Privacy Policy

Last updated: November 30, 2022

This document sets out the way in which Sample Assist Pty Ltd ACN 651 932 937 (we, us) collects, uses, stores and discloses personal information in accordance with its obligations under the Privacy Act, including those contained in the Australian Privacy Principles.

1. Definitions

(a) In this policy:

(i) Health Information is a reference to personal information relating to a person’s current or past health or disability, details of a health service to be provided to a person or a person’s wish (s) for the future provision of health services.

(i) Personal Information has the meaning given under the Privacy Act but, in short, means information or an opinion relating to an individual that can be used to identify that individual.

(ii) Privacy Act means the Privacy Act 1988 (Cth) including the Australian Privacy Principles (as amended from time to time).

(iii) Sensitive Information has the same meaning as under the Privacy Act.

(iv) Services means the services that we provide.

(v) Website means www.sampleassist.com

(b) The meaning of any general language is not restricted by any accompanying example and the words 'includes', 'including', 'such as', 'for example' or similar words are not words of limitation.

2. What Personal Information do we collect and why do

we need it?

(a) To provide you with our Services, we need to collect Personal Information. If any of the Personal Information you provide is incomplete or inaccurate, we may be unable to provide Services to you or the quality of those Services and the accuracy of the Services we provide may be compromised.

(b) The nature of the relationship we have with you will determine the personal and other information we collect. The Personal Information may include:

(i) your name, email address, telephone numbers and address;

(ii) Personal Information (including Sensitive and Health Information) which is provided to us by you;

(iii) your photograph;

(iv) your signature in digital form;

(v) your accreditations and registrations (collectors);

(vi) your medical history if required as part of a drug screen;

(vii) your test results for those undertaking a drug screen;

(viii) information relating to the Services.

3. How do we collect Personal Information?

We will collect Personal Information directly from you when you use our system and when we are permitted or required to do so by law (including the Privacy Act).

4. How do we use your Personal Information?

(a) We use the Personal Information we collect for the purpose of providing our Services, including providing Personal Information to:

(i) laboratories for processing your samples;

(ii) the authorised requesting authority.

(b) We may also use the Personal Information:

(i) to comply with our contractual and other legal obligations;

(ii) to use de-identified Personal Information for research purposes; and

(iii) otherwise as permitted under the Privacy Act.

5. Marketing

We do not provide your personal information to any other person for marketing purposes.

6. Disclosing personal information

We may disclose your Personal Information to third parties in certain circumstances including:

(a) if you agree to the disclosure;

(b) when we use it for the purpose for which it was collected, e.g. to provide you with Services;

(e.g. as a result of disclosure in a court action, during court proceedings, briefing and instructing counsel or disclosure to an expert);

(d) where disclosure is required or permitted by law (including under the Privacy Act), by court order, or is required to investigate suspected fraud or other unlawful activity; or

(e) if disclosure will prevent or lessen a serious or imminent threat to someone's life or health.

7. Disclosing personal information off-shore

(a) All Sample Assist data is stored on servers located within Australia.

(b) We may transmit and store Personal Information on off-shore servers or by way of cloud services.

(d) Personal Information stored in the European Union will be subject to EU data protection laws.

8. Considerations when you send information to us electronically

(a) If you send an email to us the information in your email (including any Personal Information) may be retained on our systems in accordance with applicable email retention policies and procedures.

(b) While we do all we reasonably can to protect your Personal Information from misuse, loss, unauthorised access, modification or disclosure, including investing in security software. No data transfer over the Internet is 100% secure.

(c) If you access another website from our system, you do so and provide personal information in accordance with the terms and conditions under which the provider of that website operates.

(d) The open nature of the Internet is such that information exchanged via the internet may be accessed and used by people other than those for whom the data is intended. If you send us any information, including (without limitation) Personal Information, is sent through the Internet or other electronic means at your own risk.

