1 Purpose
Angus Knight Group Australia (AKG) is committed to protecting the privacy of individuals’ personal and/or sensitive information (“personal information”) in accordance with the Privacy and Other Legislation Amendment Act 2024 (Cth), which supports and strengthens the Privacy Act 1988.
This policy outlines how AKG handles the personal information of individuals, including employees, customers, contractors, and personnel from our suppliers. It covers the collection, use, disclosure, and storage of personal information, as well as individuals’ rights to access their information.
AKG will review and update this Privacy Policy on an ongoing basis to take account of changes in law, business operations and to remain appropriate to Federal Government contracts.
2 Application of this Policy
This policy applies to all AKG employees, customers, all AKG suppliers, contractors and subcontractors, work experience students, interns, and volunteers (Workers).
3 Policy
This Policy describes how AKG protects the rights of prospective, current, and past employees and or customers and addresses the:
• Collection and use of personal information
• Release of personal information
• Accessing personal information
• Storing and disposal of personal information.
3.1 Where personal information is collected from
Employees
AKG collects personal information about its employees from interviews, employment applications, forms, resumes, correspondence, and various other sources in the course of employment.
AKG may hold the following personal information about an employee:
• Name, street address, telephone number
• Date of birth
• Email address
• Banking details, tax file numbers, and superannuation details
• Education and qualifications
• Health information
• Performance and remuneration details
• Occupation, position, and employment history; and
• Any other personal information received by AKG in the course of employment.
Customers
AKG collects personal information about customers before and while a customer is participating in programs delivered by AKG including but not limited to Workforce Australia, Inclusive Employment Australia (IEA), and National Disability Insurance Scheme (NDIS).
Certain laws and contractual provisions relating to operations of the above-mentioned programs require information to be collected and to legally discharge our government contractual duties. Our customers reserve the right to remove and/or limit the consent for the release of their personal information, details of which are outlined within the applicable consent forms.
AKG may hold the following personal information about a customer:
• Name, address and contact details (e.g. phone, email, and fax)
• Identity information (e.g. date of birth, country of birth, passport details, visa details, driver’s licence, birth certificates)
• Information about personal circumstances (e.g. marital status, age, gender, occupation)
• Information about background (e.g. educational qualifications, languages spoken and English proficiency)
• Government identifiers (e.g. Centrelink Reference Number, Job Seeker ID)
• Details of payments received from Services Australia
• Information about employment (e.g. work history, referee comments, remuneration)
• Details of income reported to Services Australia while registered with us and
• AKG may collect or hold some sensitive information about customers, with their consent*, including:
– Racial or ethnic origin
– Health (including information about medical history and any disability or injury)
– Information about the supports or services received, including supports or services being received or received in the past, and information about the people who provide those supports or services, and
– Any criminal record.
Customer health records are classified as sensitive information within the terms of the above-mentioned Australian Privacy Principles.
Customer records are retained by AKG for a length of time as stipulated by the various departmental and/or legislative requirements at which time the records are securely destroyed. Records associated with complaints and/or legal disputes are maintained until matters have been resolved.
3.2 How personal information is collected
AKG collects personal information in the following ways:
Employees
• When provided directly – e.g., during job applications, inductions, or onboarding
• When others provide it on behalf of the employee – such as recruitment agents, referees, or colleagues (e.g., for performance reviews or investigations)
• Through work-related activities – including entry logs, use of AKG equipment, and email monitoring to ensure compliance with company policies.
Customers
• Through the Department IT systems, we collect it from customers directly
• When a customer registers to receive email alerts or complete online inquiry forms via our website
3.3 Purposes for which personal information is collected, used, and disclosed
The purposes for which AKG collects, uses, and discloses personal information include:
Employees
• To establish, maintain and manage our relationship, including functions such as recruitment, payroll, appraisals, and any disciplinary action (including any termination of any employment or engagement), managing work and any claim in relation to injuries or illnesses, and any workers compensation claims made
• To assess or respond to claims, complaints, or conduct, or co-operate with investigations when required
• To obtain professional services as required including legal, human resources, industrial relations, accounting, and insurance services for purposes directly related to all the above
• Otherwise as permitted or required by law, or otherwise with employee consent.
Customers
• To provide relevant services on behalf of the Australian Government and assist customers to meet obligations under the Social Security Act 1999
• Determining eligibility for participation in services to assist in achieving employment and training goals
• Providing employment and training opportunities
• Contacting and supporting customers who have found employment
• Matching customers with the needs of the employer’s business and for the purpose of wage subsidies
• Resolving complaints.
