This Policy was last reviewed and updated on: 10 December 2025
Introduction
From time to time Wise OT Solutions is required to collect, hold, use and disclose personal information relating to individuals (including, but not limited to, its customers, contractors, suppliers and employees) in the performance of its business activities.
This document sets out the Wise OT Solutions’ policy about the protection of personal information, as under the Privacy Act 1998 (Cth) the (“Act”) and the Australian Privacy Principles (“APP”).
Who we are
Our website address is: https://wiseotsolutions.com.au.
What is Personal Information?
Personal information means information or an opinion (including information or an opinion forming part of a database), whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent or can reasonably be ascertained, from the information or opinion.
Employee Records
This policy does not apply to the collection, holding, use or disclosure of personal information that is an employee record.
An employee record is a record of personal information relating to the employment of an employee. Examples of personal information relating to the employment of the employee include, but are not limited to, health information and information about the engagement, training, disciplining, resignation, termination, and terms and conditions of employment of the employee. Please see the Act for further examples of employee records.
Kinds of information that Wise OT Solutions collects and holds
Wise OT Solutions collects personal information that is reasonably necessary for one or more of its functions or activities.
The type of information that Wise OT Solutions collects and holds may depend on your relationship with them. For example:
Candidate: if you are a candidate seeking employment with Wise OT Solutions, they may collect and hold information including your name, address, email address, contact telephone number, gender, age, employment history, references, resume, medical history, emergency contact, taxation details, qualifications and payment details.
Customer: if you are a customer of Wise OT Solutions, they may hold on to the following information: your name, address, email address, contact telephone number, gender and age.
Supplier: if you are a supplier of Wise OT Solutions, the information held may include your name, address, email address, contact telephone number, business records, billing information, and information about goods and services supplied by you.
Referee: if you are a referee of a candidate being considered for employment by Wise OT Solutions, the information collected and held may include your name, contact details, current employment information and professional opinion of the candidate.
Sensitive information
Wise OT Solutions will only collect sensitive information where you consent to the collection of the information, and the information is reasonably necessary for one or more of Wise OT Solutions’ functions or activities. Sensitive information includes, but is not limited to, information or an opinion about the racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs, membership of a trade union, sexual preferences, criminal record, health information or genetic information.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. We have no control over the information accessed through links from our site. You use links at your own risk.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Cookies and Analytics
We use a range of tools provided by third parties including search engine browsers, Google Analytics and our web hosting company, to collect or view website traffic information. These sites have their own privacy policies. We also use cookies and session tools to improve your experience when accessing our website.
Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. Some website features may not function properly without cookies.
The information collected by these tools may include the IP address of the device you are using and information about sites that IP address has come from, the pages accessed on our site and the next site visited. We use the information to help to track your use of our websites to improve your user experience and the quality of our services. We may also use it for improving our marketing by identifying topics you are most interested in.
How Wise OT Solutions collects and holds personal information
Wise OT Solutions must collect personal information only by lawful and fair means. Wise OT Solutions will collect personal information directly from you if it is reasonable or practicable to do so.
Wise OT Solutions may collect personal information in some ways, including without limitation:
a. through application forms;
b. by email or other written mechanisms;
c. over a telephone call;
d. in person;
e. through transactions;
f. through our website;
g. by technology that is used to support communications between us;
h. through publicly available information sources (which may include telephone directories, the internet and social media sites);
i. direct marketing database providers.
When Wise OT Solutions collects personal information about you through publicly available information sources, it will manage such information in accordance with the APPs.
At or before the time or, if it is not reasonably practicable, as soon as practicable after, Wise OT Solutions collects personal information, Wise OT Solutions must take such steps as are reasonable in the circumstances to either notify you or otherwise ensure that you are made aware of the following:
a. the identity and contact details of Wise OT Solutions;
b. that Wise OT Solutions has collected personal information from someone other than you or if you are unaware that such information has been collected;
c. that collection of personal information is required by Australian law if it is;
d. the purpose for which Wise OT Solutions collects the personal information;
e. the consequences if Wise OT Solutions does not collect some or all of the personal information;
f. any other third party to which Wise OT Solutions may disclose the personal information;
g. Wise OT Solutions’ privacy policy contains information about how you may access and seek correction of personal information held by them and how you may complain about a breach of the APPs; and
h. whether Wise OT Solutions is likely to disclose personal information to overseas recipients and the countries in which those recipients are likely to be located.
Unsolicited personal information is personal information that Wise OT Solutions receives which it did not solicit. Unless Wise OT Solutions determines that it could have collected the personal information in line with the APPs or the information is contained in a Commonwealth record, it must destroy the information to ensure it is de-identified.
Purposes for which Wise OT Solutions collects holds, uses and discloses personal information
Wise OT Solutions will collect personal information if it is reasonably necessary for one or more of its functions or activities.
The main purposes for which Wise OT Solutions may collect, hold, use and disclose personal information may include but are not limited to:
a. recruitment functions;
b. customer service management;
c. training and events;
d. surveys and general research;
e. business relationship management; and
f. to provide you with information or updates.
Wise OT Solutions may also collect, hold, use and disclose personal information if you consent or if required or authorised by law.
