We are aware that the way information about employees is used and managed can affect their lives
It’s important the information we hold is accurate, up to date and relevant and that it is used only for the reason it was collected.
Our own practices are monitored to ensure that personal and sensitive information is kept secure and confidential.
The Privacy Act 1988 is the key law designed to protect individual rights and prevents misuse of personal information collected and includes strict privacy safeguards on how we as a Company must comply when gathering, processing and disclosing information about employees.
The Privacy Act prevents us from passing employee personal information to others except where:
Caledonia Scaffoldings “Employee Authority to Release Personal and Medical Information Form” ensures we have our employees consent to release private information to third parties for the sole purposes of:
Employee personal and medical information is held via secure computer storage facilities and or hard copy files and is only accessible by the Human Resources Department.
Caledonia Scaffolding will take steps to protect personal and medical information from misuse, loss, unauthorised access, modification or disclosure.
Caledonia Scaffolding may be required by law and legislation to maintain records for a significant period of time. However, when it is determined the information is no longer needed, we will remove any details that will identify employees and securely destroy these records.
Caledonia is committed to safeguarding the privacy and security of Personally Identifiable Information (PII) that we handle. This policy outlines the measures taken to protect PII stored within our SharePoint environment and Fasttrack 360 software, ensuring compliance with relevant data protection laws and regulations, including the General Data Protection Regulation (GDPR).
PII Handling in SharePoint Environment
Caledonia stores PII within a secure HR site in the SharePoint environment. Access to this site is strictly controlled to mitigate the risk of unauthorised personnel accessing or sharing sensitive information.
Specific access controls are enforced within the SharePoint environment to limit access to PII. Only authorised personnel with a legitimate need to access PII are granted permissions to view, modify, or manage the data.
PII data is organized and segregated based on branches to further restrict access to unneeded staff. This ensures that individuals can only access information relevant to their respective roles.
Regular monitoring and internal auditing are conducted to ensure compliance with access controls, detect any unauthorised access attempts, and promptly address any potential security issues.
Fasttrack 360 Software and Security
Caledonia uses Fasttrack 360, a software solution that prioritises GDPR compliance. Fasttrack 360’s hosting partner, Amazon, is known for its strong data and security protection measures, providing an additional layer of security for the PII stored within the software.
Access to Fasttrack 360 is restricted to the Recruitment and Mobilisation staff, who are the designated authorised personnel responsible for managing and handling PII within the software.
Employee Training and Awareness
Caledonia will conduct regular privacy training sessions for employees to increase awareness of the importance of protecting PII and adhering to data protection policies. Each employee is made aware of their individual responsibility in safeguarding PII and adhering to the access controls and policies set forth.
Incident Response Plan
Caledonia has established a comprehensive incident response plan to handle any potential data breaches promptly and effectively. Any suspected or actual incidents of PII breaches must be immediately reported to IT Liaison and Recruitment and Mobilisation staff or designated authority for appropriate action.
