i3Group is strongly committed to protecting your privacy while interacting with our website, products and services. We take all measures to ensure we provide a safe and secure environment for all our clients and their employees.
We are bound by the National Privacy Principles in the Privacy Act 1988 (Commonwealth) as well as other applicable laws and codes affecting your personal information. This Privacy Statement outlines how we manage your personal information. It also describes generally the sorts of personal information held and for what purposes, and how that information is collected, held, used and disclosed and a right to correct it if it is wrong.
Our staff are trained to respect your privacy in accordance with our standards, policies and procedures.
What personal information does i3Group collect?
“Personal Information” is any information or opinion from which an individual’s identity can be ascertained. i3Group collects only the information necessary to provide its services. i3Group generally collects personal information such as an individual’s name, address, e-mail address, user ID, banking details, date of birth, payroll details, and employment-related information such as salary details, superannuation contributions, Tax File Number, and PAYG withholding tax.
In most situations, i3Group collects personal information about an individual directly from i3Group’s client who is employing the individual. Where i3Group is provided with personal information by its clients, it relies on its clients having obtained the consent of the individual for the collection, use, and disclosure of his or her personal information to and by i3Group. It also relies on its client’s drawing the points set out in this statement to the individual’s attention.
Although the employee payroll data belongs to our clients, we are responsible for protecting the personal information from access by any unauthorised person. Our clients are responsible for setting up appropriate access controls from their location(s). There are three levels of security available: 1. iSeries security. All data is stored on our payroll software provider’s secure iSeries servers, whose industry recognised security structure ensures the best possible security of the information. 2. Network security. The data is protected by firewalls to stop unauthorised access by third parties over the Internet. 3. Application security. This is the password level security, which means that you can partition access to certain individuals in your organisation. It also prevents any of our unauthorised employees and other clients from accessing your data.
Our employees are only permitted to access your data in order to resolve an issue you or your employer has with our product, or if it is necessary for our payroll software provider to maintain their servers or perform backups. All our employees are subject to confidentiality obligations under their contracts of employment. These obligations apply during and after their employment with us and prohibit disclosure of confidential information which may come into their possession during their employment.
In the provision of other services beyond payroll outsourcing, i3Group may collect similar information where necessary.
i3Group does not collect personal information prior to obtaining the consent of its clients or of the individual(s) involved.
Keeping your personal information accurate and up-to-date
We aim to make sure that the personal information we collect, use or disclose is accurate, complete and up-to-date. We will take reasonable steps to make sure this is the case. This way we can provide you with better service.
Where clients inform us of changes, we process them as soon as practicable. We also ensure accuracy by telephoning clients regularly or following up returned mail. However, for data that we hold on behalf of our employer clients, you may need to contact your employer to update your personal information.
If your personal information changes please contact us and we will endeavour to update and correct the relevant information. We may also contact you from time to time to check that your personal information is correct.
Protecting your personal information
We store information in different ways, including in paper and electronic form. The security of your personal information is important to us and we take reasonable steps to protect it from misuse and loss and unauthorised access, modification or disclosure. Some of the ways we do this are:
- confidentiality requirements for our employees;
- document storage security policies;
- security measures for systems access;
- providing a discreet environment for confidential discussions;
- only allowing access to personal information where the individual seeking access has satisfied our identification requirements;
- access control for our buildings;
Gaining access to your personal information
You can gain access to your personal information. This is subject to some exceptions allowed by law. Factors affecting a right to access include:
- access would pose a serious threat to the life or health of any individual;
- access would have an unreasonable impact on the privacy of others;
- a frivolous or vexatious request;
- the information relates to a commercially sensitive decision making process;
- access would be unlawful;
- access would prejudice enforcement activities relating to criminal activities and other breaches of law, public revenue, a security function or negotiations with you;
- legal dispute resolution proceedings;
- where a third party has given us health information about you in confidence; and
- denying access is required or authorised by or under law.
We will give you reasons if we deny access.
Using Government Identifiers
Although in certain circumstances we are required to collect government identifiers such as your tax file number, Medicare number or pension card number, we do not use or disclose this information other than when required or authorised by law or unless you have voluntarily consented to disclose this information to any third party.
Your sensitive information
Without your consent we will not collect information about you that reveals your racial or ethnic origin, political opinions, religious or philosophical beliefs or affiliations, membership of a professional or trade association, membership of a trade union, details of health, disability, sexual orientation, or criminal record.
This is subject to some exceptions including:
- the collection is required by law; and
- when the information is necessary for the establishment, exercise or defence of a legal claim.
How is information collected, used, and disclosed?
Information is collected on our site from you, to provide you with rewarding services for your use. Depending on the service you are accessing, we do ask you to provide your personal information –we may request that you voluntarily supply us with information including your e-mail address, street address, telephone number or other information, so that we may enhance your site visit or follow up with you after your visit.
If you have voluntarily provided information, you consented to the collection and use of your personal information as described in this Privacy Statement. We do not sell or rent personal information collected through this site to anyone unless you have authorised us to do so. Also, i3Group may provide aggregate statistics about visitors to our sites, such as volume, traffic patterns, and related site information to reputable third-party vendors, but these statistics will include no personal information.