Privacy Policy

1. Introduction
1.1 This Privacy Policy articulates the principles and practices of Job In Minutes Pty Ltd, trading as VICNA, regarding the acquisition, retention, utilization, disclosure, and transfer of personal information in compliance with the Privacy Amendment (Private Sector) Act (2000), Health Records Act (Vic) 2001, and NSW Health Records & Information Privacy Act (2002).
1.2 The scope of this policy encompasses employees, members, paid contractors, and independent contractors associated with VICNA, ensuring a uniform approach to privacy management across all interactions with personal data.
2. Privacy Statement
2.1 VICNA fully recognizes the critical importance of privacy for its employees, members, and contractors, and it is deeply committed to safeguarding any personal data shared with the company. VICNA comprehends the significance of securing personal information and is dedicated to protecting it.
2.2 VICNA adheres rigorously to the Australian Privacy Principles (APPs), as outlined in the Privacy Act 1988, the Health Privacy Principles (HPPs) per the Health Records Act (Vic) 2001, and the NSW Health Records & Information Privacy Act 2002. These governing frameworks regulate the methods by which VICNA collects, uses, retains, and disposes of personal information.
2.3 VICNA pledges that personal data will be gathered with prior knowledge wherever possible and will only be disclosed to third parties under legal obligation or with explicit consent from the individual. Stringent security protocols will be employed to prevent unauthorized access or alteration of any personal information collected.
3. Responsibilities
3.1 VICNA holds the authority and obligation to implement and oversee compliance with this Privacy Policy. However, all employees, members, contractors, and subcontractors have a duty to adhere to these privacy guidelines.
3.2 VICNA ensures that:
3.2.1 Personal data is collected strictly when necessary to deliver services or meet regulatory requirements.
3.2.2 Personal data is used or disclosed solely for the purpose for which it was collected, unless otherwise mandated by law or with the individual’s consent.
3.2.3 Reasonable measures are taken to guarantee the accuracy and security of personal information throughout its lifecycle.
3.2.4 Individuals are granted access to their personal data, barring exceptions listed in Clause 8 of this policy.
3.3 Personal data collected during recruitment or contractual engagements may be shared with recruitment agencies, health professionals, government bodies, and other third-party entities for lawful verification purposes.
3.4 Information pertaining to unsuccessful recruitment candidates will be destroyed promptly, while data for employees, contractors, and subcontractors will be retained as required by law.
4. Collection of Personal Information
4.1 VICNA collects personal information as part of its employment and service relationships, ensuring that only necessary data is gathered for managing these relationships.
4.2 Information collected may include but is not limited to, an individual’s name, contact details, and other personal identifiers. VICNA aims to collect this data directly from individuals but may occasionally receive it from third parties, in which case the individual will be informed.
5. Employee Information
5.1 VICNA retains employee records strictly for the purposes of maintaining employment relationships, including, but not limited to, details related to employment conditions, performance, leave entitlements, and salary.
5.2 While employee records are generally exempt under the Privacy Act 1988, VICNA strives to adhere to best practices in managing employee records and protecting sensitive information.
6. Health Information
6.1 Health-related information of employees or members will only be disclosed to third parties in emergency situations to mitigate or prevent significant threats to the individual’s health or safety, in accordance with the Health Privacy Principles.
7. Data Security and Storage
7.1 VICNA takes extensive precautions to secure personal information, including the use of encryption, secure physical storage, and access controls to protect data from unauthorized access, misuse, or modification.
7.2 VICNA recommends the use of its internal systems, such as the Share Drive, for accessing company documents to ensure compliance with security standards and to avoid outdated versions of files.
7.3 Personal data is stored in both electronic and physical forms, with multi-layered security measures in place, including password-protected systems, firewalls, and secure premises.
7.4 Personal information is destroyed or de-identified when no longer necessary, in compliance with relevant legal requirements.
8. Access to Personal Information
8.1 VICNA ensures that individuals have the right to access their personal information and will process such requests in a timely manner. Requests must be submitted in writing, and VICNA may allow for review of personal files under supervision.
8.2 Corrections or amendments to personal information can be requested to ensure that data remains accurate and up to date.
8.3 VICNA reserves the right to deny access to personal information under certain circumstances, such as when disclosing data would infringe on another individual’s privacy or involve legal considerations.