PRIVACY POLICY

1. INTRODUCTION

At Generik Pty Ltd t/a Safe Workplace Docs (Australian Business Number: 23 609 804 346) (defined here as 'We', 'Us' or 'Our'), We recognise the importance of your privacy and understand the concerns surrounding security of personal information.

This Privacy Policy sets out how We collect, use and disclose "personal information" and other "non-personal information" We have gathered about you in relation to Our Services, including the application titled "Safe Workplace Docs", ("the App") which includes the versions available on iOS and Android/Google, Our web-based application, associated services, and functions, and Our website: https://www.safeworkplacedocs.com, https://www.safeworkplacedocs.com.au/.

Our Services may include links to third-party websites or services that are not owned or controlled by Us. We are not responsible for the content, privacy policies, or practices of any third-party websites or services. By interacting with these third-party links, you acknowledge and agree that any data or information you provide to these third parties is governed by their respective privacy policies.

By using Our App, you acknowledge and consent to the terms of this privacy policy.

This policy will let you know:

  • What information (often referred to as 'data') is collected from you;
  • How your information is used;
  • With whom your information may be shared;
  • How you can access, update, or delete your information.

We will comply with all relevant and applicable legislative requirements, and, in the event of any inconsistency, the legislative requirements will prevail over the provisions of this policy.

We note that for the purposes of accessing Our Services within Australia, the relevant and applicable law is the Privacy Act 1988 (Cth) and the associated Australian Privacy Principles contained in Schedule 1 of the Privacy Act 1988 (Cth) (the "Act"), and Health Record laws and the Spam Act 2003 (Cth).

Our Services are provided for use within Australia. This Privacy Policy is governed by Australian law, specifically the Privacy Act 1988 (Cth) and the Australian Privacy Principles. If you access Our Services from outside Australia, you do so on the basis that Australian law applies to our handling of your personal information.

2. YOUR RIGHTS UNDER APPLICABLE PRIVACY LAWS

2.1 Rights Under the Australian Privacy Act 1988 (Cth) and Australian Privacy Principles (APPs):

  • You have the right to request access to the personal information we hold about you.
  • You have the right to request correction of any inaccurate, incomplete, or outdated information.
  • You have the right to make a complaint if you believe your privacy has been breached.
  • For more details about your rights, please refer to the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles.

3. USER AGE LIMITS

Our Services, including the application titled "Safe Workplace Docs" (the "App"), are intended primarily for use by individuals who are 18 years of age or older. We do not permit or intend for personally identifiable information (PII) of children under 15 years of age to be collected, stored, or processed through Our Services. This includes any information that may be captured in safety documentation, or risk assessments.

Users between the ages of 15 and 17 may only use the Services with the explicit consent and supervision of a parent or guardian. However, the Services are primarily designed for adult users, and users under the age of 18 are required to meet any legal requirements applicable to their participation in work-related activities, including any relevant workplace safety and privacy laws.

It is the responsibility of the user or account holder to ensure that no PII related to children under 15 years of age is collected or entered into Our Services. Any user or account holder found to have collected or submitted such information will be required to delete it immediately.

If you become aware that PII of a child under the age of 15 has been inadvertently collected through Our Services, you are required to notify Us at the email address below immediately. We will take prompt action to delete the information and ensure compliance with relevant laws.

We do not permit behaviourally targeted advertising to children under the age of 15 years.

4. CONSENT TO PRIVACY POLICY

By using Our Services, including the Safe Workplace Docs application (the "App") and associated web-based platform, you acknowledge that you have read, understood, and agree to be bound by the terms of this Privacy Policy. You will be required to indicate your acceptance of this Privacy Policy by selecting a checkbox during the account registration process or by continuing to use Our Services after being notified of this policy.

If you do not agree with any part of this Privacy Policy, you must not use or access Our Services.

Mechanism for Accepting the Policy

Upon creating an account or first accessing Our Services, you will be prompted to read and accept this Privacy Policy. This acceptance may be indicated by clicking an "I Agree" button or checkbox, or any similar mechanism, which signifies your informed consent to our collection, use, disclosure, and storage of your information as described herein.