(e) While we are not in a position to give you advice on internet security, if you provide Personal Information to us electronically, there are some things you can do which may help maintain the privacy of your information, including:

(i) always closing your browser when you have finished your session; and

(ii) never providing Personal Information when using a public computer.

(f) You should contact us immediately if you believe:

(i) someone has gained access to Personal Information you have provided to us;

(ii) we have breached our privacy obligations or your privacy rights in any way; or

8.8.3. you would like to discuss any issues about our privacy policy.

9. How we act to protect and retain your personal information

(a) We endeavour to keep our information systems and files secured from unauthorised access. Those who work with us are aware of their legal obligations in respect to confidentiality and the importance we place on protecting your privacy.

(b) Our procedures to securely store Personal Information include electronic and physical security measures, staff training and use of password protection software.

(c) We retain our matter files for at least seven years after the Service has been completed and the file is closed. However, information filed in our electronic files may be retained indefinitely.

(d) Personal Information may also be retained if we consider it necessary to do so or to comply with any applicable law or our insurance, governance obligations in our IT back-up records, for the collection of any monies owed and to resolve disputes.

10. How you can update or correct your Personal Information

(a) You may request access to your Personal Information or correct any inaccurate or out of date information by contacting our Privacy Officer using the details in clause 13. For security purposes, before we provide you with personal information, we may ask you to provide evidence of your identity.

(b) If there is a reason under the Privacy Act or other law for us not to provide you with information, we will give you a written notice of refusal setting out the reasons for the refusal except to the extent it would be unreasonable to do so and the mechanisms available to you to complain about the refusal.

11. Employment

We collect personal information of job applicants, staff members and contractors for the primary purpose of assessing and (if successful) engaging the applicant, staff member or contractor, as the case may be. The purposes for which we use personal information of job applicants, staff members and contractors include:

performing police checks;
verifying status to work in Australia;
managing the individual's employment or engagement;
insurance purposes;
ensuring that it holds relevant contact information; and
satisfying its legal obligations.

12. How to complain if you believe we have breached the

Australian Privacy Principles

If you believe that we have dealt with your personal information in a way that is inconsistent with the Australian Privacy Principles, you should contact our Privacy Officer in the first instance using the details in clause 14. If we are unable to resolve your complaint you may contact the Office of the Australian Information Commissioner (contact details are in clause 13).

13. Changes to our Privacy Policy

(a) This document sets out our current Privacy Policy.

(b) Our Privacy Policy will be updated periodically, with the updated version posted on our Website, www.sampleassist.com Contact details

If you would like further information on our Privacy Policy or if you have any concerns over the protection of the information you have given to us or that we have collected from others, please contact our Privacy Officer and Data Protection Officer at: DPO@sampleasssist.com

More information about your rights and our obligations in respect to privacy and information on making a privacy complaint are available from the Office of the Australian Information Commissioner at:

Website: www.oaic.gov.au

Post: GPO Box 5218 Sydney NSW 2001

Email: enquiries@oaic.gov.au

14. Cookies

During your visits to our website, a cookie may be installed automatically on your browser software. A cookie is a block of data by which you cannot be identified, but which is used to record information concerning your browsing on the website. We only use audience measurement cookies, which do not make it possible to trace your browsing on other websites or your browsing history.

15. Google Analytics

We use Google Analytics services to improve and analyse our website and app experiences. We may share information with Google for that purpose. Google may store information across multiple countries. When you use our website, that information may include the URL of the webpage that you've visited and your IP address. Google may also set cookies on your browser or read cookies that are already there.

Google uses the information we share with them to help us understand how you engage with our website. Also, Google may use that information for other purposes.

Please read Google＊s Privacy Policy https://policies.google.com/privacy to learn more about how Google uses and processes data.

You can turn Google Analytics off. If you would prefer Google Analytics not be used in your browser, you can install the Google Analytics browser add-on https://tools.google.com/dlpage/gaoptout