Chemwatch is committed to providing high-quality services while respecting and protecting Your privacy. This Privacy Policy explains how We collect, use, disclose, store, and secure Your Personal Information in compliance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), the Fair Work Act 2009, and where applicable, the General Data Protection Regulation (GDPR) of the European Union.
A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at https://www.oaic.gov.au/ .
As a Software as a Service (SaaS) provider and Registered Training Organisation (RTO) regulated by the Australian Skills Quality Authority (ASQA), we collect, store, and use personal data responsibly and transparently.
This Privacy Policy applies to all individuals whose personal information we collect, including clients, potential clients, students, employees, contractors, and users of our SaaS platforms and training services and recipients of our mailout information.
The following definitions shall have the same meaning regardless of whether they appear in singular or plural. For the purposes of this Privacy Policy, the terms are mainly used in relation to Chemwatch Web Application (SaaS) clients or potential clients:
Personal Information is information or an opinion about an identified individual, or an individual who is reasonably identifiable. Examples of Personal Information We may collect include names, email addresses, phone and user login names, and automatically gathered usage data like IP addresses, browser type, and device information. As a registered training organisation, Chemwatch also records addresses, and unique student identifier (USI) numbers, employment data, and academic qualifications and history.
We may collect Your Personal Information through various means, including interviews, correspondence, by telephone, by email, via Our website https://chemwatch.net/, from Your website, from media and publications, from other publicly available sources, from cookies and from third parties. We don’t guarantee website links or policy of authorised third parties.
We may collect Your Personal Information for the primary purpose of providing Our services to You, communicating with You, providing information, seeking feedback on service and future products and communicating with Our clients. Obtained data can be grouped, analysed and used to develop future products and services as well as statistics for marketing purposes. We may also use Your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where You would reasonably expect such use or disclosure. You may unsubscribe from Our mailing/marketing lists at any time by contacting Your Chemwatch representative in writing, or using the ‘Contact Us’ page on Our website: https://chemwatch.net/contact/
When We collect Personal Information, We will, where appropriate and where possible, explain to You why We are collecting the information and how We plan to use it.
When You engage Chemwatch to provide Software as a Service We use Your personal data to provide and improve the service.
Personal data is used to provide and maintain services, manage accounts, fulfill contracts, communicate with users, handle requests, and for business transfers or Service improvements
Typical data collection includes using cookies and tracking technologies. The Service uses both session and persistent cookies to authenticate users, remember preferences, and track usage for Service improvement. Users can control cookie settings but may lose some Service functionality if cookies are disabled.
Usage Data is collected automatically when using the Service.
Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of Our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.
When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device’s unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.
We may also collect information that Your browser sends whenever You visit Our Service or when You access the Service by or through a mobile device. Usage Data is kept for internal analysis purposes. Usage Data is generally retained for a short period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.
We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies are used to collect and track information and to improve and analyse Our Service. The technologies We use may include:
Cookies can be "Persistent" or "Session" Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser.
We use both Session and Persistent Cookies for the purposes set out below:
Type: Session Cookies
Administered by: Us
Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.
Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies identify if users have accepted the use of cookies on the Website.
Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies allow Us to remember choices You make when You use the Website, such as remembering Your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid having to re-enter Your preferences every time You use the Website.
Chemwatch may use Personal Data for the following purposes:
Personal information is collected solely to operate as a Registered Training Organisation (RTO) under Australian Skills Quality Authority requirements, with potential disclosure for audits or government data collection. Grouped data can be analysed to improve the course content, delivery and assessment as well as being used for benchmarking.
Students can access and request corrections to their records.
Chemwatch collects Your personal identifying information when You provide it via a job application including, where relevant:
name, date of birth, gender, address, email, phone number, other contact details; and application educational information / documentation such as:
resumes, academic history, training records, and
employment Information, such as:
employment history, qualifications, position titles;
This personal information will ordinarily be used to assess Your job application and if not successful be disposed of quickly but otherwise retained in the employee’s personnel file.
For employees, personal information may be collected and used in accordance with obligations under the Fair Work Act 2009, including records related to employment conditions, pay, leave, and workplace rights.
