Privacy Policy

1. About this policy

Overwatch Safety Solutions Pty Ltd (ABN 68 672 032 398) (“Overwatch”, “we”, “us”) provides workplace health and safety, risk, audit, ISO and compliance consulting services across Queensland and Australia.

We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth), to the extent they apply to us, and as the standard we adopt for our business.

This policy applies to information collected through our website (www.overwatchsafety.com.au) and all online forms, email, phone and our consulting engagements. It covers website visitors, clients and prospective clients, suppliers, and the workers, contractors, witnesses and other people whose information we handle when working for our clients.

2. Personal information we collect

We only collect information we need to respond to you and deliver our services. Depending on how you deal with us, this may include:

• Contact details: name, business name, job title, email, phone number and business address.
• Enquiry details: the service you are interested in and anything you tell us in your message.
• Engagement information: information about your workplace, workers, contractors and operations that we need to deliver a service, such as names and roles of personnel, training and licence records, and site details.
• Incident and investigation information: where we conduct incident investigations or WHS reviews, we may collect witness statements, injury details and other information about individuals involved. Some of this may be sensitive information, including health information.
• Billing information: information needed to quote, invoice and receive payment. We do not collect payment card details through our website forms.
• Website information: technical data such as IP address, browser type and pages visited (see section 7).

We collect sensitive information, including health information, only with consent or where required or authorised by law, and only where it is reasonably necessary for the service. Information collected during an engagement, such as investigation records, is handled for our client’s purposes, access is limited to personnel who need it, and it is not used for marketing.

You can deal with us anonymously or using a pseudonym for general enquiries. For most services this is not practical, as we need to know who we are working with.

3. How we collect it

We collect personal information directly from you where we can, including when you:

• complete any online form on our website, such as an enquiry, contact, quote, booking or document request form;
• email, phone or message us;
• engage us for a service, attend a site visit, interview or training session; or
• provide information as a client representative, contractor or worker during an engagement.

We may also collect information from third parties where it is reasonable to do so, such as your employer or our client during an engagement, publicly available sources (for example, ABN Lookup or business websites), or referrers.

If we receive personal information we did not ask for, we assess whether we could lawfully have collected it. If not, we destroy or de-identify it where lawful and reasonable to do so.

4. How we use and disclose it

We use personal information to:

• respond to enquiries and send you a confirmation that we received your request;
• record enquiries in our client management systems so we can follow up, quote and track work;
• deliver our services, including WHS documentation, audits, inspections, investigations and training;
• invoice, manage accounts and meet our tax and record-keeping obligations;
• send service updates or marketing where you have agreed (see section 6); and
• comply with our legal obligations, including under work health and safety laws.

We disclose personal information only for these purposes or where you would reasonably expect it, including to our client (where you are involved in an engagement for them), our service providers (section 5), our insurers and professional advisers, and regulators or authorities where required or authorised by law.

Disclosure of sensitive investigation material is assessed against the engagement, confidentiality requirements and applicable law. Not all information obtained from individuals will be disclosed to every client representative.

We do not sell or rent personal information, and we do not use WHS investigation records for marketing.

Automated processing and AI. We may use software, automation and artificial intelligence tools to assist with administration, communications, information management and service delivery. Our consultants remain responsible for professional assessments and advice, with human oversight where appropriate. We will provide information about automated decision-making where required by applicable privacy laws.

5. Service providers and overseas disclosure

We use third-party service providers and cloud-based platforms to support our business, including website hosting, communications, customer relationship management, project management, accounting, marketing and website analytics.

These providers may collect, store, access or process personal information on our behalf. Depending on the provider and service, personal information may be stored or processed in Australia or overseas, including in the United States and other countries.

We take reasonable steps, appropriate to the circumstances and applicable legal requirements, to protect personal information disclosed to service providers. This may include considering their privacy practices, security arrangements and contractual protections.

We may change or engage additional service providers as our business needs evolve. Further information about overseas handling of personal information may be requested using the contact details in this policy. We do not sell personal information to third parties.

6. Marketing

We may send you updates about WHS changes, our services or events where you have agreed to receive them, or where consent can reasonably be inferred, such as from an existing business relationship relevant to the message.

Every marketing email includes an unsubscribe link. You can also opt out at any time by emailing info@overwatchsafety.com.au, and we will action your request within five business days. Submitting an enquiry form does not, by itself, subscribe you to marketing. Opting out will not stop service-related messages, such as confirmations, quotes and invoices.

7. Cookies and website analytics

Our website uses cookies and similar technologies to make the site and its forms work and to understand how visitors use it. Our site uses Google Tag Manager to manage these tools, and our contact page includes an embedded Google Map, which may set Google cookies.

We use Google Analytics to understand how visitors use the site, such as pages visited, time on site, device type and approximate location. Google may process this information outside Australia, including in the United States. Depending on the context, information such as IP addresses and device identifiers may be personal information. We use website information in aggregate to operate and improve the site, not to identify individual visitors.

You can disable cookies in your browser settings, but some parts of the site, including forms, may not work properly. Our website may link to other sites. We are not responsible for their privacy practices.

8. Storage, security and retention

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure. Depending on the information and our activities, safeguards may include access controls, secure storage, authentication requirements, confidentiality arrangements and appropriate information-handling practices. No method of electronic storage or transmission is entirely free from risk.

We keep personal information only for as long as we need it for the purposes in this policy, to resolve disputes, or to meet contractual, tax, WHS and other record-keeping obligations. Retention periods vary by record type and engagement. When information is no longer needed, we take reasonable steps to destroy or de-identify it.

We assess suspected data breaches promptly and take steps to contain and remediate them. Where the Notifiable Data Breaches scheme or another law requires it, we notify affected individuals and the Office of the Australian Information Commissioner (OAIC).

9. Access, correction and complaints

You can ask to access or correct the personal information we hold about you by contacting us. We aim to respond within 30 days. We may need to verify your identity. Access or correction may be limited where a lawful exception applies, for example where it would affect another person’s privacy or an investigation. We will explain any refusal in writing.

If you have a concern about how we have handled your personal information, please contact us first. We aim to acknowledge your complaint within five business days and resolve it within 30 days, or tell you if more time is reasonably needed.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at www.oaic.gov.au or on 1300 363 992.

10. Contact us

We may update this policy from time to time. The current version will always be available on our website.