Privacy Policy
This Privacy Policy applies to all personal information collected by Employi Pty Ltd via the website located at www.employi.com.au and from users of our platform.
We at Employi Pty Ltd respect your privacy and are committed to protecting your personal data. We take our obligations regarding the collection and processing of your personal data seriously. This Privacy Notice is intended to inform you about the conditions in which we collect, use, store, share, transmit, transfer, delete or otherwise process (collectively, “Process”) information relating to you (your “Personal Data”). In this Employi Pty Ltd Privacy Notice we describe the measures we take to ensure the protection of your Personal Data. Importantly, we inform you about your rights and tell you how you can reach us to ask any questions you may have about this Privacy Notice and your Personal Data.
What is "personal information"?
The Privacy Act 1988 currently defines "personal information" as meaning information or an opinion about an identified individual or an individual who is reasonably identifiable:
a) Whether the information or opinion is true or not.
b) Whether the information or opinion is recorded in a material form or not.
c) If the information does not disclose your identity or enable your identity to be ascertained, it will in most cases not be classified as "personal information" and will not be subject to this privacy policy.
What information do we collect?
The Personal Data we collect from you may include:
a) Your contact information (name, company name, title, start date, department, location, phone, email, address).
b) Your identifiers (username and password).
c) Your commercial information.
d) Your internet activity information (Internet Protocol (IP) addresses or other identifiers).
e) Any information supplied by you during or in connection with your use of the platform.
We collect such information when:
a) You request (or express an interest in receiving) information about our services.
b) You use our “Contact Us” or similar features or download certain content on our websites.
c) You request customer support.
d) You register for an event, webinar or training.
e) You attend an event (where we may, with your further consent, scan your attendee badge).
f) You visit our websites.
g) You communicate with us via phone or email.
h) You use our services (in which case we automatically collect information about your device and your usage of our services through log files and other technologies, some of which may qualify as Personal Data – please see the “What device and usage data we process” section, below).
We only collect or process your personal data where we have a lawful reason to do so, as follows:
a) To contact you and communicate with you.
b) To provide you with information about our services (based on your consent or our legitimate interest).
c) To provision our services, fulfil your orders and manage the billing of our services (based on the performance of a contract with you or our legitimate interest).
d) To plan and manage your registration, access and participation to marketing and training events (based on your consent or our legitimate interest).
e) To promote and market our services, send you marketing communications in accordance with any applicable legal requirements (based on your consent or our legitimate interest).
f) to improve our services and your experience using our services and navigating our websites (based on our legitimate interest).
g)To secure our services and websites, including to diagnose website technical problems, to prevent, detect, investigate, mitigate and fix potential security issues and fraudulent or illegal access or activities (based on our legitimate interest).
h) To respond to a court or a regulator order or a public authority request and defend our rights in court (based on a legal obligation).
When you have given your consent to the processing of your Personal Data, you can withdraw your consent at any time, which will not affect the lawfulness of the processing before your consent was withdrawn. If you would like to withdraw your consent, you can do so by mailing support@employi.com.au
Purpose of collection
a) The purpose for which we collect personal information is to provide you with the best service experience possible on the website.
b) We customarily disclose personal information only to our service providers who assist us in operating the website. Your personal information may also be exposed from time to time to maintenance and support personnel acting in the normal course of their duties.
c) By using our website, you consent to the receipt of direct marketing material. We will only use your personal information for this purpose if we have collected such information direct from you, and if it is material of a type which you would reasonably expect to receive from us. We do not use sensitive personal information in direct marketing activity. Our direct marketing material will include a simple means by which you can request not to receive further communications of this nature.
Data retention policy
We retain Personal Data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by legal, regulatory, tax, accounting, or contractual obligations. Specifically:
a) Customer data is retained for two years after account closure, after which it is securely deleted or anonymised.
b) Retention periods are determined based on data sensitivity, potential risks, and legal obligations.
c) Once the retention period expires, we securely delete or anonymise the data in accordance with industry best practices.
How we secure your data
Your Personal Data is securely stored on Amazon Web Services (AWS) servers in Australia. We use appropriate technical and organisational measures to protect your Personal Data against accidental or unlawful alteration or loss and deploy security measures both digitally and physically to deter unauthorised use, disclosure or access. We work to ensure appropriate and reasonable measures are deployed based on Privacy by Design and Privacy by Default principles, to safeguard and protect the processing of your Personal Data.
Sub-processors
Employi Pty Ltd engages third-party service providers (sub-processors) to support our operations. We currently use Amazon Web Services (AWS) to host and process data securely within Australia. We ensure that:
a) Sub-processors comply with data protection regulations and industry standards.
b) They process Personal Data only as necessary and under strict contractual obligations.
c) We conduct due diligence and maintain oversight of all sub-processors to safeguard user data.
How we disclose your personal data
We share your Personal Data, in the following circumstances:
a) To related Employi entities for the purposes described in this Privacy Notice.
b) With third parties we have engaged in connection with the purposes described in this Privacy Notice and/or our services.
c) With entities as required for the prevention of money laundering fraud and crime. Including financial institutions, tax authorities and regulatory bodies.
d) With courts, law enforcement authorities, regulators, government officials or attorneys or other parties where it is reasonably necessary for the establishment, exercise, or defence of a legal or equitable claim, or for the purposes of a confidential alternative dispute resolution process.
e) With service providers who we engage, including shared service centres, to process your Personal Data for any of the purposes listed above on our behalf and in accordance with our instructions only.
f) In the event of purchase or sale of any company, business or assets, in which case we may disclose your Personal Data to a prospective purchaser, subject to appropriate obligations of confidentiality.