Therefore Chemwatch stores the above mentioned, identifying, educational and employment information as well as the following personal information collected or created for human resources purposes. This includes, Financial Information: payment details, transaction history, Digital Information:, Potentially Sensitive Information (with consent): health or disability information, racial or ethnic origin (if required for support services or reporting) and Government Identifiers Tax File Numbers (TFN) and Unique Student Identifier (USI) if applicable.
information generated about staff performance, pay, superannuation and tax information and diversity information (with consent) including, ethnicity. Employment history information, code and investigation history and medical certificates and login credentials are also captured.
Chemwatch public website, https://chemwatch.net/, is hosted in by Amazon Web Services (AWS) in Australia. There are a number of ways Chemwatch collects information though its website, including via numerous online tools, e.g. Google Analytics, a website analytics tool.
Data collected can include device IP address (collected and stored in an anonymized format); search terms and pages visited on the OAIC website; date and time when pages were accessed. Downloads, time spent on page and bounce rate; device type, operating system & browser information as well as geographic location (city) can also be accessed but this is not ordinarily personal information because You cannot be reasonably be identified by it.
Cookies are small data files transferred onto computers or devices by websites for record-keeping purposes and to improve Your website user experience. Most browsers allow You to choose whether to accept cookies or not. This information is typically not considered Personal Information, as individuals cannot reasonably be identified from it.
Chemwatch uses X, Facebook, YouTube and LinkedIn to communicate with the public about its work. When You communicate with Chemwatch using these services, Chemwatch collects the personal information You provide to it by engaging in that communication.
Chemwatch collects personal information, such as contact details, that You provide to it when signing up to the mailing lists (e.g. for blogs), registering events e.g. webinar training or when submitting feedback on Your experience with the Chemwatch website. This may include whether You opened an email sent to You via the mailing list, which links You click in those emails, Your mail client (e.g. ‘Outlook’ or ‘iPhone’), the country geolocation of Your IP address (the IP address itself is not stored).
Chemwatch webinar registration via Zoom gathers data on registrants including contact information (name, email, etc.), custom questions, and attendance details. This data can be used to track leads, segment for follow-up, and analyse engagement through metrics like attendance rate, engagement duration, and conversion rates.
Similarly trade show events where personal information including Your name, address, telephone number and email address is gathered, the data may be used to make future promotional product offers
Chemwatch uses YouTube to host videos which are embedded on its website. When You play an embedded video from the website, the video and associated assets will load from the domain www.Youtube-nocookie.com, and other domains associated with the YouTube player.
YouTube collects information about user activity including videos watched and interactions with content and ads. This information is not made available to Chemwatch and is instead handled in accordance with the YouTube privacy policy.
Chemwatch’s Customer Relationship Management system may gather a wide range of marketing data to help optimize Our campaigns and understand customer behaviour. This includes data from email campaigns (click-through rates, open rates), website activity (time spent, page views), lead generation suggestions, and customer interactions across various channels. Additionally, this data may be subjected to predictive analytics for forecasting customer behaviour and may lead to targeted promotions in certain market segments.
Under the Privacy Act 1988 (Cth), Sensitive Information is information or an opinion about an individual’s racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association or a trade union, sexual orientation or practices, or criminal record, where this information also qualifies as Personal Information. It also includes health information about an individual, genetic information that is not otherwise classified as health information, biometric information that is used for automated biometric verification or identification, and biometric templates.
Sensitive information will be used by Us only:
• For the primary purpose for which it was obtained
• For a secondary purpose that is directly related to the primary purpose
• As per the ‘Disclosure of Personal Information’ clause below.
Where the GDPR applies, we process your data under the following lawful bases:
• Consent: When you give us clear permission
• Contract: To fulfill a contract or agreement
• Legal Obligation: To comply with Australian and international laws
• Legitimate Interests: For business and operational efficiency, unless overridden by your rights
Where reasonable and practicable to do so, We will collect Your Personal Information only from You. However, in some circumstances We may be provided with information by third parties. In such a case We will take reasonable steps to ensure that You are made aware of the information provided to Us by the third party.
Your Personal Information may be disclosed in a number of circumstances including the following:
Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorized access, modification or disclosure.
