WorkPro Privacy Policy
Effective Date: January 2026
Introduction
Risk Solutions Australia Pty Ltd (trading as WorkPro) ACN 113 726 033 ("us", "we", or "our") is a web-based platform purpose-built to aid in work readiness and workforce compliance.
This policy outlines our approach to the collection, use, disclosure and destruction of personal data, and the choices available to you that are associated with that data.
WorkPro collects and may store certain personal information about you to perform certain functions, deliver our services and adhere to our Government accreditation obligations. By using WorkPro, you agree to the collection and use of your information in accordance with this policy.
Unless otherwise defined, the terms used in this Privacy Policy have the same meaning as the Customer Terms of Service and Candidate Terms of Use.
Our Service
WorkPro is a web-based platform that aggregates employment-related services including, without limitation, the upload of a candidate CV, inductions and e-learning, background and probity checks, reference checks, medical checks, vaccination status information, citizenship and work rights checks, and licence, ticket, credential and document management for the purposes of accelerating screening, compliance and maintaining work-readiness.
Collection of Information
We collect and use personal information about you in the operation of our business.
For Candidates
Once you have created a digital WorkPro profile, you may be required to enter personal information, provide identity, upload documents and complete tasks.
Information and documents may include but are not limited to:
- Your CV;
- Name, address, phone numbers and e-mail address;
- Date, town, state, and country of birth;
- Previous names;
- Address history;
- Identity documents;
- Photographic and/or live image of your face;
- Licences or accreditations;
- Work history;
- Vaccination status;
- Education and qualifications;
- References
Sharing your digital WorkPro profile
If a WorkPro customer (customer) requests you to complete the same tasks, upload the same document, or provide the same information, it is possible for you to share some information in your personal WorkPro digital profile with that customer by providing them with your unique WorkPro Identification Number (WorkPro ID) that is assigned to you when you create a WorkPro digital profile. This identifier is visible in your digital profile online. Information that is automatically shared with a customer by providing them with your WorkPro ID includes:
- eLearning modules that you have completed
- Licences/Tickets/Credentials/Accreditations that you have uploaded
Customers
When you subscribe to use WorkPro, WorkPro may require some or all of this information:
- Contact name, job title, and contact details including telephone number and email address;
- Company telephone numbers, ABN and office addresses.
Completing Tasks, Informed Consent and Customer Visibility of your Personal Information (candidates only)
If a customer sends you an invitation, you will log in and complete the task or tasks. If a background check is requested, your informed consent will be required before the check can be submitted.
Once the tasks are completed, a customer will be able to view the outcome of tasks. The customer also has visibility of the identity document that you uploaded for the following tasks:
- Citizenship and Work Rights Check
- Licence, Ticket and Document
Covid-19 Vaccination (candidates only)
The Covid-19 Vaccination is considered sensitive information under the Privacy Act, and as such WorkPro takes reasonable steps to ensure that this information is protected from misuse, interference, loss, unauthorised access, modification, or disclosure and to ensure that this information is stored securely. Covid-19 information can only be collected with your informed consent, and it is only visible to WorkPro Customers who have requested your Covid-10 certificate when you enter the Single Use Token provided to you by that customer.
You can access and make an update or correction to your Covid-19 vaccination status any time by logging in to your digital profile.
Deleting data or deleting your digital WorkPro profile (candidates only)
You have the right to delete your WorkPro digital profile. You can action this by logging in to your profile, clicking on your initials to open settings and selecting ‘delete profile’.
Electronic Transactions
When you access our services, including our website, some personal information may be collected through browsing and cookies. This may include pages visited, the time spent on each page, and the server IP address. This information (or metadata) does not identify you personally. You should take care when browsing from one website to another as this Privacy Policy does not apply to any other websites visited. Cookies may be used to record user activity on our website to enable a better browsing experience. Browsers can be set to not accept Cookies, or Cookies can be deleted at the end of the session.
Tracking & Advertising Technologies
We use certain tracking and advertising technologies (such as cookies, pixels and other identifiers) provided by third parties to monitor how visitors use our website, measure the effectiveness of our marketing, and deliver advertising that may be more relevant to you. These tools may collect information about your interaction with our site and may be operated by providers such as Meta (Facebook and Instagram), Google, LinkedIn, and TikTok.
Meta (Facebook/Instagram)
We use the Meta Pixel and related technologies to assess advertising performance and deliver more relevant ads on Meta platforms. Meta may combine this data with other information it holds about you.
We use Google Ads, Google Analytics and related tools to analyse website activity, measure performance and support targeted advertising. Google may collect data about your usage and combine it with other information it holds.
We use the LinkedIn Insight Tag to evaluate ad performance and deliver tailored ads to users who have interacted with our website.
TikTok
We use the TikTok Pixel and other tools to assess ad effectiveness and deliver relevant advertising on TikTok. This may be matched with other data TikTok holds, such as your account activity.
