Privacy policy

Human Resource Dynamics Pty Ltd (ABN 37 130 426 989), trading as HR Dynamics, respects your privacy and is committed to handling personal information responsibly and transparently.

This Privacy Policy explains how we collect, hold, use and disclose personal information when you visit our website, contact us, subscribe to our communications, attend an event or training session, apply for a role we are recruiting for, or engage HR Dynamics to provide HR or related professional services.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply.

The information we collect

The information we collect depends on how you interact with HR Dynamics.

Contact and business information

We may collect information such as your:

• name

• email address

• phone number

• job title

• organisation or business name

• location

• details of your enquiry

• communication preferences

• information you voluntarily provide when contacting us.

Website and marketing information

When you use our website, download a resource, complete a form or subscribe to our communications, we may collect information such as:

• your name and contact details

• pages you visit and how you interact with our website

• resources you download

• forms you submit

• email engagement, such as whether an email has been opened or a link has been clicked

• IP address

• browser, device and general location information

• information collected through cookies and similar technologies.

You can read more about this under Cookies and website tracking below.

Information collected when we provide HR services

When an organisation engages HR Dynamics, we may need to collect and hold additional personal information about employees, managers, job applicants, contractors or other people involved in a workplace matter.

Depending on the service we are providing, this may include:

• employment and job information

• employment contracts and workplace documentation

• salary, pay, classification and award information

• performance and conduct information

• disciplinary information

• complaints, grievances and workplace concerns

• investigation information

• recruitment and application information

• training, development and feedback information

• workplace health and safety information

• correspondence and other information relevant to the HR matter.

Sensitive information

Some HR matters may involve sensitive information.

This can include health or medical information, information relating to workplace injuries or psychosocial matters, racial or ethnic origin, religious beliefs, sexual orientation, trade union or professional association membership, criminal history or other information classified as sensitive information under privacy law.

We only collect sensitive information where it is reasonably necessary for our work and where we are permitted to do so by law.

How we collect personal information

Where practical, we collect personal information directly from you.

This may happen when you:

• contact us by phone, email or through our website

• complete a website form

• download a resource

• subscribe to HR updates or marketing communications

• attend an event, webinar or training session

• participate in a survey, coaching program or feedback process

• apply for an advertised role

• engage us to provide HR services.

Because of the nature of HR consulting, we may also receive information about an individual from another person or organisation.

This may include information provided by:

• an employer or client organisation

• a manager or HR representative

• another employee

• a workplace complainant or witness

• a job applicant or referee

• an external adviser or service provider

• another person involved in the relevant workplace matter.

We may also collect limited information automatically when you interact with our website, emails or digital services.

How we use your information

We may collect, hold, use and disclose personal information to:

• respond to enquiries

• provide HR consulting and professional services

• advise and support our clients

• manage workplace and employee matters

• prepare contracts, policies and other HR documentation

• provide award, pay and compliance advice

• assist with performance, disciplinary and workplace matters

• undertake workplace investigations or mediation

• deliver recruitment services

• provide training, coaching, mentoring and development programs

• administer surveys and feedback programs, including 360 Degree Feedback

• organise events and webinars

• manage our client relationships

• communicate with you about services you have requested

• provide resources you have requested

• manage accounts, payments and administration

• improve our website, services and customer experience

• measure website and marketing performance

• send marketing communications where you have consented or where otherwise permitted by law

• protect our business, systems and users

• comply with legal and regulatory obligations

• establish, exercise or defend legal claims.

We will generally only use personal information for the purpose for which it was collected, for a related purpose you would reasonably expect, with your consent, or where otherwise permitted or required by law.

Who we may share information with

Depending on the circumstances, we may disclose personal information to:

• the organisation that has engaged HR Dynamics and its authorised representatives

• people involved in the relevant workplace or HR matter where appropriate

• technology, cloud hosting and software providers that support our business

• payment, accounting and event management providers

• survey, training and communication platforms

• professional advisers, including lawyers and accountants

• insurers

• government agencies, regulators, courts and tribunals

• law enforcement or other authorities where required or authorised by law

• other parties with your consent or where permitted by law.

We only disclose information where it is reasonably necessary for the relevant purpose or otherwise permitted by law.

Our service providers

HR Dynamics uses a range of technology and service providers to operate our business and deliver our services.

These may include platforms used for:

• customer relationship management and marketing, including Salesforce and Salesforce Account Engagement

• email, documents and cloud storage through Microsoft 365

• website hosting through Framer

• analytics and advertising through Google and Meta

• online surveys through SurveyMonkey

• video conferencing and communications through Zoom

• recruitment through SEEK

• event management through Humanitix

• payments and accounting through providers such as Stripe and Xero.

These providers may process personal information on our behalf in accordance with their own privacy and security practices and our arrangements with them.

Cookies and website tracking

Our website uses cookies and similar technologies to operate the site, understand how visitors use it and measure the effectiveness of our communications and marketing.

When you first visit our website, you can choose whether to allow optional cookies. Necessary cookies are always active because they are required for core website functionality, security and to remember your privacy preferences.

Optional analytics and marketing technologies are not activated unless you provide consent. You can change or withdraw your preferences at any time using the Cookie Settings control on our website.