Right to Withdraw Consent

You have the right to withdraw your consent to this Privacy Policy at any time. If you wish to withdraw your consent, you may do so by contacting us at admin@safeworkplacedocs.com. Upon receipt of your withdrawal, your access to Our Services may be restricted or terminated, and your personal information will be handled in accordance with applicable laws and regulations.

5. WHAT DATA DO WE COLLECT?

We collect data in three ways.

  • A. Data collected automatically;
  • B. Data you provide us; and
  • C. Data collected by our partners.

The basis for collecting data is compliance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPS), and our legitimate interest in providing and improving our services.

Any data collected is done solely for internal uses that are reasonably and directly related to your relationship with Us.

6. DATA RETENTION POLICY

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Non-personal information may be retained for longer periods for analysis and research purposes. Once personal information is no longer needed, we will take reasonable steps to securely destroy or de-identify it.

A. Data collected automatically

Certain data is collected by Us, automatically. This includes:

  • Data about your device, such as the type of device (e.g., PC, mobile phone, tablet), mobile device name and operating system, browser type and language;
  • Data about your use of the Services, such as user data relating to your interactions and behaviour within the App; and
  • Your IP addresses, and mobile device identifiers (such as your device ID, MAC address, IMEI). Please note, there are ways to prevent this, which are outlined in both the 'Cookies and Tracking Technologies' section and the 'Third Party Service Providers' section below.

B. Data you provide us

We may collect and store the following information:

  • Your Personal Information (i.e., email, full-name and gender, phone number, signature, and business details, including entity name) where you create and manage your account to access Our Services;
  • Your Personal Information and any other relevant information when you nominate to provide it, within Our services and functions within the Services;
  • Your Personal Information related to your business entity (i.e., business name, ABN, business address) as relevant to the operations of Our Services;
  • Your Personal Information when you effect a payment in connection with (or within) Our Services;
  • Your Personal Information when you subscribe to our Newsletter;
  • Your email and other contact details (i.e., name, telephone number, and business entity) that you provide when you when you contact Us for a particular purpose, via our Services; and
  • Your Personal Information (i.e., email and full-name) and 'non-personal information' when you make subscribe to our referral program, make a referral through Our Services, and/or provide a review (or a testimonial) to access a discount within Our Services.

If you provide us with Personal Information about another person, you must ensure that you have obtained their consent to disclose this information to us and that they have been informed of, and agree to, the terms of this Privacy Policy.

C. Data we collect from our third-party partners

To operate and manage Our App (and its services) We need to use third party service providers from time to time. A list of those parties can be found in this privacy policy. The type of information We might collect from them includes:

  • Demographic data (to determine the coarse location of your IP address)
  • Data for analytics purposes.

For more detailed information on how these third-party providers collect and process your data, we encourage you to review their privacy policies. The relevant privacy policies can be found in the 'Third Party Service Providers' section of this document.

7. WHAT ABOUT SENSITIVE INFORMATION?

Sensitive information includes information about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a professional body, criminal records or health information.

We will not attempt to obtain nor record any sensitive information.

Our Services are not intended to store or process sensitive information, including health information as defined by the Privacy Act 1988 (Cth) and various state-based health records acts, including but not limited to the Health Records Act 2001 (Vic), the Health Records and Information Privacy Act 2002 (NSW), and the Health Care Act 2008 (SA).

We do not actively collect or store sensitive information, and users are strictly prohibited from including such information within Our Services. Users must share that any data and information they handle is compliant with all relevant legal obligations and does not include sensitive information. In the event that such data and information is inadvertently collected or stored, we will take appropriate steps to remove it and comply with relevant legal obligations regarding its deletion.

8. SENSITIVE INFORMATION HANDLING POLICY

8.1 Prohibition of Sensitive Information

The Services are not designed for the collection, storage, sending, transmission or sharing of sensitive or health information.

