personal Information
We are committed to ensuring your information is secure. To prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures in place to always safeguard and secure personal information.
Records of personal information about an individual will be stored while he/she works for our organisation and 7 years thereafter. Information will be securely destroyed or de-identified for personal information when it is no longer needed.
Access and Correction of Personal Information
Unless otherwise agreed or a lawful exception applies, job applicants and employees have the right to access, make copies of and correct their personal information in the possession of the Company.
Inspection of Records by Employees
Employees have the right to view their own personal information held by the Company in certain situations. These may include:
- Wage and overtime records
- Leave records
- Superannuation records and contributions by employer on the employee’s behalf
- Workers’ compensation records regarding an employee who has suffered from an accident
In all other circumstances, employees do not have the right to access their personal information held on file by the organisation as this is an exemption under the Privacy Act 1988.
Under no circumstance will an employee be granted access to another employees’ personal information held by the organisation unless the access is by a manager of the employee concerned.
Principles
Workforce Expectations
All workers of Ridley Real Estate is an obligation to preserve the privacy of customers, clients, agents, contractors, suppliers, distributors and fellow workers of the Company. In preserving this privacy, workers must refrain from disclosing confidential information about any of these people. This obligation extends to out of hours conduct and any breach of privacy in this regard may be subject to an investigation by the Company.
Where a worker is unsure whether the information is confidential or not, they are to contact their manager for clarification and advice before taking any action or disclosing information.
Where confidential and personal information is found to have been disclosed by an employee, they may be subject to a disciplinary process in accordance with the organisation’s disciplinary procedure.
Reporting and Addressing Non-Compliance
Non-compliance or breaches of this policy should be reported to your manager.
Non-compliance or breaches of this policy will be managed through the Company’s Discipline Policy.
Further Information
For more information about this policy contact your manager.
Submitting a Complaint
If you have a concern regarding this policy, you can speak to your manager. The Company gives unqualified assurance to any employee wishing to make a complaint that by raising the matter they will not be adversely affected in any way and that all complaints will be treated seriously and investigated promptly and confidentially.
Employees may report complaints directly to their manager.
Complaint Resolution Options
If you have a concern regarding this policy, other policies or communication within the workplace and are unable to resolve the concern or complaint after first making such complaint as above, please refer to the Grievance Policy to review the options available to resolve concerns and complaints.