Protecting your privacy is important to us at Guardhouse. We are committed to using your personal information in a responsible manner. This Privacy Policy describes how Guardhouse handles personal information for its Australian based clients, and how it complies with the Australian Privacy Act and Australian Privacy Principles.
Definitions and Terms Guardhouse means Guardhouse Pty Ltd 86 629 088 795 trading in Australia, and may be referred to as we, us or our.
Personal information as defined in the Privacy Act is information or an opinion about an identified individual, or an individual who is reasonably identifiable: a. whether the information or opinion is true or not; and b. whether the information or opinion is recorded in a material form or not.
Personal information also includes sensitive information, which is information or opinion about an individual’s racial or ethnic origin, political opinion, religious beliefs, sexual orientation or criminal record, provided the information or opinion otherwise meets the definition of personal information. Health information is also sensitive information.
The term employees includes all people working for Guardhouse, and all people working for our clients, whether they are working as employees, contractors or casuals.
The kinds of personal information we collect
We collect personal information from our clients, our clients’ employees, our employees, our suppliers and other third parties.
We collect a range of personal information which includes but is not limited to the following:
Your name, address, email address, phone number, age, gender and bank account details, government-issued photo identification, and if you’re applying for work with us, we also collect information for payroll and emergency contacts.
We may also collect background verification information, usage data such as IP address, browser type, device identifiers, login information, and interactions with our website, emails or mobile applications.
How we collect personal information We collect personal information in a variety of ways including but not limited to, through our website www.guardhousehq.com, when you use the Guardhouse web and mobile applications, in training sessions using AI for note taking, through our direct marketing, in emails and other communications you have with us.
In most cases we will collect information directly from you, but there will be occasions such as reference checking for a job application, where we may collect personal information from a third party. We will not collect personal information about you from a third party, without your consent, unless we are legally required to do so.
We also use social media sites such as LinkedIn and Facebook to promote our activities, and we may collect your personal information through those sites.
We provide you with the opportunity to unsubscribe from our marketing communications at any time.
We collect personal information also from publicly available sources, such as social media and online searches.
Personal information may be collected and held in electronic or hard copy format.
Where practicable, the purpose for which we collect personal information will be made clear at the time of collection.
When communicating with us you may choose to be anonymous or use a pseudonym however, if you do not provide us with certain information, we may be unable to provide access to services.
How we use personal information We use personal information to provide you with workforce management software, and in particular to: a. provide payroll, scheduling, invoicing and compliance software for your use b. respond to any support requests you lodge with us c. contact and communicate with you in response to your enquiries d. manage our internal record keeping, including accounting, billing etc. e. develop and distribute relevant marketing to you by direct mail and analytics f. customise and improve our web and mobile applications for your use g. assess your application to us for employment.
Sensitive information is only collected with your consent or when required by law, and is only used for purposes directly related to the reason it was collected.
Disclosure of personal information to third parties We only disclose personal information to third parties where it is:
a. necessary as part of our business, b. where we have your consent, or, c. where we are permitted or required to by law.
This means that we may disclose personal information to:
Our employees, IT service providers, professional advisors, bankers, and insurers, payment systems operators or processors, and/or existing or potential agents or business partners and to third parties to collect and process data, such as analytics providers ie Google and social media platforms such as LinkedIn and Facebook.
We may also disclose personal information to courts and/or tribunals etc as required or permitted by law, in connection with any actual or prospective legal proceedings, or any other third parties as required or permitted by law.
If we merge with, or are acquired by, another company, or sell all or a portion of our assets, your personal information may be disclosed to our advisers and any prospective purchaser’s advisers and may be among the assets transferred.
We are not responsible for the privacy or security of any information you choose to make public via user-generated content such as comments or reviews.
How we store personal information and cross-border disclosure We are committed to ensuring that the personal information we collect is secure. In order to prevent unauthorised access or disclosure, we have put in place physical, electronic and managerial procedures, to secure personal information and protect it from misuse, interference, loss and unauthorised access, modification and disclosure.
While we are committed to security, we cannot guarantee the security of any information that is transmitted to or by us over the internet.
Generally, we store your personal information in Australia.
Where we disclose your personal information to third parties, those third parties may store, transfer or access personal information outside of Australia in countries including but not limited to the United States of America.
We will only disclose your personal information overseas in accordance with the Australian Privacy Principles and, where applicable, the laws of your jurisdiction such as the GDPR or New Zealand Privacy Act.
We will only disclose your personal information overseas in accordance with the Australian Privacy Principles.
When personal information is no longer required for the purpose for which it was collected, we dispose of your information securely.
Websites and social media To improve your experience of our website www.guardhousehq.com we collect information from your device using cookies.
A cookie is a data file which contains information about your use of the site. We may collect your Internet Protocol (IP) address and your browser type.
You can choose the way cookies are accepted through your internet browser settings, however if you choose not to accept cookies your experience of the site may not be optimal.
We also use third-party tracking pixels on our website. A tracking pixel enables us to collect information to tailor and measure the success of advertising on our Facebook and LinkedIn sites.
Access to the personal information we hold about you
You can request access to the personal information that we hold about you by contacting our Privacy Officer.
In most situations will provide you with access, unless we refuse or can only provide you with some information, for example, where your personal information involves other people. If this occurs, we will write to you to explain.
We may need to ask you to identify yourself before providing access.
If you’re aware that your personal information is out of date, incomplete or inaccurate please let us know as soon as possible. We will then take steps to correct your information.
If you wish to have your personal information deleted, please contact us and we will delete that information wherever practicable, and it is legal for us to do so.
If we don’t think the information needs amending or deleting, we will provide you with a reason for our decision and, we will note with your personal information that you have disputed its accuracy or requested deletion.
Contacting us If you would like further information, have any queries, or complaints relating to this Privacy Policy or our information handling practices in general please contact our:
Privacy Officer by
calling 0480 032 209 or,
emailing: info@guardhousehq.com
or writing to:
Suite C, 38 Suakin Drive, Mosman, 2088, NSW, Australia
Changes to this Privacy Policy
We may change this Privacy Policy from time to time by displaying the updated version on our website.
Please visit our website regularly to keep up to date with any changes.