Your Choices
You can manage or disable cookies and tracking through your browser settings. You may also opt out of personalised advertising from the providers above by using the relevant preference settings. Disabling these tools may result in less relevant advertising and limited insights into campaign performance.
GDPR Legal Basis
If you are in the European Economic Area (EEA) you are advised that our legal basis for processing personal information under the General Data Protection Regulation (GDPR) depends on the personal information we collect and the specific context in which we collect it. We may process your personal information because:
- We need it to fulfil a contract with you;
- You have given us permission to do so;
- The processing is in our legitimate interests and it is not overridden by your rights;
- For payment processing purposes;
- To comply with the law
Use of Information
WorkPro uses the collected information to provide and maintain our services. This includes but is not limited to:
- Legal obligations as it relates to providing Customers with compliance protections;
- Verifying consistency in personal information collected;
- Enabling sharing of an individual’s personal information to selected Customers as requested by an individual;
- Providing secure storage of an individual’s personal information;
- Providing records of verification of an individual’s personal information for Customers;
- Issuing automatic alerts to re-check information if required
In addition, we may use the information collected for the following purposes:
- To monitor the usage of our service;
- To provide you with support;
- To gather analysis or valuable information so that we can improve our service;
- To detect, prevent and address technical issues;
- Staff management and training.
How personal information is held (Candidates)
Your personal information is held in our online portal for the purposes of delivering business services.
Once tasks are completed, a record of completion is stored in your personal WorkPro digital profile.
Certain Personally Identifiable Information (PII) (date of birth, addresses, identity documents) are encrypted.
Identity documents that have been validated using WorkPro’s Document Verification Service are stored in your personal identity vault.
Security & Accreditation
WorkPro is security accredited to ISO27701: 2022 and utilises appropriate technical security measures to ensure that information and data is stored securely and to mitigate against theft, loss, misuse, unauthorised access, and unauthorised modification. IT systems that store personal data or other sensitive data are protected according to industry security compliance standards such as encryption, a firewall and anti-malware protection.
WorkPro regularly participates in independent penetration testing to maintain the highest levels of security.
WorkPro servers are hosted by external suppliers at a secured site in Australia under data protection and security procedures.
All user information is protected by access controls, whereby users are positively identified and authenticated before gaining access to systems, services, or the information. The information is encrypted at rest and in transit.
WorkPro staff are obliged to respect the confidentiality of any personal information held by us. Background checks are completed on all WorkPro employees annually, and all employees complete regular Security, Privacy and Cyber Security Training as part of their employment. Regular audits are conducted to monitor how personal information is managed, and all employees participate in regular training and discussions relating to data management and security.
Disclosures
We may disclose candidate personal information for any of the purposes for which it is primarily held or where we are under a legal duty to do so. We may disclose your personal information in the good faith belief that such action is necessary:
- To comply with a legal obligation;
- To protect and defend the rights or property of WorkPro;
- To prevent or investigate possible wrongdoing in connection with the service;
- To protect the personal safety of users of the service or the public;
- To protect against legal liability
Related Purpose Disclosures
WorkPro outsources several services to contracted service providers (CSPs) from time to time. Our CSPs may see some of your personal information. Some CSPs assist us to maintain our platform, others provide data through their external databases, such as the Australian Criminal Intelligence Commission (ACIC) and Department of Home Affairs.
We take reasonable steps to ensure that terms of service with our CSPs recognise that we are bound by obligations to protect the privacy of your personal information and that they will not do anything that would cause us to breach those obligations.
Links to Other Sites
Our service may contain links to other sites that are not operated by us. If you click a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.
We have no control over and assume no responsibility for the content, privacy policies or practices of any third-party sites or services.
Third Party Applications
Third Party Applications (TPA’s) are online, web-based applications and offline software products that:
- are provided by third parties;
- are interoperated with the Licenced Services; and
- may be either separate or co-joined with the Licenced Services, whether they are identified to you by WorkPro as applications that are provided by third parties - and include (without limitation) companies included here: https://www.workpro.com.au/integrations, social media log-in functionality, and related web-based software and application programming interfaces (APIs) including Department of Home Affairs, the Attorney-General’s Department, Australian Criminal Intelligence Commission, Ministry of Justice NZ, and Microsoft Azure.
WorkPro may allow providers of TPA’s to access your information as required for interoperation with its services.
Your information (including, where relevant, personal information or sensitive information) may be transmitted outside the WorkPro system and the systems of its Third-Party Application Suppliers (TPA’s).
WorkPro’s TPA’s may aggregate, use, disclose, distribute, and publish anonymous statistical or analytical data regarding use and functioning of their systems. Such statistical or analytical data will be the sole property of the TPA’s.
WorkPro relies upon consents and contractual arrangements contained in its Customer Terms of Access and Candidate Terms of Service to manage privacy obligations arising in connection with its use of TPA’s.
