Care Agency Services Privacy Policy

1. This policy explains how Care Agency Services and its employing arm, Care Staff Solutions, collect, hold, use and disclose personal information. It covers the following entities in connection with Care Agency Services:

• Executive Care Group Pty Ltd as trustee for the Milford Family Trust, trading as Care Agency Services (ABN 62 250 080 443), which operates the workforce services; and
• Care Staff Solutions (ABN 17 649 792 432), which employs our staff.

“We”, “us” and “our” refer to these businesses in their respective roles. Each is responsible for the personal information it handles. We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply.

2. Depending on your relationship with us, we collect and hold:

• Names, contact details, identity details, emergency contacts and information about authorised representatives.
• Applicant and worker information, including CVs, qualifications, work history, references, licences, screening checks, work rights, availability, shifts, timesheets, pay, tax and superannuation details, and relevant performance or incident records.
• Relevant health, safety and support information needed to assess fitness for work, arrange appropriate assignments or manage workplace incidents, including information received from host clients where necessary and lawful.
• Client and supplier contact details, bookings, contracts, billing records, enquiries, complaints and correspondence, including relevant historical emails and messages.
• Assessments, summaries and recommendations about individuals created during our work.

Sensitive information may include health information and criminal history. We collect sensitive information with consent where required, or where the law otherwise permits it.

3. We collect information through applications, forms, interviews, telephone calls, emails, messages, our website and the services we provide. We generally collect it from you. Where appropriate and lawful, we also collect it from authorised representatives, referees, employers, host clients, screening providers, health professionals and government bodies.

You may make general enquiries without identifying yourself where practicable and lawful. If required information is not provided, we may be unable to assess an application, arrange work or provide our services.

4. We collect, hold, use and disclose personal information to recruit and employ workers; check suitability and credentials; match workers to assignments; arrange and manage shifts; manage pay and billing; communicate with you; manage workplace safety, incidents and complaints; check service quality; and meet legal and reporting duties.

Relevant current and historical records may be used for these purposes where permitted. We use or disclose information for its collection purpose, with consent, or under another applicable legal permission. For a reasonably expected secondary purpose, it must be related to the original purpose, or directly related for sensitive information.

We use computer systems to recommend suitable workers for shifts. These systems use worker qualifications, screening status, availability, location, preferences and past shift records. A person considers the recommendations and makes the allocation decision. The systems do not independently allocate or decline shifts.

Depending on the work involved, recipients may include the entities named in section 1; host clients; workers involved in assignments; authorised representatives; payroll, banking and superannuation providers; approved technology service providers; professional advisers and insurers; and regulators or other recipients where required or authorised by law. Sharing is limited to information relevant to a permitted purpose.

5. We use Australian storage arrangements for our core email, document management, rostering and accounting systems. Australian storage does not necessarily mean that all processing, technical support or service-provider access occurs in Australia.

Some technology service providers store or process personal information overseas. Overseas recipient locations include the United States, New Zealand and the Philippines, depending on the provider and service used. Other processing and support locations may depend on the services used. Contact us for further information about overseas handling relevant to your information.

Where we disclose personal information overseas, we take the steps required by applicable privacy law, including reasonable steps to ensure the recipient handles it consistently with the Australian Privacy Principles where required, unless an applicable exception applies.

6. We hold information in electronic business systems, including email, recruitment, rostering and service records, and in paper records where needed. We use reasonable technical and organisational measures to protect it against misuse, interference, loss and unauthorised access, modification or disclosure. These include access restrictions and secure storage appropriate to the information.

We retain information for as long as needed for permitted purposes, including applicable recordkeeping duties and the handling of incidents, complaints or legal claims. When it is no longer needed and no legal retention requirement applies, we take reasonable steps to destroy or de-identify it. If a data breach requires notification, we notify affected people and the relevant regulator as required by law.

7. You may request access to, or correction of, personal information we hold about you by contacting:

Privacy Officer — Care Agency Services and Care Staff Solutions
Email: enquiries@careagencyservices.com.au
Telephone: 07 3733 1827

We handle requests in accordance with applicable privacy law and respond within a reasonable period.

You may also contact us with privacy questions or complaints. We will consider your complaint, make relevant enquiries and advise you of the outcome within a reasonable period.

If you are dissatisfied with our response, you may complain to the Office of the Australian Information Commissioner at oaic.gov.au/privacy/privacy-complaints.

8. We update this policy when our information handling or legal requirements change. The current version is available free of charge on our website and on request. Where a change requires a separate notice or consent, we address that requirement separately.