This Privacy Policy applies to the handling of personal information collected by us (excluding employee records of current and former employees of QWS which are exempt under the Privacy Act).

Personal information means information or an opinion about a person who can be reasonably identified from the information, whether or not the information or opinion is true and whether or not recorded in a material form.

If you provide personal information to QWS (for example, in writing, in person, by phone or through our websites), you accept and consent to QWS handling your personal information in accordance with this policy.

Personal information means information or an opinion about a person who can be reasonably identified from the information, whether or not the information or opinion is true and whether or not recorded in a material form.

If you provide any personal information to QWS (for example, in writing, in person, by phone or through our website), you accept and consent to QWS handling your personal information in accordance with this policy.

We collect personal information that is reasonably necessary to provide our services and to manage relationships with our clients, contractors and other parties.

The types of personal information we collect include:

• name and contact details, including address, email address and telephone number
• information required for billing and purchase history purposes
• information provided when using the QWS websites
• details of employment or occupation and other employment-related information and, for participants in investigations or processes we conduct as part of our services, information relevant to the investigation or process. (This may include sensitive information such as health information or information about racial or ethnic origin, religious or philosophical beliefs or membership of a trade union)
• records of meetings or calls with you
• photos and videos from networking, client and training events we host or conduct
• (in connection with training services) records of enrolment, attendance and course progress, assessment results and certificates of completion 
• for job applicants and contractors, details of your work experience, qualifications, background and reference checks and other work-related information.

If personal information is not provided when requested by us, we may be unable to provide some or all of our services or continue our relationship with you.

We will collect personal information directly from the individual to whom it relates whenever practicable. This may be done verbally (in person or by phone) or in writing (such as by email or through our websites).

In circumstances where it is not practicable to collect the information directly from the individual, we may collect the information from third parties, such as from clients, an individual’s employer, referees or representatives, or from publicly available sources.

Cookies (small files placed on a user’s computer when accessing a website) may be used on our websites. Most web browsers allow you to control whether to accept or disable Cookies. Unless you elect not to accept Cookies on your browser, the QWS websites may automatically place a Cookie on your computer to enable you to make full use of our websites’ functionality. Disabling cookies may affect functionality of the websites.

Our websites use a number of third-party services to operate securely and effectively. Some of these services may collect personal information about you independently based on your use of the websites (for example, by third-party tracking pixels), subject to their own privacy policies. The third-party services used differ depending on whether you are browsing the websites as a visitor or whether you have registered for an account or made a purchase.  For example, for visitors, the websites may use: Google Analytics, to track how visitors use the websites; Google Fonts to load website typefaces; and YouTube and Vimeo for video content. For users who register, make a purchase or opt in to communications, the websites may use: Stripe – for online payment processing; Xero – for accounting and invoicing; HubSpot – our customer relationship management platform; and ActiveCampaign for email marketing communications.

Personal information is stored securely whether electronically on secure information systems or, in more limited cases, in hard copy. We take such steps as are reasonable in the circumstances to protect personal information we hold from misuse, interference and loss, and from unauthorised access, modification or disclosure.

QWS collects, holds and uses personal information for the following purposes:

• to provide our services to clients (including conducting and advising on workplace investigations)
• to manage third party relationships including with contractors
• to conduct marketing activities, including providing thought leader updates and direct marketing via social media
• for recruitment purposes
• for the administration of internal systems, including billing systems and compliance with company policies and legal requirements

We may disclose personal information to third parties – for example, to our contractors and clients – for the purposes for which the information was collected or a related purpose (such as to provide our services).

Personal information may also be disclosed to advisers (including but not limited to our legal and financial advisers), government and statutory bodies, and to third party contractors engaged by us (which may include payroll and accounting services, auditors, information technology and marketing service providers).

Personal information may be disclosed to overseas recipients, such as clients located overseas. Overseas recipients are most likely to be located in the United Kingdom, USA and Singapore.

Where we disclose personal information to another party, we generally require the third party to use the personal information only for the specific purposes for which we supply the information.

We may from time to time send communications to inform you of products and services that may be of interest to you, including via social media platforms. You can opt out of receiving such communications from us by contacting us through the contact details provided below or through any opt-out mechanism contained in a marketing communication to you.

Under the Privacy Act, you may seek access to, or the correction of, personal information we hold about you, with some exceptions.

To request access to, or to correct, your personal information, or to obtain more information about our Privacy Policy, you can contact:

By telephone: 1300 944 049
By letter to: The Privacy Officer, Q Workplace Solutions
79 Broadway Street, Woolloongabba
OR
PO Box 538, Coorparoo QLD 4151
By email: [email protected]

We will respond to requests for access to, or correction of, personal information within a reasonable period of time.

Where we refuse access, we will where possible provide you with a written notice setting out our reasons for the refusal and the avenues for complaint about the refusal.

We may charge a fee for providing access to personal information. No fee is charged for the making of a request for access or correction.

If you have any questions about this Privacy Policy or a complaint about a breach of privacy by QWS, please direct your question or complaint to us using the contact details set out above. Any complaint should be made in writing.

We will treat a privacy complaint seriously and promptly and deal with it in a confidential manner. Any privacy complaint will not affect any existing obligations or commercial arrangements between you and QWS.

We will look into any privacy complaint and inform you of the outcome of our inquiries.

If you are dissatisfied with our response to your complaint, you may refer the complaint to the OAIC (Office of the Australian Information Commissioner).

QWS may amend or update this Privacy Policy from time to time without prior notice, including to ensure its currency and compliance with Australian privacy laws.