Elite Screening Australia Pty Ltd, (ESA), (We/Our), is an Accredited Body able to conduct Nationally Coordinated Criminal History Checks (NCCHC).
Accredited Bodies use the National Police Checking Service (NPCS), administered by the Australian Criminal Intelligence Commission (ACIC), to obtain criminal history information, with the informed consent of the individual applicant.
ESA is not allowed to obtain criminal history information without the consent of the individual about whom the information is sought.
ESA also conducts other types of pre-employment screening activities on behalf of employers such as reference checking, qualifications verification, and medical screening.
The performance of our functions and activities, including our collection, use, storage, retention. security and disclosure of your personal information is in accordance with all relevant privacy laws.
We respect your privacy
ESA respects your right to privacy and is committed to safeguarding the privacy of our customers and website visitors. This policy sets out how we collect and treat your personal information.
ESA adheres to the Australian Privacy Principles contained in the Privacy Act 1988 (Cth).
Personal information is any information which identifies an individual, or from which the individual’s identity can reasonably be ascertained. It includes an individual’s name, address, telephone number, driver’s license number, date of birth, work experience, skills and qualifications, any test results, referee contact details and other information relating to career, education, and personal interests.
Sensitive information is information about an individual’s racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual orientations or practices or criminal record.
Employee record means information contained in or recorded in a record about health, training, discipline or resignation of the employee, termination of the employment of the employee, terms and conditions of employment, personal and emergency contact details, employee performance or conduct, hours of employment, salary or wages, membership of a professional or trade association, trade union of membership, recreation, long service leave, sick, personal, maternity, paternity or other leave).
What types of personal information is collected?
ESA will, from time to time, receive and store personal information you submit to our website, provided to us directly or given to us in other forms.
Personally identifying information such as full name, date of birth, place of birth, current address, previous addresses, driver’s license and passport details, signature.
Sensitive information such as criminal history details and memberships
Biometric information such as fingerprint comparison. On rare occasions, this information can be requested by Police agencies where there is a name match.
Demographic information such as information about race, ethnicity, profession, or occupation. Information relating to an applicant’s check purpose or employment.
Information or opinion relating to an applicant’s current or previous application process. This information may include the opinion of others about your work performance (whether true or not).
You may provide basic information such as your name, phone number, address, and email address to enable us to send you
We may collect additional information, provide updates and process your information at other times, including but not limited to, when you provide feedback, when you provide information about your personal or business affairs, change your content or email preference, respond to surveys and/or promotions, provide financial or credit card information, or communicate with our customer support.
How we collect your personal information
Information about you is collected via hard copy (paper) forms and certified photocopies of identification or electronically via secure online systems.
Where possible, we will collect your personal information directly from you. Personal and sensitive information will be collected from you when:
You provide it to us directly;
You provide it to us via one of Legal Entity Customers (your employer or potential employer)
We undertake or receive any personal, professional, or academic reference about you;
We receive any results of inquiries that we might make of your former employers, colleagues or associates;
We receive any performance feedback (whether positive or negative);
We undertake NCCHC and other pre-employment checks.
How we use your personal information
ESA may use personal information collected from you to provide you with information about our products or services. We may also make you aware of new and additional products, services, and opportunities available to you.
ESA use personal information only for the purposes that you consent to. This may include to:
Provide you with services during the usual course of our business activities;
Administer our business activities including audits, quality control, system updates;
Manage, research, and develop our products and services;
Provide you with information about our products and services;
Communicate with you by a variety of measures including, but not limited to, by telephone, email, SMS, or mail; and
Investigate any complaints.
Personal information may also be used for general law enforcement purposes, including those purposes set out in the Australian Crime Commission Act 2002 (Cth).
Why we collect information and from whom
ESA uses personal information to conduct NCCHCs via the NPCS database, whereby the information supplied to the database assists in determining the correct identity of the applicant and obtaining any disclosable criminal history information.
ESA will only use personal information for conducting NCCHCs or other pre-employment screening checks for which the individual has consented.
With your consent, we may collect personal information from third parties including Australian Criminal Intelligence Commission (ACIC), NPCS, Equifax (Australia) Pty Ltd, GBG (Australia) Holding Pty Ltd, Australian Securities & Investments Commission, Snapforms, Department of Home Affairs (HA) (VEVO)and Australian Health Practitioner Regulation Agency.
Where practical, we will only use personal information contained in a record if it is accurate, complete, and up to date. In many instances, we rely upon the subject individual to provide accurate and complete information and to advise us should their circumstances change over time.
We collect information to comply with our obligations under the agreement we have with the Australian Criminal Intelligence Commission (ACIC) regarding the NPCS.
Disclosure of your personal information
Personal information is only disclosed to the individual or to the individual’s employer, Legal Entity Customers, potential employer, or employment agency where the individual’s informed consent has been obtained. Personal information will NEVER be sold or distributed to third parties without the express consent of the individual.
If you withhold your personal information, it may not be possible for us to provide you with our products and services or for you to fully access our website.
We may disclose your personal information to comply with a legal requirement, such as a law, regulation, court order, subpoena, warrant, legal proceedings or in response to a law enforcement agency request.