"Sensitive information" has the meaning given to that term in section 6(1) of the Privacy Act 1988 (Cth). It includes information or an opinion about an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual orientation or practices, criminal record, health information, genetic information, certain biometric information used for automated biometric verification or identification, and biometric templates.

Users are prohibited from entering, storing, sending, transmitting, or sharing sensitive information or health information through the Services.

8.2 Data Use and Disclosure

Any sensitive information inadvertently entered into Safe Workplace Docs services will:

8.2.1. Not be used or disclosed for any purpose other than to meet applicable legal obligations or to ensure appropriate management of the information.

8.2.2. Be handled in accordance with privacy laws, including the Privacy Act 1988 (Cth) and applicable Australian Privacy Principles (APPs).

8.2.3. Be secured against unauthorized access or misuse, with reasonable steps taken to minimize any impact on individuals.

8.3 User Responsibility

8.3.1. Data Compliance: Users are solely responsible for ensuring that any data they enter complies with applicable privacy, health, and workplace safety laws.

8.3.2. Consent: Users must obtain the necessary consent from individuals before entering information about them into the platform.

8.3.3. Prohibited Use: Users must refrain from using Safe Workplace Docs services to store, send, or share sensitive or health-related information.

8.4 General Handling

While Safe Workplace Docs does not knowingly collect or process sensitive information, we commit to:

8.4.1. Responding to Identified Instances: If sensitive information is identified, we will take appropriate steps to manage and address the issue.

8.4.2. Maintaining Secure Practices: Ensuring the data is handled securely while it is identified and addressed.

8.5 Liability Disclaimer

Safe Workplace Docs disclaims all liability for sensitive information entered, stored, or shared by users in violation of this policy. By using the platform, users acknowledge and accept responsibility for ensuring compliance with relevant laws and regulations.

9. WHAT IS PERSONAL INFORMATION?

'Personal Information' is information that identifies you as an individual such as your name, address, email, gender, age and birthday ("Personal Information"). This is only collected by Us if you submit it to Us directly. More specifically, we collect 'personal information' when you (a): establish an account relating to our Services; and/or (b): when you specifically provide your 'personal information' to Us and/or allow for Our Services to collect your 'personal information'.

You voluntarily and expressly consent to the collection, processing, and storage of your Personal Information, and you consent to your Personal Information being used for the purposes of providing the App to you (including its associated services and functions).

Sharing of Personal Information & User Content

You acknowledge and agree that by using Our Services, you (as the user) may provide third-parties with access to your Personal Information and 'non-personal information' that you have supplied via (or uploaded to) Our Services, by expressly sharing your documents and other materials created in (or stored within) Our App ("User Content"), to a third-party.

If you share Personal Information or User Content that includes information about other people, you must ensure you have the necessary consent before doing so. You are also responsible for ensuring that any sharing of information complies with all relevant legal and regulatory requirements.

By sharing User Content with third parties, you acknowledge and agree you do this voluntarily and are responsible for ensuring you are aware of the identity of the third-party to whom your share your User Content with.

10. NEWSLETTERS MAIL-OUTS AND PROMOTIONAL MATERIALS

When you opt in to join Our mailing list for the purpose of receiving Our newsletter, We will use that to provide you with direct marketing communications about our services, products and features of Our App and other events and promotions related to Our products ("Newsletter").

You may unsubscribe from Our Newsletter at any time. All you need to do is unsubscribe from the link in the letter, or let Us know in writing, via emailing Us at admin@safeworkplacedocs.com that you want to be removed.

If you wish to receive promotional information from Us, you will be asked to provide your email address to Us. This information is gathered by a third-party partner that collects and compiles that information for us so that we may undertake mail outs to large numbers of people. The third-party partner that We use to create and send promotional information is Mailerlite. The Mailerlite Privacy policy can be found here: https://www.mailerlite.com/legal/privacy-policy

11. REFERRAL PROGRAM

When you choose to subscribe to our referral program relating to Our App ("Referral Program"), you voluntarily and expressly consent to Us collecting your Personal Information for the purposes of sending 'commercial electronic message' (as that term is defined under the Spam Act 2003 (Cth)), i.e., emails and SMS, regarding Our App, products and services.