Essential and security technologies
These support core website functionality, security and privacy preferences. They may include technologies used by website forms and services such as Google reCAPTCHA.

Analytics technologies
We use website analytics to understand how visitors use our website, including which pages are visited, how visitors arrive at the site and how people interact with our content. Framer Analytics may also be used to provide aggregated website usage information.

Where additional analytics technologies use optional cookies or similar tracking technologies, they will only be activated in accordance with your cookie preferences.

Marketing and advertising technologies
With your consent, we may use marketing technologies to measure campaign activity, understand engagement with our website and communications, and improve our marketing.

These technologies may include Salesforce Account Engagement and, where used, services such as Google Ads or Meta.

Salesforce Account Engagement
We use Salesforce Account Engagement to help us understand how consenting visitors interact with our website, forms, resources and marketing communications.

Information collected through these technologies may include IP address, browser and device information, pages viewed, referring websites and interactions with our website.

Salesforce Account Engagement website tracking is classified as an optional marketing technology and is not activated unless you consent to marketing cookies.

You can change your cookie preferences at any time using the Cookie Settings control on our website. You can also manage cookies through your browser settings, although disabling some technologies may affect how certain parts of the website operate.

Marketing communications

If you subscribe to our updates, download a resource and agree to receive communications, register for certain events or otherwise consent to marketing, we may send you information about:

• HR updates and workplace law changes

• practical HR resources

• events and training

• webinars

• HR Dynamics services

• other information we think may be relevant to your organisation.

We use Salesforce Account Engagement to manage many of these communications.

You can unsubscribe at any time by using the unsubscribe link in our emails or contacting us at hello@hrdynamics.com.au.

Unsubscribe requests will be handled in accordance with applicable Australian spam laws.

Recruitment

HR Dynamics may recruit for specific vacancies on behalf of our clients.

If you apply for one of these roles, we may collect information such as your contact details, resume, employment history, qualifications, experience, references and other information relevant to your application.

We may provide relevant application information to the employer for whom we are recruiting and to other parties involved in the recruitment process where appropriate.

HR Dynamics does not operate as a general candidate placement service or maintain a general database of people seeking employment for unspecified future roles.

Where applications are submitted through an external platform such as SEEK, that platform's privacy practices will also apply.

Payments

Some services, events or transactions may involve third-party payment providers such as Stripe, Xero or Humanitix.

Payment card information may be collected and processed directly by those providers rather than by HR Dynamics. We may receive information about the transaction, such as payment status, amount and contact information, as required to administer the service or event.

How we protect personal information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.

Depending on the information involved, these measures may include:

• secure cloud-based systems

• access controls and user permissions

• password and authentication controls

• limiting access to information to people who need it for their role

• security measures provided by our technology partners

• internal practices for handling confidential information.

No method of storing or transmitting information is completely risk-free, but we take reasonable steps appropriate to the nature of the information we hold.

How long we keep personal information

We retain personal information for as long as reasonably necessary for the purpose for which it was collected and for legitimate legal, professional, insurance, operational and record-keeping requirements.

The appropriate retention period will vary depending on the nature of the information and the service provided.

When personal information is no longer required to be retained, we take reasonable steps to securely destroy or de-identify it where required by law.

Overseas processing and disclosure

Some of the technology providers we use operate internationally.

As a result, personal information may be stored, processed or accessible outside Australia. This may include the United States and other countries in which our technology providers and their authorised subprocessors operate.

For example, Framer states that data may be transferred outside its European operations, including to servers in the United States, while Google operates data infrastructure around the world. Salesforce and other cloud providers may also process information through global infrastructure.

Where Australian privacy law requires us to do so, we take reasonable steps in relation to the handling of personal information by overseas recipients.

Accessing or correcting your information

You may contact us if you would like to:

• access personal information we hold about you

• correct information that is inaccurate, out of date, incomplete or misleading

• ask a question about how your personal information is handled.

Please email hello@hrdynamics.com.au.

We may need to verify your identity before providing access to personal information.

There may be circumstances where privacy law permits or requires us to refuse access to some information. If this occurs, we will explain the reason where required.

Privacy complaints

If you believe we have not handled your personal information appropriately, please contact us so we can investigate your concern.

Email:

hello@hrdynamics.com.au

Please include enough information for us to understand the issue and how you would like it resolved.

We will review your complaint and respond within a reasonable timeframe.

If you are not satisfied with our response, you may also be able to make a complaint to the Office of the Australian Information Commissioner (OAIC).

Third-party websites

Our website may contain links to websites or services operated by third parties, including platforms such as SEEK, Humanitix and other external services.

HR Dynamics is not responsible for the privacy practices of those third-party websites. We recommend reviewing their privacy policies before providing personal information to them.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, information-handling practices or legal obligations.

The latest version will be published on this page with the date it was last updated.

Contact us

If you have a question about this Privacy Policy, want to access or correct your personal information, or would like to make a privacy complaint, contact:

Human Resource Dynamics Pty Ltd
ABN 37 130 426 989
Trading as HR Dynamics

Email: hello@hrdynamics.com.au