Privacy Policy and Collection Statement
1. Purpose
HaloWorks is committed to protecting the privacy and security of personal information and handling information in a transparent, ethical and lawful manner.
This Privacy Policy explains how HaloWorks collects, uses, stores and discloses personal information in connection with the HaloWorks platform, products, website and related services.
2. Applicability / Scope
This policy applies to HaloWorks employees, contractors, customers, authorised users, website visitors, prospective customers, business partners and service providers who interact with HaloWorks products, platforms and services.
3. Policy Statement
HaloWorks maintains governance, security and privacy practices designed to support compliance with applicable privacy and data protection laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
HaloWorks collects, uses, stores and discloses personal information necessary to operate its software platform, provide customer support, maintain security, improve services and conduct business operations.
3.1 Organisation Outcome Statement
HaloWorks is committed to clearly communicating its information handling practices so individuals and organisations understand what personal information is collected and how it is used, stored and protected.
4. Roles and Responsibilities
This policy is supported by HaloWorks’ Privacy Management Framework, which outlines responsibilities and accountabilities relating to privacy, information security and data handling.
5. Definitions
| Term of Abbreviation | Definition |
|---|---|
| Record | Any material that contains information including but not limited to paper documents and electronic files of all types. |
| Data | Information contained in a record including but not limited to personal, health and sensitive information. |
| Personal Information | Information that allows CHL to identify a person eg: name, contact details, employment history, financial details. |
| Health Information | Any information to assist in providing care services eg; health summary (past, present and future), healthcare identifier. |
| Sensitive Information | Any information that is unique to a person's life and necessary to provide care and/or services eg: religious beliefs, criminal history check. |
6. Personal Information
Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether true or not and whether recorded in material form or not.
Personal information may include contact details, account information, usage data, support interactions and other information required for the operation and support of the HaloWorks platform.
6.1 Collection of Personal Information
HaloWorks collects personal information directly from individuals and organisations through interactions with the HaloWorks platform, website, customer support services, events, surveys, marketing activities and other business interactions.
Collection may occur when users create accounts, submit incidents or records through the platform, contact customer support, attend webinars or events, subscribe to updates, apply for employment or otherwise interact with HaloWorks.
Personal information may be stored electronically in secure cloud-based systems and databases with access controls and password protection.
Where practicable, HaloWorks will work with individuals who wish to interact anonymously or using de-identified information.
6.2 How We Collect, Hold, Use and Disclose Personal Information
HaloWorks collects and holds personal information in order to provide, operate and maintain the HaloWorks platform and related services.
HaloWorks may use personal information to:
- administer user accounts and platform access;
- provide customer support and technical assistance;
- improve platform functionality, security and performance;
- communicate service updates, notices and product information;
- conduct analytics, training and research activities; and
- comply with legal and regulatory obligations.
HaloWorks may also use personal information for direct marketing communications where consent has been provided or where otherwise permitted by law.
Individuals may withdraw consent to certain uses or disclosures of their information at any time, subject to legal and operational requirements.
6.3 Automated Decision Making and Technology
HaloWorks may use technology tools, analytics and emerging technologies, including artificial intelligence capabilities, to improve platform functionality, service delivery, security and user experience.
Where HaloWorks introduces functionality involving automated processing or artificial intelligence that materially impacts users or personal information handling, HaloWorks will take reasonable steps to provide transparency and comply with applicable privacy obligations.
6.4 Access and Correction of Personal Information
Individuals may request access to personal information held by HaloWorks and may request corrections where information is inaccurate, incomplete or out of date.
Requests should be submitted in writing to the HaloWorks Privacy Officer. Appropriate identification may be required before access or corrections are provided.
Postal Address: PO Box 914
Macquarie Park NSW 1670
6.5 Protection of Personal Information
HaloWorks uses administrative, technical and physical safeguards to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.
Security measures may include:
- role-based access controls;
- encryption;
- secure cloud infrastructure;
- password protection and multi-factor authentication;
- monitoring and logging;
- firewalls and endpoint protection; and
- employee security awareness training.
Despite these safeguards, no method of transmission or storage is completely secure, and HaloWorks cannot guarantee absolute security.
6.6 Online Activity
HaloWorks may use cookies, analytics tools and similar technologies on its website and platforms to improve user experience, understand platform usage and support security and performance monitoring.
Users may manage cookie preferences through their browser settings, although disabling cookies may affect website functionality.
6.7 Direct Marketing
HaloWorks may send communications relating to products, services, events, updates and other information that may be relevant to customers and users where permitted by law.
Communications may be sent via email, SMS or other electronic means. Individuals may opt out of marketing communications at any time using the unsubscribe mechanism provided or by contacting HaloWorks directly.
6.8 Retention of Personal Information
HaloWorks retains personal information only for as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations, resolve disputes and enforce agreements.
Certain records may need to be retained for longer periods where required by applicable laws or regulatory obligations.
7. Alternative Formats
This Privacy Policy may be made available in alternative formats upon request. Requests can be directed to HaloWorks using the contact details below.
8. Enquiries and Complaints
If you have questions about this Privacy Policy, wish to access or correct your personal information, or would like to make a privacy complaint, please contact the HaloWorks Privacy Officer.
Postal Address: PO Box 914
Macquarie Park NSW 1670
HaloWorks will respond to enquiries and complaints within a reasonable timeframe. If you are not satisfied with the response, you may contact the Office of the Australian Information Commissioner (OAIC).