You acknowledge and agree that by using our Referral Program, you must obtain the voluntarily and express consent of any recipient you intend on issuing (or request Our App to issue) a 'commercial electronic message' to, via Our App, prior to issuing such 'commercial electronic message'.

12. COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar tracking technologies to track the activity on Our Services and store certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyse Our Services.

  • Types of Cookies Used:
    • Essential Cookies: These cookies are necessary for the website to function and cannot be switched off.
    • Session Cookies: We use Session Cookies to operate Our Services.
    • Preference Cookies: We use Preference Cookies to remember your preferences and various settings.
    • Security Cookies: We use Security Cookies for security purposes.
    • Performance Cookies: These cookies allow us to measure and improve the performance of our site.
    • Functionality Cookies: These cookies enable enhanced functionality and personalization.
    • Targeting Cookies: These cookies may be set through our site by our advertising partners.
    • Analytics Cookies: We use Analytics Cookies to track information about how Our Services is used so that we can make improvements.

You can control the use of cookies through your browser settings. However, disabling cookies may affect your experience with Our Services, or may not be able to use some portions of Our Services.

13. HOW DO WE USE THE DATA WE COLLECT?

Data collected can be personal to you or non-personal, and sometimes data that doesn't appear to be personal can become personal if certain other facts are learned. No matter how We come to collect your data, We will always treat it in accordance with this policy, and all applicable legislation.

13.1 User Feedback

If you contact Us with a comment or query, We keep a copy of any Personal Information you provide. This is so that We can respond to your comments and questions as a part of Our commitment to providing you with user support. If you contact Us directly for any reason, We also keep a copy of that correspondence.

14. INTERNATIONAL TRANSFERS TO THIRD-PARTY SERVICE PROVIDERS

We may transfer your personal information to third parties in jurisdictions outside of Australia. We will only transfer your personal information to these jurisdictions where we have taken reasonable steps to ensure that your information will be treated in a manner that is consistent with the Australian Privacy Principles (APPs). By using Our Services, you consent to such transfers and storage and processing of your personal information.

15. THIRD PARTY SERVICE PROVIDERS

Apart from Us, your data is accessible by Our third-party providers in the following circumstances. Our Services includes services from third-party providers such as functionalities through application programming interfaces (APIs) and Software Development Kits (SDKs) analytics services, payment processors, and marketing platforms. These third-party providers may access your data and operate under their own privacy policies.

While we strive to work with reputable companies with good privacy practices, this Policy does not apply to third-party services offered by other companies or individuals, including products or sites that may be displayed or linked to you through our services. We do not control the privacy policies or practices and your privacy settings with third parties, and your interactions with them. We encourage you to review their privacy policies (listed below) before interacting with Our App.

15.1 APIs

15.2 SDKs

16. GOODS AND SERVICES OFFERED THROUGH OUR PLATFORM

In addition to the third parties we use to provide Our Services, we may also offer access to goods and services provided by third-party vendors through Our platform. Safe Workplace Docs may receive commissions or referral fees for such purchases. Please note that any transactions or interactions with these third-party vendors are governed by their own terms and conditions and privacy policies.

17. COLLECTION OF OTHER 'NON-PERSONAL' INFORMATION

Some non-personal information may be gathered while you use Our App. Non-personal information is general, non-identifiable and anonymous information that is gathered for statistical, analytical and research purposes such as the improvement of Our Services (for example, bug fixes). Additionally, we may use non-personal information to enhance our service offerings, provide personalized content, or develop new features and services. This information helps us better understand user preferences and improve overall user experience.

18. ACCESS, DELETION AND CORRECTION OF YOUR PERSONAL INFORMATION

Regardless of how We come in contact with your personal information, you have the right to request access to any personal information We hold about you. You may request access to the information We hold about you by contacting Us via email at admin@safeworkplacedocs.com. If at any time You believe that personal information about You is incorrect, incomplete or inaccurate, You may request that We amend such information. If We refuse your request, We will provide you a written notice which will outlines the reasons for such refusal and the complaint mechanisms available to you.