Direct marketing:
a. Wise OT Solutions may use or disclose personal information (other than sensitive information) about you for direct marketing (for example, advising you of new goods and services being offered by Wise OT Solutions).
b. Wise OT Solutions may use or disclose sensitive information about you for direct marketing if you have consented to the use or disclosure of the information for that purpose.
c. You can opt out of receiving direct marketing communications from Wise OT Solutions by contacting us in writing or if permissible accessing Wise OT Solutions’ website and unsubscribing appropriately.
How long we retain your data
We will not keep your personal information for longer than we need to. In most cases, this means that we will only retain your personal information for the duration of your relationship with us unless we are required to retain your personal information to comply with applicable laws, for example record-keeping obligations.
Disclosure of Personal Information
Wise OT Solutions may disclose your personal information for any of the purposes for which it is was collected, or where it is under a legal duty to do so.
Disclosure will usually be internally and to related entities or third parties such as contracted service suppliers.
Before Wise OT Solutions discloses personal information about you to a third party, Wise OT Solutions will take steps as are reasonable in the circumstances to ensure that the third party does not breach the APPs about the information.
Access to personal information
If Wise OT Solutions holds personal information about you, you may request access to that information by putting the request in writing and sending it to the Director. Wise OT Solutions will respond to any request within a reasonable period, and a charge may apply for giving access to the personal information.
There are certain circumstances in which Wise OT Solutions may refuse to grant you access to the personal information. In such situations, Wise OT Solutions will give you written notice that sets out:
a. the reasons for the refusal; and
b. the mechanisms available to you to make a complaint.
Correction of personal information
If Wise OT Solutions holds personal information that is inaccurate, out-of-date, incomplete, irrelevant or misleading, it must take steps as are reasonable to correct the information.
If Wise OT Solutions holds personal information and you make a request in writing addressed to the Director to correct the information, Wise OT Solutions must take steps as are reasonable to correct the information and respond to any request within a reasonable period.
There are certain circumstances in which Wise OT Solutions may refuse to correct the personal information. In such situations, Wise OT Solutions will give you written notice that sets out:
a. the reasons for the refusal; and
b. the mechanisms available to you to make a complaint.
If Wise OT Solutions correct personal information that it has previously supplied to a third party and you request us to notify the third party of the correction, Wise OT Solutions will take such steps as are reasonable to give that notification unless impracticable or unlawful to do so.
Integrity and security of personal information
Wise OT Solutions will take such steps (if any) as are reasonable in the circumstances to ensure that the personal information that it collects is accurate, up-to-date and complete.
Employees must take steps as are reasonable in the circumstances to protect the personal information from misuse, interference, loss and unauthorised access, modification or disclosure.
Employees must report any incident or suspected incident where personal information could be used for malicious intent or is likely to result in serious harm to any individual affected (Data Breach) to the Privacy Officer as soon as reasonably practicable and no later than 24 hours after becoming aware of the Data Breach.
Examples of a Data Breach include:
a. Lost or stolen laptops or tablets;
b. Lost or stolen mobile phone devices;
c. Lost or stolen USB storage devices;
d. Lost or stolen paper records or documents containing personal information relating to the Employer’s customers or employees;
e. Employees mistakenly providing personal information to the wrong recipient (e.g. payroll details to wrong address);
f. Employees providing confidential information to the Employer’s competitors;
g. Credit card information lost from insecure files or stolen from garbage bins;
h. Where a database has been “hacked” to illegally obtain personal information; and
i. Any incident or suspected incident where there is a risk that personal information may be misused or obtained without authority.
If you are aware of, or reasonably suspect a Data Breach, please contact the Director to report the Data Breach.
If Wise OT Solutions holds personal information and it no longer needs the information for any purpose for which the information may be used or disclosed and the information is not contained in any Commonwealth record and Wise OT Solutions is not required by law to retain the information, it will take such steps as are reasonable in the circumstances to destroy the information or to ensure it is de-identified.
Anonymity and Pseudonymity
Individuals have the option of not identifying themselves or using a pseudonym when dealing with Wise OT Solutions about a particular matter. This does not apply:
a. where Wise OT Solutions is required or authorised by or under Australian law, or a court/tribunal order, to deal with individuals who have identified themselves; or
b. where it is impracticable for Wise OT Solutions to deal with individuals who have not identified themselves or who have used a pseudonym.
However, in some cases, if an individual does not provide Wise OT Solutions with the personal information when requested, Wise OT Solutions may not be able to respond to the request or provide the individual with the goods or services that they are requesting.
Complaints
Individuals have a right to complain about Wise OT Solutions’ handling of personal information if the individual believes Wise OT Solutions has breached the APPs.
If an employee becomes aware of an individual wanting to make such a complaint to Wise OT Solutions, the employee should direct the individual to first contact the Manager in writing. Complaints will be dealt with in accordance with Wise OT Solutions’ complaints procedure, and Wise OT Solutions will provide a response within a reasonable period.
Individuals who are dissatisfied with Wise OT Solutions’ response to a complaint may refer the complaint to the Office of the Australian Information Commissioner.
Breach of this policy
An Employee directed by Wise OT Solutions to do an act under this policy and which relates to personal information, must ensure that in doing the act they comply with the obligations imposed on Wise OT Solutions. An Employee directed by Wise OT Solutions who fails to do an act in accordance with this policy will be deemed to have breached this policy and will be subject to formal counselling and disciplinary action, up to and including possible termination of employment.
Contact Us
Phone: 1800 9473 68
Email: admin@wiseotsolutions.com.au
PO Box 109, Panania NSW 2213
www.wiseotsolutions.com.au