Access and correction
Australian Privacy Principle 12 permits you to obtain access to the personal information we hold about you in certain circumstances, and Australian Privacy Principle 13 allows you to correct inaccurate personal information subject to certain exceptions. If you would like to obtain such access, please contact us.
Data Archival and Removal Policy
Personal Data that is no longer actively used but must be retained for compliance or historical purposes is securely archived. Our archival process ensures that:
a) Data is encrypted and stored in a secure environment.
b) Archived data is only accessible by authorised personnel.
c) Data is reviewed periodically, and when no longer required, securely deleted in accordance with our data destruction policy.
Users may also request deletion of their Personal Data at any time, subject to legal obligations requiring its retention.
Children’s data
Employi does not collect or process personal data from individuals under the age of 18.
Breach notification process
Employi is committed to protecting the personal data of our users and complying with the Notifiable Data Breach (NDB) Scheme under the Australian Privacy Act. If a data breach occurs, we follow a structured process to assess and respond appropriately.
Assessing Data Breaches
Upon becoming aware of a potential data breach, we promptly investigate to determine:
a) Whether personal information has been accessed, disclosed, or lost in an unauthorized manner.
b) The likelihood of serious harm to affected individuals.
c) Remediation steps to contain or mitigate the impact.
Notification Obligations
If we determine that a data breach is likely to result in serious harm, we will:
a) Notify affected individuals as soon as practicable, providing clear guidance on steps they can take to protect themselves.
b) Report the breach to the Office of the Australian Information Commissioner (OAIC), including details of the breach, the information involved, and our response measures.
Your Rights
Employi supports and commits to ensuring the protection of your rights under applicable laws, which may include (depending on the jurisdiction in which you are located):
Your right to access and correct data.
You can request a copy of the Personal Data we hold about you. You may also request rectification of inaccurate Personal Data, or to have incomplete Personal Data completed.
Your right to be forgotten.Your right to be forgotten entitles you to request the erasure of your Personal Data in cases where:
a) The data is no longer necessary for the purpose for which it was collected.
b) You choose to withdraw your consent.
c) You object to the processing of your Personal Data.
d) Your Personal Data has been unlawfully processed.
e) There is a legal obligation to erase your Personal Data.
f) Erasure is required to ensure compliance with applicable laws.Right to restriction of processing.
You may request that processing of your Personal Data be restricted in the cases where:
a) You contest the accuracy of your Personal Data.
b) Employi no longer needs your Personal Data for the purposes of the processing.
c) You have objected to processing for legitimate reasons.Right to data portability.
You can request, where applicable, the portability of your Personal Data that you have provided to Employi. We will do this in a commonly used, and machine-readable format. You have the right to transmit this data to an alternative Controller where:
a) The processing of your Personal Data is based on consent or on a contract.
b) The processing is carried out by automated means.
You can also request that your Personal Data be transmitted to a third party of your choice (where technically feasible).Right to object to processing.
You may object (i.e. exercise your right to “opt-out”) to the processing of your Personal Data, particularly in relation to profiling.
Right not to be subject to automated decisions.
You have the right not to be subject to a decision based solely on automated processing, including profiling, which has a legal impact for you or significantly affects you. We do not implement automated decision-making methods.
Right to withdraw your consent at any time.
When the processing of your Personal Data is based on consent, you can withdraw it. This does not affect the lawfulness of the processing based on such consent before consent is withdrawn.
In the event you wish to exercise any of the rights listed above, please:
Send an email request to us at support@employi.com.au
We will aim to respond to your request within the time limits imposed by applicable law. We typically do not charge a fee for you to access your Personal Data but may charge a reasonable fee for providing such access if your request is clearly unfounded, repetitive or excessive for us to respond to. We may also need to request specific information from you to help us confirm your identity and ensure your right to access your Personal Data (or to exercise any of your other rights). This is a security measure to ensure that Personal Data is not disclosed to a person who has no right to receive it.
Overseas transfer
Your personal information will not be disclosed to recipients outside Australia unless you expressly request us to do so. If you request us to transfer your personal information to an overseas recipient, the overseas recipient will not be required to comply with the Australian Privacy Principles and we will not be liable for any mishandling of your information in such circumstances.
Cookies, use and management
We use “cookies” on our website. “Cookies” are portions of text that are placed on your computer’s hard drive when you visit certain websites. We may use cookies to tell us, for example, whether you have visited us before or if you are a new visitor and to help us identify features in which you may have the greatest interest. Cookies may enhance your online experience by saving your preferences while you are visiting a website.
We will let you know when you visit our websites what types of cookies we use and how to disable such cookies. Where required by law, you will have the ability to visit our websites and refuse the use of cookies at any time on your computer. You can accept or manage your preferences as a first action on visiting the website, or via your browser settings, but removal of some cookies may affect the performance of some website features.Complaint procedure
If you have a complaint concerning the manner in which we maintain the privacy of your personal information, please contact us as set out below. If we agree that your complaint is well founded, we will, in consultation with you, take appropriate steps to rectify the problem. If you remain dissatisfied with the outcome, you may refer the matter to the Office of the Australian Information Commissioner.
Keeping this notice up to date
We may update this Privacy Notice as required over time to reflect business changes or changing legal requirements by publishing a new version on our website. If we make any significant changes to this Privacy Notice, we will make reference to the change on our website stating when any changes are made. You are invited to check this page occasionally to ensure you are happy with any updates to it.
How to contact us about privacy
If you have any queries, or if you seek access to your personal information, or if you have a complaint about our privacy practices, you can contact us through: support@employi.com.au