3.4 Disclosure of personal information
We may disclose personal information to third parties in limited circumstances authorised under the Commonwealth Privacy Act 1988.
Employees
AKG will not disclose personal information about employees to any person except in the ordinary operation of business. AKG may disclose employee personal information to our:
• Technology service providers, including, internet service providers, cloud hosting service providers, software suppliers, maintenance and support service providers, and security services on a confidential basis so that they can provide services to AKG
• External consultants such as legal, human resources, industrial relations, accounting, and insurance; and
• Travel agents and suppliers of accommodation and travel services.
Prior consent will be obtained from individuals before providing:
• Written work references
• Work reference by telephone
• Any other personal or sensitive information
Customers
Personal information about customers may be shared with relevant entities to support participation in our programs and help meet mutual obligation requirements. We only share information that is necessary for service delivery, and wherever possible, we will discuss this with customers beforehand.
Information may be shared with:
• Registered Training Organisations
• Activity Hosts
• Employers
• Community Agencies
• Services Australia
• Other entities involved in delivering employment services
Personal information is never shared, sold, rented, or otherwise disclosed outside the company (except as required for any statutory or legal purposes) in ways different to what is described in this Policy.
Personal information is not disclosed to overseas recipients.
3.5 Access to personal information
Employees
Employees may request access to personal information AKG holds about them by contacting their People and Culture representative. The employee does not have to provide a reason for requesting access to their own personal information. Where AKG holds information that employees are entitled to access, AKG will endeavour to provide a suitable range of choices as to how it can be accessed (e.g., emailing or mailing it).
Customers
Customers may contact their local AKG Site or email quality@maxsolutions.com.au to request access to their own personal information.
Before giving access to records, we require proof of identity and may ask customers to verify their full name and date of birth.
If a customer/ employee believes that personal information held about them is incorrect, incomplete, or inaccurate, then an amendment may be requested. AKG will consider if the information requires amendment. If AKG does not agree that there are grounds for amendment, then a note will be added to this information stating that the applicant disagrees with it.
Written requests will receive acknowledgment within 3 business days. Record requests will be provided within allowable legislated timeframes. As a general guide this is within 28 calendar days. If initial access is denied customers may seek access through Freedom of Information (FOI) legislation.
Requests should be directed to the FOI section of the Department of Employment and Workplace Relations website (for Workforce Australia) Department of Social Services (for IEA) or National Disability Insurance Scheme (NDIS).
3.6 Storing and disposal of personal information
AKG will take all reasonable steps to protect personal information it holds from misuse, interference, and loss, as well as unauthorised access, modification, or disclosure. All personal and sensitive information is securely stored on computer systems which are protected from unauthorised access. Hard copy information is always stored securely in locked filing cabinets in secure access-controlled offices.
If we need to share customer electronic data outside the group, we use dedicated networks or encryptions. We will seek written permission before sharing this information.
All AKG staff must comply with employee confidentiality agreements and the Privacy Policy.
Any questions about this Policy and or the processes involved should be made in writing to the Privacy Officer:
Privacy Officer. Operational Support Centre
AKG Australia
Building 4/107 Miles Platting Rd, Eight Mile Plans, QLD 4113
Email: quality@maxsolutions.com.au
Phone: 07 37271300
Requests to access personal information should be addressed to the Privacy Officer.
Any personal information about employees, collected in the course of pre-employment, current employment, or post-employment, will be de-identified or destroyed if no longer relevant.
All customer information records are securely disposed of after the minimum retention periods.
4 Changes to this Privacy Policy
AKG will use personal information in accordance with the Privacy Policy under which the personal information was collected. If AKG decides to change the Privacy Policy, AKG will post such changes on its websites, so individuals are always aware of the types of personal information collected, how they are used, and under what circumstances, if any, it is disclosed.
Disclaimer
AKG may change this policy from time to time. Although AKG intends to observe this policy at all times, it is not legally binding on AKG in any way.
5 Non-Compliance
All employees are expected to comply with the Privacy Policy (Australia) and any suspected breaches may be investigated. Non-compliance with this policy may result in counselling and/or disciplinary measures, up to and including termination of employment.
Staff should note that remedies available to the Privacy Commissioner were substantially increased in 2022 and again in 2024 amendments, whereby an individual who breaches the privacy of another may be sentenced to imprisonment.
From 10 June 2025, new Statutory Cause of Action for Serious Invasions of Privacy will apply, where:
Individuals can take legal action against organisations or individuals for serious invasions of privacy. This includes intrusions into personal seclusion or misuse of personal information.