If you are part of a workgroup account, any requests to access, amend, or delete personal information must first be directed to your account administrator or owner. The account administrator or account holder is responsible for managing all user permissions and ensuring that all requests are handled in accordance with our Privacy Policy and applicable legal requirements.

You may also request that We delete any personal information We hold about You by contacting Us via email at admin@safeworkplacedocs.com. If you wish to know what data We hold about you, if any, please make out your request to Us in writing at the address listed below. Please be aware that in order to protect the information in Our database, We will require identification from you before releasing any information.

Additionally, if any data that we hold includes personal information about other individuals that you have provided, it is your responsibility to ensure that you have obtained the necessary consent from those individuals before submitting a request to access, amend, or delete that information.

We are committed to maintaining the accuracy and privacy of the data and information we collect, and we will make all reasonable efforts to respond to your requests in a timely manner while ensuring compliance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs).

19. DISCLOSURE AND SECURITY OF YOUR INFORMATION

We will not sell, trade, rent or disclose any of the personal information you provide to us for any reason, without your prior consent, except as described in this Privacy Policy. Otherwise, your Personal Information will only be disclosed where required or allowable by law, such as to comply with a subpoena, court order, or other legal process, or to protect the rights, property, or safety of Safe Workplace Docs, our users, or others.

Your Personal Information is stored offsite in a manner that reasonably protects it from misuse, loss, unauthorised access, modification or disclosure. Specifically, your Personal Information is stored on third-party cloud servers, notably, Google Firebase and Vultr. We encourage you to review their privacy policies, as provided for above. We employ a range of security measures to protect your data from unauthorized access, alteration, disclosure, or destruction. These measures include encryption, firewalls, and access controls. However, please be aware that no method of transmission over the internet or electronic storage is completely secure. As such, while we aim to protect your personal information, we cannot guarantee its absolute security. In the event of a data breach, we will notify affected individuals as required by applicable laws and take appropriate steps to address and mitigate the impact.

We encourage you to review the privacy policies of our third-party service providers, as provided for above.

20. INTERNATIONAL TRANSFERS OF YOUR INFORMATION

Our Services are primarily intended for use within Australia. However, to provide and support our services effectively, your personal information may be stored and processed in data centres located outside of these countries, including offshore data centres in countries that may have different data protection laws.

To protect your privacy and ensure the safety of your personal information, we undertake the following measures:

  • We ensure that any offshore data centres we use are located in jurisdictions that provide a level of data protection substantially similar to that under the Australian Privacy Principles (APPs); or
  • We only transfer personal information to offshore data centres where such transfer is necessary for the performance of our services or is otherwise permitted by applicable Australian laws.

By using Our Services, you consent to the storage and processing of your personal information in offshore data centres in accordance with this privacy policy.

21. POLICY UPDATES

This Policy may change from time to time. The most current version of our Privacy Policy can be found at https://www.safeworkplacedocs.com/privacypolicy/. We will always keep this up to date so that you know what information we will collect from you, how we may use it, and when we may disclose it.

22. COMPLAINTS

You can lodge a complaint with us about any breach of our Privacy Policy at the address below.

Privacy Policy Contact Information

If you have any questions about our Privacy Policy, please contact us at: admin@safeworkplacedocs.com.

Office of the Australian Information Commissioner

Phone: 1300 363 992 (local call cost, but calls from mobile and pay phones may incur higher charges). If calling from overseas (including Norfolk Island): +61 2 9284 9749

TTY: 1800 620 241 (this number is dedicated to the hearing impaired only, no voice calls)

TIS: Translating and Interpreting Service: 131 450 (If you don't speak English or English is your second language and you need assistance and ask for the Office of the Australian Information Commissioner)

Post: GPO Box 2999 Canberra ACT 2601 Fax: +61 2 9284 9666 Email: enquiries@oaic.gov.au

Privacy Policy last updated 31 July 2026