Privacy policy — Australia

Synergywi Pty Ltd (ABN 12 679 146 804), trading as Synergy Workplace Investigations, provides workplace investigation, mediation and related services, and sells digital resources through synergyworkplaceinvestigations.com.au. This policy explains how we handle personal information in those activities. We are subject to the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

Information we collect

Depending on your dealings with us, we may collect your name, contact details, employer, role, correspondence, enquiry details, account information, order and payment-status records, and support requests. Website use may generate technical information such as IP address, browser, pages visited and interactions.

In professional engagements, information may include allegations, witness accounts, interview notes, workplace records and reports. Some material may be sensitive information, including health information. We collect sensitive information with consent where required, or where otherwise permitted by law.

How we collect and use information

We collect information from you through enquiries, forms, purchases, correspondence and participation in an engagement. We may also receive relevant information from commissioning organisations, participants, witnesses, authorised representatives or other lawful sources.

We use information to respond to enquiries, scope and deliver services, conduct and report on investigations, supply downloads, manage orders, provide support, maintain records, protect systems and meet legal obligations. Separate collection notices or engagement documents may explain the handling of information for a particular matter.

You may make a general enquiry without identifying yourself where practicable. If necessary information is not provided, we may be unable to process a purchase, respond fully or deliver a service.

Sharing information

We may disclose relevant information to personnel and contractors working on a matter, the commissioning client, authorised advisers, and service providers supporting our business. Investigation fairness may require relevant allegations or evidence to be put to participants; we do not promise absolute confidentiality. Disclosures depend on the engagement, applicable law and the circumstances. We may disclose information where authorised or required by law.

The Australian website uses WooCommerce and WooPayments for orders and payments, Postmark for website email delivery, Google Analytics and Jetpack/Automattic website services, and Mailchimp for newsletter functions. Depending on the function, these providers handle order and transaction information, email delivery information, website usage data or newsletter subscription details. Microsoft 365 supports our business email. Website hosting is provided on Synergy Wholesale infrastructure. Service providers receive information relevant to the functions they perform; using the website does not mean that every provider receives all information we hold.

Investigation files and artificial intelligence

Our Australian investigation files are stored on servers in Australia. Investigation records are not shared between our Australian and New Zealand businesses.

We use ChatGPT for other business tasks, but have not provided it with investigation material or access to investigation files. This policy describes our current practices. Before introducing AI processing of investigation material, we will assess the provider arrangements, processing locations and privacy requirements and update our notices where required.

Overseas handling

Our website hosting provider describes its primary infrastructure as located in Australia. Other services involve overseas processing, including in the United States for email delivery, newsletters, analytics and website services. Overseas storage and access can also occur through providers’ support teams and subcontractors. Australian website hosting therefore does not mean that all personal information remains in Australia.

Provider information is available in the Synergy Wholesale privacy policy, Postmark privacy policy, Mailchimp subprocessor list, Automattic visitor privacy notice and Google privacy policy. These describe different services and do not mean that every listed provider or location receives your information. Contact us about the handling of information for a particular service or engagement.

Cookies, analytics and marketing

Our website may use cookies and similar technologies for essential functions, security and measuring website use. Google Analytics measures website usage; Jetpack and WooCommerce also provide website and commerce-related functionality. These services can collect device and usage information, including pages viewed, referring websites and interactions. Browser settings can restrict cookies, although some site features may be affected. External links and embedded content are governed by the relevant provider’s practices.

We send marketing communications only where permitted by law. You can unsubscribe using the email link or by contacting us. Buying a resource does not require subscribing. Transactional order and support emails are separate from marketing.

Security and retention

Our website uses HTTPS to encrypt information in transit between your browser and the site. Our hosting provider describes firewalls and access restrictions among its safeguards. No online system can be guaranteed completely secure. Please contact us to arrange an appropriate transfer method before sending sensitive investigation material. We retain information for the purposes for which it is held and applicable legal, professional and recordkeeping requirements. Synergy retains its central investigation files for seven years from closure of the investigation, after which they are permanently deleted. Internal access to those central files is restricted to Glen and Natalie Thomasen. Assigned investigators may hold copies of records from investigations in which they participated for their own records. Those copies are governed by the investigators’ contractual confidentiality and retention obligations. Their retention periods are not stated here as identical to Synergy’s central-file retention period. For enquiries, purchases and administration, retention depends on the purpose of the record, ongoing support needs, and applicable tax, accounting, legal and dispute-resolution requirements. When information is no longer needed and there is no applicable requirement to retain it, we take reasonable steps to destroy or de-identify it. Backup copies may remain until they expire under the applicable backup cycle; deletion from a live system is not necessarily immediate deletion from every backup.

Access, correction and complaints

Contact us to request access to or correction of personal information, or to raise a privacy concern. We may verify your identity. Access may be limited where law permits, including to protect other people’s privacy. Where required, we will explain a refusal and available complaint avenues.

We aim to respond to privacy complaints within 30 days and will explain if more time is needed. If unresolved, you may contact the Office of the Australian Information Commissioner where it has jurisdiction: oaic.gov.au/privacy/privacy-complaints.

Contact and updates

Privacy enquiries: Synergywi Pty Ltd
Email: admin@synergywi.com.au
Phone: 1300 664 341
Post: 11 Arborone Rd, Glenwood QLD 4570, Australia

We may update this policy to reflect changes in our practices or obligations. The current version will be identified by its publication or update date.