IRBLOTS commitment to privacy
IR Balloting Pty Ltd (ACN 669 079 565) (IRBLOTS) is committed to managing personal information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth) and in accordance with other applicable privacy laws.
This document sets out our policies for managing your personal information and is referred to as our Privacy Policy.
In this Privacy Policy, “we” and “us” refers to IRBLOTS and “you” refers to any individual about whom we collect personal information.
About IRBLOTS
IRBLOTS conducts industrial relation ballots, via its software system known as BLOTS. We provide our balloting services to Employer Entities for the purpose of enterprise agreement ballots, and to Unions for the purpose of protected action ballots.
What information does IRBLOTS collect about you?
(a) Clients and prospective clients
When you enquire about our services or when you become a client of IRBLOTS, a record is made which includes your personal information.
The type of personal information that we collect will vary depending on the circumstances of collection and the kind of service that you request from us, but will typically include:
(i) your name, e-mail, postal address and phone number;
(ii) information about your employer or an organisation who you represent; and
(iii) your professional details.
(b) Individuals
IRBLOTS may collect personal information about individuals who are not clients of IRBLOTS. This includes the Employees of a client (for an EA ballot) or the Members of a Union (for a PAB), who participate in a ballot we conduct.
The kinds of personal information we collect will generally include:
(i) your name, e-mail, postal address and phone number;
(ii) information about your employer or an union; and
(iii) your professional details.
In limited circumstances, IRBLOTS may collect information which is considered sensitive information. For example, if you are a member of a Union that information will be collected by IRBLOTS if your Union asks us to conduct a Protected Action Ballot.
You can always decline to give IRBLOTS any personal information we request, but that may mean we cannot provide you with some or all of the services you have requested. If you have any concerns about personal information we have requested, please let us know.
IRBLOTS collects personal information reasonably necessary to carry out our business, and to provide Industrial Relations Balloting services.
The purpose for which IRBLOTS usually collects and uses personal information is to conduct a ballot of Employees, or Union members, for the purpose of an Industrial Relations Ballot.
IRBLOTS generally collects personal information directly from you, or your Employer or Union. We collect personal information via email.
How does IRBLOTS hold information?
IRBLOTS stores information in a secure electronic database hosted in Australia by Amazon Web Services
We take reasonable steps to protect your personal information from misuse, interference and loss and from unauthorised access, modification or disclosure.
IRBLOTS maintains security over our electronic database through best practice IT controls and data protection measures including The Essential Eight mitigation strategies and :
- Multi Factor Authentication;
- Frequent employee cyber safety training and testing;
- Routine penetration testing;
- Firewall configured to actively block threats;
- SSL certification and TLS1.1 and 1.2 encryption;
- DNS filters on all devices; and
- Password encryption and minimum length and complexity requirements.
Our website and IT systems use encryption to ensure the secure transmission of information via the internet.
We destroy information that we no longer require (or are not required by law to retain) within 6 months. We store the Voter List for a PAB for 7 years as required by the Fair Work Act 2009 (Cth).
Does IRBLOTS use or disclose your personal information for direct marketing?
IRBLOTS DOES NOT use or disclose your personal information for the purpose of informing you about our services, upcoming promotions and events, or other opportunities that may interest you.
How does IRBLOTS use and disclose personal information?
.
(a) For clients
We use your personal information to communicate with you and your organisaiton about the service we are providing.
We do not disclose your personal information to any other party.
(b) For Employees and/or Members
We use your personal information to contact you directly and allow you to cast your vote in an Enterprise Agreement Ballot or a Protected Action Ballot.
We do not disclose your personal information to any other party.
How can you access or seek correction of your personal information?
You are entitled to access your personal information held by IRBLOTS on request. To request access to your personal information please contact our privacy officer using the contact details set out below.
We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up-to-date. You can help us to do this by letting us know if you notice errors or discrepancies in information we hold about you and letting us know if your personal details change.
However, if you consider any personal information we hold about you is inaccurate, out-of-date, incomplete, irrelevant or misleading you are entitled to request correction of the information. After receiving a request from you, we will take reasonable steps to correct your information.
What should you do if you have a complaint about the handling of your personal information?
You may contact IRBLOTS at any time if you have any questions or concerns about this Privacy Policy or about the way in which your personal information has been handled.
You may make a complaint about privacy to the privacy officer at the contact details set out below.
The privacy officer will first consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the complaint. We will generally respond to your complaint within a week.
If your complaint requires more detailed consideration or investigation, we will acknowledge receipt of your complaint within a week and endeavour to complete our investigation into your complaint promptly. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate and review relevant documents and speak with individuals involved.
In most cases, we will investigate and respond to a complaint within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know.
If you are not satisfied with our response to your complaint, or you consider that IRBLOTS may have breached the Australian Privacy Principles or the Privacy Act, a complaint may be made to the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner can be contacted by telephone on 1300 363 992 or by using the contact details on the website www.oaic.gov.au.
How changes are made to this Privacy Policy?
IRBLOTS may amend this Privacy Policy from time to time, with or without notice to you. We recommend that you visit our website regularly to keep up to date with any changes.
How can you contact IRBLOTS?
The contact details for IRBLOTS are:
IRBLOTS privacy officer: Rebecca Pezzutti
Lobby Level, 241 Adelaide Street, Brisbane QLD
Rebecca.pezzutti@irblots.com.au
07 3225 3707