All personal information collected digitally by the Chemwatch is held on servers located in Australia and Google cloud.
We store personal information in both digital and hard copy formats. We implement appropriate technical and organisational measures, including:
When Your Personal Information is no longer needed for the purpose for which it was obtained, We will take reasonable steps, as per Chemwatch’s Information Management system, to destroy or permanently de-identify Your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by Us for a minimum of seven (7) years.
Chemwatch’s Information Communications Technology security protects both hardware and software from misuse, interference, loss, unauthorised access, modification and disclosure.
The security of Your Personal Data is important to Us but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.
Chemwatch Employee Human Resource Information (including contractor) personal information typically collected for the employee to gain and maintain employment may also be in non-digital (paper) format. Security is maintained by ensuring that physical and procedural safeguards are in place prevent unauthorized access, modification, or destruction of records. This includes secure storage, restricted access, and proper disposal methods.
As an RTO, Record of Results, Qualifications and Statements of Attainment are retained for a minimum of thirty (30) years, while assessment tools and administrative records and Registered Training Organisation records are kept for a minimum of seven years. Completed student assessment resources must be retained for a minimum of two (2) years from the date of student completion of, or withdrawal from training. Data quality is regularly audited to ensure accuracy and completeness.
You have the right to:
• Access and correct your personal information
• Withdraw consent (where applicable)
• Request data erasure (subject to legal obligations)
• Restrict or object to processing
• Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) or a European Data Protection Authority (if GDPR applies)
You may access the Personal Information We hold about You and to update and/or correct it, subject to certain exceptions, e.g., information that must be retained for legal or regulatory reasons. If You wish to access Your Personal Information, please contact Us in writing, or via account settings.
Chemwatch will not charge any fee for Your access request but may charge an administrative fee for providing a copy of Your Personal Information.
In order to protect Your Personal Information, We may require identification from You before releasing the requested information.
You have the right to delete or request that We assist in deleting the Personal Data that We have collected about You. If You are a client and use a Chemwatch Service, Our Service may give You the ability to delete certain information about You from within the Service. You may update, amend, or delete Your information at any time by signing in to Your Account if You have one, and visiting the account settings section that allows You to manage Your personal information. You may also contact Us to request access to, correct, or delete any personal information that You have provided to Us.
Please remember, however, that We may need to retain certain information when We have a legal obligation or lawful basis to do so.
It is important to Us that Your Personal Information is up to date. We take reasonable steps to make sure that Your Personal Information is accurate, complete and up to date. If You find that the information We have is not up to date or is inaccurate, please advise Us as soon as practicable so We can update Our records and ensure We can continue to provide quality services to You.
Registered Training Organisation (RTO) data is audited and reviewed to make sure personal information is accurate, complete and up to date. The RTO Manager will handle access to files and correction to incorrect or out-of-date information.
The information You provide when engaging Chemwatch the Service, including Personal Data, is processed at Chemwatch's operating offices and in any other places where the parties involved in the processing are located, subject to the special agreements and provisions on the data locations and availability. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ from those of Your jurisdiction.
Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.
Chemwatch will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.
Chemwatch services are not intended for children under 13 years of age. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take steps to remove that information from Our servers.
If We need to rely on consent as a legal basis for processing Your information and Your country requires consent from a parent, We may require Your parent's consent before We collect and use that information.
Links to third-party websites are provided for convenience only. Chemwatch is not responsible for the content or privacy practices of these external sites. If You click on 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.
This Policy may change from time to time and the most recent version is available on Our website. The latest version of the privacy policy is effective.
You are advised to review this Privacy Policy periodically for any changes.
If You have any queries or complaints about Our Privacy Policy, or wish to exercise your rights, please contact Us at:
1227 Glen Huntly Road, Glen Huntly VIC 3163
+61 3 9573 3100
For GDPR related privacy concerns, use the above link or telephone number and address your concern to: ‘The Privacy Officer’.
If you are not satisfied with our response to your complaint, you also have the right to make a formal complaint to the relevant privacy regulator in your jurisdiction or in Australia you can use the link to the contact details set out below:Office of the Australian Information Commissioner (OAIC)
Website: https://www.oaic.gov.au