If there is a change of control in our business or a sale or transfer of business assets, we reserve the right to transfer to the extent permissible at law our user databases, together with any personal information and non-personal information contained in those databases.
We may disclose personal information to ACIC and NPCS, for the purposes of obtaining NCCHCs.
ACIC and NPCS use this personal information, to disclose to us, police information relating to you, including NCCHCs, to update records held about you and for law enforcement, including purposes set out in the Australian Crime Commission Act 2002 (Cth).
If you are an individual residing in Australia, you have certain rights as to how your personal information is obtained and used. ESA complies with your rights under the Privacy Act as to how your personal information is used and controlled.
You have the following rights:
to be informed how your personal information is being used;
access to your personal information (we will provide you with a free copy of it);
to correct your personal information if it is inaccurate or incomplete;
to retain and reuse your personal information for your own purposes;
Storage of personal Information
Information that we collect may from time to time be stored, processed in, or transferred between parties or sites located in Australia.
The hosting facilities for our website are situated in Australia. Our Suppliers and Contractors are situated in Australia.
You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.
Personal information is disposed of in accordance with our Agreement for controlled access by duly Accredited Bodies to Nationally Coordinated Criminal History Checks (Agreement) as follows:
Personal information: Nationally Coordinated Criminal History Check application
Retention Period: At least 12 months after receipt of the nationally coordinated criminal history check result.
Disposal Period: No more than 3 months after the minimum retention period (15 months in total).
Personal information: Copies of Identity Documents the applicant presented for their nationally coordinated criminal history check including verification method.
Retention Period: At least 12 months after the receipt of the nationally coordinated criminal history check result.
Disposal Period: No more than 3 months after the minimum retention period (15 months in total).
We store and retain personal information in accordance with the Australian Crime Commission Act 2002 (Cth).
Security of your personal information
Protection of Personal Information and Police Information Safeguards
ESA is committed to ensuring that the information you provide to us is secure.
To prevent unauthorized access or disclosure, we have put in place suitable physical, electronic, and managerial procedures to safeguard and secure information and protect it from misuse, interference, loss and unauthorized access, modification, and disclosure.
We collect information in accordance with our Information Security Policy found on our website at: www.elitescreeningaustralia.com.au/ISP. This helps prevent unauthorized access, maintains data accuracy, and ensures that the information is used correctly.
All information stored electronically is either password protected and/or encrypted at rest using 256- bit encryption on our servers. All electronic information is backed up daily and stored securely.
Personal information is not stored or transmitted internationally except in instances where our Legal Entity Customer may choose to transmit the information to overseas offices, in which case it is incumbent upon the legal entity customer to adequately protect the transmitted information.
All of Elite Screening Australia’s Legal Entity Customers are subject to audit on a regular basis to ensure compliance with the information security requirements and privacy law.
All ESA employees are subject to appropriate screening (NCCHC), Confidentiality Agreements and are subject to internal procedures for the handling and security of personal information.
ESA will only use or disclose personal information obtained for NCCHC in accordance with ESA’s Agreement for controlled access by duly Accredited Bodies to Nationally Coordinated Criminal History Checks (Agreement). This reflects our commitment to the Privacy Act 1988 which provides that personal information collected for a primary purpose can only be used for that primary purpose (unless a secondary purpose exemption applies).
We secure personal information and police information in accordance with the Australian Crime Commission Act 2002 (Cth).
Access to your personal information
You may request details of personal information that we hold about you in accordance with the provisions of the Privacy Act 1988 (Cth). If you would like a copy of the information which we hold about you or believe that any information we hold on you is inaccurate, out of date, incomplete, irrelevant or misleading, please email us at firstname.lastname@example.org.
We reserve the right to refuse to provide you with information that we hold about you, in certain circumstances set out in the Privacy Act or any other applicable law.
Complaints about privacy
If you have any complaints about our privacy practices, we encourage you to send in details of your complaints to email@example.com. We take complaints very seriously and will respond shortly after receiving written notice of your complaint.
All employees of ESA are under an obligation to preserve the privacy of customers, clients, agents, contractors, suppliers, distributors, and fellow workers. In preserving this privacy, employees must refrain from disclosing confidential information. This obligation extends to out of hours conduct and any breach of privacy in this regard may be subject to an investigation.
Where confidential and personal information is found to have been disclosed by an employee, they may be subject to a disciplinary process in accordance with ESA’s disciplinary procedures.
When you visit our website
When you come to our website (www.elitescreeningaustralia.com.au), we may collect certain information such as browser type, operating system, website visited immediately before coming to our site, etc. This information is used in an aggregated manner to analyze how people use our site, such that we can improve our service.
Third party sites
Our site may from time to time have links to other websites not owned or controlled by us. These links are meant for your convenience only. Links to third party websites do not constitute sponsorship or endorsement or approval of these websites. Please be aware that ESA is not responsible for the privacy practices of other such websites.
Disputing nationally coordinated criminal history check results
Individuals who do not agree with their nationally coordinated criminal history check results are entitled to dispute the results. Information about how to dispute your nationally coordinated criminal history check results can be found here on our website.
To make a request to inspect such records Phone (07) 30889694 or email firstname.lastname@example.org