Privacy Policy

General Information

Your HR System and the Your HR System Platform is committed to providing quality services to you and this policy outlines our ongoing obligations to our users in respect of how we manage their Personal Information stored on the Your HR System website, services and content owned or operated by Your HR System as set out in this policy.

We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The NPPs govern the way in which we collect, use, disclose, store, secure and dispose of user Personal Information.

A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.aoic.gov.au

This privacy policy may be changed at any time and users will be emailed when an update is available.

What is Personal Information and why do we collect it?

Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect include: names, addresses, email addresses and phone numbers.

When used in this policy, the term “personal information” means any information, opinion or data that we collect about an individual where that individual is identified or where that individual is reasonably identifiable. It also includes “personal information”, “personal data” or similar terms as defined in any applicable privacy or data protection laws.

The types of personal information we may collect and hold will vary depending on your dealings with us. This information includes, but is not limited to, the following:

• names and addresses;
• details regarding gender;
• emergency contact details;
• dates of birth and phone numbers;
• email details;
• salary and pay details;
• superannuation details;
• tax information;
• job title and position description;
• performance review information;
• job qualifications and history;
• computer IP addresses; and
• any additional information relating to you that you provide to us directly through our websites or indirectly through use of the Services.

By providing this information to use, or consenting to a third party (such as your employer) providing that information to us, you consent to our collection and use of that information as set out in this privacy policy.

This Personal Information is obtained in many ways including from by dealing with you in person, documents in personnel files, interviews, discussions, correspondence by telephone, by email or via our website www.yourhrsystem.com.au

We collect your Personal Information for the primary purpose of providing our services to you. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing.

When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.

The primary purpose for which we collect, hold, use and disclose information about you is to enable us to perform our business activities, functions and services and to provide customer service effectively. We collect, hold, use and disclose your personal information for the following purposes:

• to provide our services and support to you;
• to personalise and customise your experience with our products and services;
• to manage and enhance the Your HR System Platform and our products and services;
• to provide you with information about Your HR System platforms updates
• to verify your identity;
• to investigate any suspected breach of any of our terms and conditions or unlawful activity engaged in by you;
• for any purpose we disclose to you at the time of collection; and
• as required or permitted by any law.

If you do not provide us with the personal information described in this policy:

• we may not be able to provide you with information about products and services that you requested;
• we may not be able to provide you with the Your HR System products or services you requested; and
• we may not be unable to tailor the content of the Your HR System Platform to your preferences and your experience of the Your HR System platform may therefore not be useful.

Sensitive Information

Sensitive information is defined in the Privacy Act 1988 to include information or opinion about such things as an individual’s racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

Sensitive information will be used by us only:

• For the primary purpose for which it was obtained
• For a secondary purpose that is directly related to the primary purpose
• With your consent; or where required or authorised by law.

Your HR System Direct Marketing

We may use personal information for direct marketing reasons, including updating you on our latest products, services and news. These communications may be sent in various forms, including mail, SMS, email or through your account with us, in accordance with applicable marketing laws.

Disclosure of Personal Information

Your Personal Information may be disclosed in a number of circumstances including the following:

• our employees, related bodies corporate, contractors or external service providers for the purposes of the operation of the Your HR System Platform or our business, fulfilling requests by you, and otherwise providing products and services to you;
• our existing or potential agents, business partners or joint venture entities or partners to enable us to perform our business activities and provide products and services to you;
• specific third parties authorised by you to receive information held by us;
• the police, any relevant authority or enforcement body, or your Internet Service Provider or network administrator if required by law or we consider it necessary for the protection of our systems or for the prevention or detection of illegal activity.
• Third parties where you consent to the use or disclosure; and
• Where required or authorised by law.

Security of Personal Information

Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorized access, modification or disclosure.

To provide the Your HR System Platform and our products and services, Your HR System contracts with third party suppliers who store data on secure data centres.

While we take all reasonable steps to ensure the security of our system, we cannot provide any guarantee regarding security of the personal information and other data transmitted to the Your HR System Platform or services and we will not be held responsible for events arising from unauthorised access of your personal information.

When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.

Access to your Personal Information

You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us via email support@yourhrsystem.com

In order to protect your Personal Information we may require identification from you before releasing the requested information.

Maintaining the Quality of your Personal Information

It is an important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality

Cookies

Your HR System use cookies. When you use the Your HR System Platform or any of our services, certain information may be recorded for statistical purposes. Such information enables us to improve our products and services. The information that may be recorded includes information regarding your:

• server address;
• domain name;
• date and time of visit;
• previous websites visited; and
• browser type and operating system; and location data.

Privacy Policy Complaints and Enquiries

We understand that privacy is important and we are committed to protecting your personal information and ensuring it is only used in accordance with our privacy policy. Should you have any questions or you would like to raise a concern or complaint about how we have handled your personal information or our compliance with applicable privacy or data protection laws, please email us at support@yourhrsystem.com

We will aim to ensure that all questions and concerns are resolved in a timely and appropriate manner.

If you are not satisfied with the outcome of your complaint, or require further information on privacy, you are entitled to contact the Australian Information Commissioner.

Policy Updates

This Policy may change from time to time and is available on our website.