Privacy Policy - VERISAFE

This Privacy Policy explains how VERISAFE collects, uses, discloses, stores and protects personal information when you use our website www.verisafe.com.au and our services.

VERISAFE is an Australian platform designed for organisations working with children and vulnerable people to be able to store Working with Children's Checks (WWCC) for each state and territory. VERISAFE checks with government platforms daily to ensure WWCC are up-to-date and compliant. If a WWCC is not, the user/administrator of the organisation will be notified.

We may update this Privacy Policy from time to time. The latest version will always be available on our website.

1. Information We Collect

We collect personal information that is reasonably necessary to provide our services. This may include:

Account and contact information - your name, email address, phone number, organisation name, address and role within the organisation.
WWCC information - for individuals whose checks are stored on the platform, we collect full name, date of birth, WWCC number, issuing state or territory, expiry date, status (valid, expired, cancelled or suspended) and any supporting details you provide or that are returned during verification.
Sensitive information - WWCC details may contain sensitive personal information (including information about criminal records). We only collect this with your consent or where permitted by law.
Technical and usage information - IP address, browser type, device information and cookies (see section 7 below) when you visit our website.

We do not collect more information than is necessary.

2. How We Collect Your Information

We collect your personal information in the following ways:

Directly from you when you create an account, upload or enter WWCC details, or contact us.
From Australian government platforms (e.g. state and territory WWCC registers) during our daily automated checks. These checks use only the details you have provided and are performed with your authorisation as part of the service.
Automatically through our website and platform (e.g. cookies and server logs).

3. How We Use Your Information

We use your personal information to:

Provide and manage the VERISAFE platform and storage of WWCC records.
Perform daily compliance checks against government systems.
Notify you or your organisation's authorised administrators when a WWCC is due to expire, has expired or is no longer compliant.
Manage user accounts, support requests and billing (if applicable).
Improve our services and ensure the security of the platform.
Meet legal and regulatory obligations.

4. Disclosure of Your Information

We may disclose personal information:

To authorised administrators and users within your organisation who have been granted access by you.
To relevant Australian government authorities solely for the purpose of verifying WWCC status (using only the minimum information required).
To trusted service providers (such as cloud-hosting providers) who are contractually required to protect the information and only use it for the purposes we specify.
Where required or authorised by law (e.g. court order or law enforcement request).

We do not sell, rent or trade personal information.

5. Data Security

We take reasonable steps to protect the personal information we hold, including:

Encryption of data in transit and at rest.
Secure access controls and multi-factor authentication where appropriate.
Regular security audits and monitoring.

All data is hosted in Australia.

6. Data Retention

We retain personal information only for as long as it is needed to provide the service or as required by law. You may request deletion of your data at any time (subject to legal obligations). WWCC records are retained while your account is active or until you instruct us to remove them.

7. Cookies and Website Tracking

Our website uses essential cookies to enable you to log in and use the platform. We may also use analytics cookies to understand how the site is used. You can manage or disable cookies through your browser settings. Third-party services (such as reCAPTCHA on contact forms) are subject to their own privacy policies.

8. Your Rights

Under the Australian Privacy Principles you have the right to:

Access the personal information we hold about you.
Request correction of inaccurate or incomplete information.
Withdraw consent (where consent is the basis for processing).
Make a complaint about how we have handled your information.

To exercise these rights, please contact us using the details below. We will respond within 30 days (or sooner where practicable).

9. Complaints

If you have a privacy complaint, please contact us first so we can try to resolve it. If you are not satisfied, you may complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

10. Contact Us

You can contact VERISAFE about privacy matters at:
Email: hello@verisafe.com.au

Thank you for trusting VERISAFE with your information. We are committed to keeping it safe and handling it in accordance with Australian privacy laws.