PRIVACY POLICY & COLLECTION STATEMENT
This Privacy Statement applies to Index Legal Pty Ltd ACN 131 903 921 trading as “Index Legal”.
It is our policy at Index Legal to respect the confidentiality of information provided to us by individuals and we use our best endeavours to ensure that all information that you provide to us remains private and is only used for the purpose that you agree to.
We recognise the importance of privacy issues regarding your personal information. We operate in compliance with the National Privacy Principals outlined in the Australian Privacy Act 1988.
This Privacy Policy outlines how we manage confidential information, mainly regarding individuals who apply to Index Legal for permanent or temporary employment, or regarding legal training requirements. This includes applications in person at our offices, as well as through our website at www.indexlegal.com.au (Website).
Types of Personal Information that we collect
We collect Personal Information from you to assist you with employment and training opportunities. Personal Information can be in written, spoken or electronic form and includes information that you provide in your initial application form and interview with us, as well as the information contained in your Resume and any additional documents that you give us, such as references, skills testing, academics etc.
Personal Information also includes information provided to us in follow-up meetings and ongoing discussions and correspondence with us, as well as in the course of carrying out reference checks and when you engage in temporary employment through Index Legal.
Sensitive Information
Certain information that you give to us is deemed “Sensitive Information” under the Privacy Act. We will only disclose Sensitive Information with your specific, express consent. Such information includes details of health or disability; sexual preferences, race/ethnicity or political information; professional or trade union memberships; and criminal records.
Information collected via our Website
We gather information of general nature from our Website, such as number of pages or visits, in order to assess usability and functionality. We do not disclose information about your individual visits to our Website.
In certain pages of the Website, we ask you to provide specific personal information online, such as your contact details and a copy of your Resume. This information is collected to assist you with employment or training opportunities.
We do not disclose personal information provided via the Website to any third party without your consent.
Purposes for which we hold Personal Information
The primary purpose for which we hold Personal Information is usually to assist you with finding new employment opportunities (either temporary or permanent) or to provide you with specialised legal training services. We also use your personal information to keep in contact with you and inform you of future events, services and employment opportunities.
Disclosing your Personal Information
We may disclose your Personal Information for the purpose for which it is primarily held, or for a secondary-related purpose. In some cases, we will only disclose information with your consent.
We never sell, rent or licence Personal Information to any other person or entity for marketing or other such purposes.
If we are under a legal duty to disclose specific personal information then we may disclose it to a person who is lawfully entitled to receive the information.
How we store and protect your Personal Information
We hold your Personal Information in our computer database, which is password-accessed, as well as paper-based based files held in our filing and archiving system.
We use a reputable-branded anti-virus software system but, as with all electronic communications, we cannot be 100% certain that any information transmitted electronically will be totally accurate or secure, as there is a small risk with of contamination through a virus or suchlike.
We may hold personal information for considerable period of time, however, when we remove it, we securely destroy all records.
How we ensure Personal Information is accurate and current
Index Legal does its upmost to ensure that all Personal Information is accurate and current. We ensure that all Personal Information is updated when new information it is given, whether via telephone, in writing or by electronic means.
Individuals may at any time request for their personal information to be updated or removed from our records. This can be done by contacting our Privacy Officer by email at
contactus@indexlegal.com.au or by telephoning (03) 9670 5020.
Access to your Personal Information
You can request access to the information that we hold about you, by applying in writing to the Privacy Officer, Index Legal Pty Ltd, Level 1, 115 Epizabeth Street, Melbourne VIC 3000. Applications may incur an administration charge of up to $40.00 and we may require up to 3 working days to retrieve your file from archives and review the information. We can refuse access to personal information if it would interfere with the privacy rights of other persons or if it breaches any confidentiality that attaches to that information.
