Privacy Policy

Policy Statement

Edara Systems is committed to protecting and upholding the rights of our clients to privacy and confidentiality and will apply the Australian Privacy Principles (APPs) in the way we collect, store and use information about clients, their needs and the services we provide to them.

Personal information we collect

The type of personal information we collect includes:
  1. names, contact and address details
  2. information in identification documents (for example, driver’s licence, white cards etc)
  3. Training and qualification documents
  4. Date of birth and gender
  5. Construction and other project information
  6. OHS, quality, and environmental information
  7. Incident investigation information, witness statements, photographs and reports
  8. Internal and external audit information
  9. Management system information
  10. Injury and medical information for injury management and Return to Work
  11. Any other business information related to the Services provided by Edara Systems.
We will advise the Client in writing what information is required to be collected, why, and the circumstances in which it will be used (e.g. to write an IMS or conduct and incident investigation). Under no circumstances will any information be shared with a third party, unless instructed to do so in writing by the Client, for example to send an investigation report to a stakeholder on behalf of the Client, with the exception that Edara Systemsis required to disclose information to others if ordered to by a court of law, a statutory body, or a regulator, or to comply with the law. This will be done in consultation with the Client. For example, if the Client has engaged Edara Systems to manage and investigate a WorkSafe Reportable Incident on their behalf. Edara Systems may list on their marketing material, e.g. the website or brochure, that the Client is a client of Edara Systems, without disclosing any other information. For example, we may list the Client on our website as a user of the Edara Systems software.

Purpose for collecting, holding, using and disclosing information

Edara Systemsonly collects, stores and uses information that is needed to provide the Client with the services they have engaged us for. If the Client does not provide us with the information we have requested, we may not be able to complete or fulfil the purpose for which the information was collected, e.g. providing the Client with a service they had asked for, like an incident investigation.

How we collect personal information

We collect your personal information from the Client:
  1. directly - for example, when we meet to conduct audits or investigations and any other follow-up meetings or over the phone or the internet
  2. when they send us correspondence (including via email or text message), or
  3. whenthey complete a form or survey.

Where the Client provides us with a third party’s personal information

If the Client provides us with someone else’s information, they should only do so if theyhave their consent to do so. The Client should also take reasonable steps to inform them of the matters set out in this Policy.

Storing personal information

Edara Systems only stores client information in electronic format. Hard copy files are scanned, uploaded and securely destroyed, except when we are required by to keep the hard copy. We take security measures to protect the electronic client information we hold including restriction of access, firewalls, the use of encryption, passwords and digital certificates. When the hard copy must be retained, we take security measures to protect the client and case information, such as storage of files in lockable cabinets.

Direct marketing

Edara Systems does not use Client information for the purpose of marketing.

Gaining access to personal information we hold

The Client can request access to their information. Such a request must be made in writing to the Director of Edara Systemsand it will be actioned within 20 working days. Edara Systems will provide the Client with access to their personal information at no personal cost, except if they require a complete download of all the data that has been stored on the Software database.

Complaints

If the Client wishes to make a complaint to Edara Systems about the handling of information, the Client can contact the Director of Edara Systems. The Client will be asked to set out the details of their complaint in writing. Edara Systems will acknowledge the complaint within 7 days and will endeavour to adviseof the progress within 28 days. If the Client is still not satisfied with the outcome of their complaint, they can refer the complaint to the Office of the Australian Information Commissioner Enquiries line.

Contact information

All queries or complaints regarding this Policy, or requests for access to, or correction of, personal information should be directed to Edara Systems at: For all offices: 02 8091 5777 Email: zjafar@edarasystems.com.au For more information about the Australian Privacy Principles please visit the website www.oaic.gov.au.