Your Safety Partners
Privacy & data protection

Privacy Policy — Your Safety Portal

How Your Safety Partners handles, protects, and respects your personal information.

Your privacy matters

Please read this policy carefully.

Last updated: [Insert Date]

Your Safety Portal ("we," "us," "our") provides a Work Health and Safety (WHS) compliance software platform ("the Service") to businesses operating in Australia. This Privacy Policy explains how we collect, use, disclose, and protect personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By using the Service, you agree to the practices described in this policy.

1. Who This Policy Applies To

This policy applies to:

  • Company Admins, Site Admins, and Staff Users who manage or use a company account
  • Principal Contractors and Contractor Workers using the Service
  • Any individual whose personal information is collected through Hazards, Corrective Actions, Inspections, Training, Forms, Articles, or Contractor modules

2. What We Collect

We may collect the following types of personal information:

Category Examples Account information Name, email, phone number, job title, company/site details WHS activity data Hazard reports, corrective actions, inspection results, incident details, training records, form submissions Contractor/worker data Licences, certifications, induction records, worker invitations, company approvals Usage data Login activity, device/browser type, IP address, in-app actions Communications Support requests, feedback, notification preferences

We do not knowingly collect sensitive information (e.g., health information) beyond what is necessary for WHS compliance purposes, such as incident or injury records directly relevant to workplace safety.

3. How We Collect Information

  • Directly from you (account setup, form entries, uploads)
  • Automatically through your use of the Service (system logs, cookies)
  • From your employer or a Principal Contractor who invites you to the platform
  • From third-party integrations you choose to connect

4. How We Use Personal Information

We use personal information to:

  • Provide, operate, and maintain the Service
  • Manage user roles and company/contractor relationships
  • Generate compliance reports, KPIs, and audit trails
  • Send notifications (e.g., overdue inspections, training reminders)
  • Improve platform features and troubleshoot issues
  • Meet legal and regulatory obligations under Australian WHS law
  • Communicate with you about your account or support requests

We do not sell personal information.

5. Disclosure of Information

We may disclose personal information to:

  • Other users within your company or contractor network, where relevant to their role (e.g., a Company Admin viewing a Contractor Worker's training status)
  • Service providers (e.g., cloud hosting, analytics) under confidentiality obligations
  • Regulators or authorities, where required by law (e.g., WHS incident reporting obligations)
  • A new owner, in the event of a business transfer, merger, or acquisition

We do not disclose personal information to third parties for marketing purposes.

6. Data Storage & Security

  • Data is stored on secure servers, with access restricted by role-based permissions (Company Admin, Site Admin, Staff, Principal Contractor, Contractor Worker)
  • We use encryption in transit and at rest where applicable
  • We take reasonable technical and organisational measures to protect data against unauthorised access, loss, or misuse

7. Cross-Border Data Transfers

[If applicable] Some data may be stored or processed outside Australia (e.g., via cloud infrastructure providers). Where this occurs, we take reasonable steps to ensure overseas recipients handle data consistently with the APPs.

8. Data Retention

We retain personal information for as long as necessary to:

  • Provide the Service to your company
  • Meet WHS legal record-keeping obligations (which may require multi-year retention for incident and training records)
  • Resolve disputes or enforce agreements

You can request deletion of your data, subject to any legal retention requirements.

9. Your Rights

Under the Privacy Act, you have the right to:

  • Access the personal information we hold about you
  • Request correction of inaccurate information
  • Lodge a complaint if you believe your privacy has been breached
  • Withdraw consent for optional communications (e.g., marketing emails)

To exercise these rights, contact us using the details below.

10. Cookies & Tracking

We use cookies and similar technologies to keep you logged in, remember preferences, and understand how the Service is used. You can control cookies through your browser settings.

11. Children's Privacy

The Service is intended for business use and is not directed at individuals under 18.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified via the platform or email. Continued use of the Service after changes take effect constitutes acceptance.

13. Contact Us

For privacy questions, access requests, or complaints:

Privacy Officer Your Safety Portal Email: [insert email] Address: [insert address]

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

This document is a general template and should be reviewed by a qualified legal professional before publication, particularly regarding data retention periods, cross-border hosting, and industry-specific WHS record-keeping laws in your operating jurisdictions.