Document Verification Service (DVS)
WorkPro is an approved Gateway Services Provider of the Federal Attorney-General’s Document Verification Service. This service enables WorkPro to authenticate some identity documents against the authorised database for the purposes of confirming its authenticity.
Users are notified in the WorkPro portal if any uploaded document(s) will be verified using WorkPro’s Document Verification Service. Consent must be provided before a document can be verified.
Cross-Border Disclosures
Personal information may be collected from sources or disclosed to recipients outside of Australia.
WorkPro’s processing (including collection, validation, and disclosure to permitted Customers) of your personal information is undertaken for the purpose of providing the Licensed Services pursuant to the Customer Terms of Service.
In the processing of personal information, it may be necessary for WorkPro to source information from overseas countries (source countries) and to disclose personal information to Australian and overseas recipients.
Such disclosure may result in personal information being disclosed via WorkPro’s online portal to recipients (including overseas recipients) who may not be subject to privacy protections applying in Australia or the source country, depending on where the recipient is based.
Whilst collection and disclosure or transfer of personal information is intended for their benefit, overseas recipients and transferors of personal information may not be bound to protect it under domestic and foreign Privacy Laws that apply to WorkPro, and it may be impracticable to enforce any protections that do apply.
There are several reasons why it may not be practicable for WorkPro to take steps to ensure that the source or recipient does not breach the privacy protections that apply to personal information or to WorkPro’s management, control or processing of it, such as:
- the variety and number of sources from which WorkPro may need to collect personal information;
- the variety and number of overseas recipients to whom WorkPro may need to disclose personal information;
- the number of occasions on which disclosure may be necessary; and
- the timeframes within which processing of personal information is to occur.
WorkPro relies upon consents and contractual arrangements contained in its Customer Terms of Access to manage privacy obligations and risks arising in connection with its cross-border disclosures of personal information.
General Rights
You have access to your personal information held in WorkPro, and can update, edit or request to delete your digital profile.
If you delete your digital profile , it does not automatically mean that all of your personal or sensitive information is permanently deleted from the WorkPro system. Some personal information may continue to be used, disclosed, or otherwise processed for a lawful purpose, including the meeting of WorkPro’s and Customer’s retention and mandatory legal obligations.
Information about the personal information or data that needs to be retained following the deletion of your digital profile is available in WorkPro’s Candidate Data Management policy found within your digital profile.
WorkPro deploys data destruction procedures systematically. Data is retained for no longer than necessary and retention periods vary according to the type of data and the obligations imposed by certain authorities and regulations.
For the purposes of phone and email support, you will need to verify your identity in accordance with WorkPro’s security and privacy protocol. This may include providing your name and confirming personal information held in the WorkPro portal.
Data Protection Rights under GDPR
Individuals from the European Economic Area (EEA) have the following data protection rights.
1. The right to access, update or delete the information held. Whenever made possible, you can access, update or request deletion of your personal information directly within your digital profile.
2. The right of rectification. The right to have their information rectified if that information is inaccurate or incomplete.
3. The right to erase. The right to be forgotten except in some circumstances including where the information has been shared with a Customer to enable the Customer to meet their legal obligations (refer above).
4. The right to object. The right to object to WorkPro’s processing of your personal information.
5. The right of restriction. The right to request that WorkPro restrict the processing of your personal information.
6. The right to data portability. The right to be provided with a copy of the information held by WorkPro in a structured, machine-readable, and commonly used format.
7. The right to withdraw consent. The right to withdraw future consent at any time where WorkPro relied on consent to process the personal information.
Direct Marketing
From time to time, WorkPro may send communications as part of various direct marketing campaigns. We may use the contact details you provide to support these campaigns, including to help deliver advertising across digital channels. This may involve the secure use of de-identified or encrypted information with trusted third-party partners to improve the relevance of advertising. You may request not to receive marketing-related communications at any time. If you receive such emails from us, you can opt out using the link provided, or by contacting us directly. We respect your privacy and endeavour to abide by relevant anti-spam legislation.
Complaints
You have the right to complain about the handling of your personal information if you believe that we have interfered with your privacy.
Complaints made about our handling of your personal information should be made in writing and sent to our Privacy Co-ordinator who can be contacted at privacy@workpro.com.au. Complaints can also be made to the Office of the Australian Information Commissioner, NZ Privacy Commissioner, or to the GDPR supervisory authority in the Member state of your habitual residence.
When we receive a complaint, we will seek to confirm the authenticity of the complaint, acknowledge receipt, and commence an investigation. We will aim to be able to respond within a reasonable time, usually 7 business days.
Changes to Privacy Policy
We may update our Privacy Policy from time to time. The latest version will be available on the WorkPro website. Changes to this Privacy Policy are effective when they are posted on the WorkPro website.
If you have questions about this Policy, please email privacy@workpro.com.au.
