Workplace OH&S Solutions Pty Ltd (WorkOHS) operates in accordance with the Australian Privacy Principles (APPs). These principles are set out in the Privacy Amendment (Enhancing Privacy Protection) Act 2012 and relate to the Privacy Act 1988.
WorkOHS respects the dignity and right to privacy of its employees, customers and other stakeholders and is strongly committed to your privacy.
The below standards set out our obligations in relation to collection, retention, security, access, use and disclosure of personal and health information.
- Make participants aware of the personal information that WorkOHS collects and holds
- Communicate how personal information is collected and handed to WorkOHS
- Inform people how feedback or complaints can be made, and how WorkOHS will handle this
- Advise whether WorkOHS is likely to disclose personal information to overseas recipients
- Advise how people can access their personal information and seek its correction or amendment
The kinds of personal information collected and held by WorkOHS includes:
Personal information includes any information or opinion, about an identified person (this includes participants who can be identified by the information provided other than their name). The information that is requested will be limited to what is needed for the services that WorkOHS is providing
The types of personal information which may need to be collected includes:
- Name, address, phone number and date of birth
- Employment status and salary
- Diagnosis and past and present treatment
- Names and contact details of treating providers
- Injury / illness / disability history
- Employment history
- Educational qualifications
- Claim information
- Referral information
- Correspondence (letter; email; fax; phone; face to face meeting; telehealth meeting)
- Photos (for example workplace assessment photographs detailing nature of your role and duties required)
- Medical records, reports and assessments
How your personal information is collected and held:
Collection of information:
The main reason the above-mentioned information is collected and requested to be disclosed is to be able to complete a thorough assessment and identify the most appropriate rehabilitation/intervention services. Refusal to provide the information that is requested may result in WorkOHS being limited with the services able to be provided.
Information is collected via discussions with a participant directly, but also from referring agencies (such as insurers / treating practitioners). For every participant, written consent is requested, with an explanation as to why this information is required and a copy of the consent form provided. Following written consent, WorkOHS may collect additional information from other significant parties, such as employers, care agencies and treating providers.
At times WorkOHS may be required to disclose personal information to other parties, however this is not done until written permission is gained at the time of assessment. The purpose of disclosing personal information to other involved parties will be to assist in the appropriate rehabilitation/intervention being provided to the client. Only in exceptional circumstances can personal information be provided to other parties without written consent, such as where a client has reported possible self-harm or harm to others, or where WORKOHS is required to by law.
Holding / storing information securely:
Personal information kept by WorkOHS is stored electronically on a secure database system, with paper-based copies destroyed once uploaded onto the system. WORKOHS employees and contractors are trained in privacy controls and procedures to protect your personal information.
WorkOHS maintains your security by using locks, security systems, data storage facilities, password protected devices, lockable filing cabinets and appropriate information technology security systems and processes. Individual offices are available for client appointments to ensure confidentiality and privacy is maintained.
The purpose for which personal information is collected, held used and disclosed:
WorkOHS only collect, hold, use and disclose personal information as necessary for WorkOHS to provide customers with the required services.
WorkOHS services include state based workplace rehabilitation services, injury prevention, work health and safety, training and consulting.
Personal information is only disclosed to individuals, government departments and other organisations such as iCare; workers compensation authorities / regulatory bodies and accredited auditors in accordance with the above service requirements. The only exception to this is:
- Where you have provided consent
- To prevent serious threat to a persons health or life
- Where it is required or authorized by law
- Where a permitted health situation exists (as defined in Privacy Act 1988- sect 16B), or
- When is reasonably necessary for enforcement related activities
No identifiable data is provided to overseas recipients.
How you can access, correct or amend your personal information:
You can make a request to access, correct or amend your personal information held by WorkOHS by contacting WorkOHS on the details below. WorkOHS will deal with your request within a reasonable timeframe. In the event that WorkOHS denies your access to your personal information, WorkOHS will provide reasons for its decision not to do so.
A participant can request access to personal information held about them and can request corrections to personal information provided. All requests for access to personal information should be referred to
Workplace OH&S Solutions Pty Ltd
1800 013 429
If you would like to provide feedback about this policy or how WorkOHS handles your privacy in general please contact WorkOHS Quality Management team by email: firstname.lastname@example.org or phone 1800 013 429.
If you have a concern or complaint about the way in which your personal information is being managed, please discuss this with a WorkOHS contractor or the Managing Director (Ms Margie Groat). Your concern or complaint will be managed according to WorkOHS complaint and feedback policy and complaint process. These can be provided upon request. You may take your complaint to the Privacy Commission if preferred, or if you feel your complaint to WorkOHS has not been adequately addressed.
Under the Privacy Act a client/customer may also complain to the Office of the Australian Information Commissioner
Workplace OH&S Solutions Pty Ltd