Purpose of This Notice
This Privacy Notice explains how Australian Moulding & Door Company Pty Ltd (AMDC) collects, uses, discloses, and stores personal information about contractors working on our premises.
We collect this information so that we can:
- verify your identity
- confirm your competency and authorisation to perform work
- meet our Work Health and Safety (WHS) obligations
- manage access to restricted work areas
- maintain accurate site attendance records
- meet legal reporting requirements in the event of an incident
This notice should be read together with the AMDC Privacy Policy, which provides full details of how we protect and manage personal information.
What Information We Collect
To work on an AMDC site, we may collect the following personal information:
Identification & Contact
- full name
- phone number
- email address
- date/time of site access (sign-in and sign-out)
- company name
- host or point of contact
Work Authorisation
- trade qualifications (e.g., carpentry, electrical licence)
- training records (e.g., White Card)
- competency certificates
- proof of identity (where required)
- SWMS relevant to the task
- licenses or permits for high-risk work
Safety & Compliance Records
- emergency contact details
- incident or near-miss reports involving you
- information about hazards or safety issues you raise
- vehicle registration (if driving on site)
We only collect the information we need to fulfil our legal and operational obligations.
How We Collect Information
We collect information directly from you through:
- contractor onboarding forms
- site induction records
- the digital sign-in system
- email correspondence
- SWMS submissions
- the contractor induction pack
- hazard, incident or injury reporting
We may also receive information from your employer or principal contractor, such as insurance documentation or competency records provided on your behalf.
Why We Collect Contractor Information
We collect personal information for lawful purposes including:
Work Health & Safety (WHS)
To meet obligations under the OHS Act 2004 (Vic), we must:
- know who is on site
- maintain site attendance records
- ensure individuals are competent for the work performed
- be able to contact you in an emergency
- investigate incidents correctly
Contractor Management
- granting access to work areas
- validating insurance coverage
- confirming appropriate training
- ensuring you have read and understood AMDC site requirements
Legal & Regulatory Compliance
We may be required to provide limited information to:
- WorkSafe Victoria
- emergency services
- law enforcement
- insurers
- government agencies
Use & Disclosure
We may use your information to:
- manage your access to the site
- maintain a record of your work and time on site
- confirm your competency when assigning tasks
- respond to incident reports
- meet legal obligations
We will not sell or rent your personal information.
We may disclose your information internally to authorised AMDC staff responsible for:
- WHS management
- site supervision
- incident investigation
- contractor management
- insurance claims
We only disclose information externally when required by law or where necessary for safety.
Storage & Security
Your information may be stored electronically in:
- AMDC’s SharePoint (“The Hub”)
- Formidable Forms database
- MYOB Advanced / Acumatica
- secure cloud email systems
We take reasonable steps to protect information from:
- loss
- unauthorised access
- misuse
- modification
Access is restricted to authorised personnel only.
Access, Corrections & Complaints
You may request:
- a copy of the personal information we hold about you
- correction of inaccurate or outdated information
- clarification of how your data is used
Contact our Privacy Officer:
accounts@australianmoulding.com.au
If you have a privacy complaint or believe we have not complied with the Australian Privacy Principles, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
Website: www.oaic.gov.au
Phone: 1300 363 992
Retention & Destruction
Contractor information is retained only for as long as legally required.
Typical retention periods include:
- sign-in records: 7 years (WHS compliance)
- incident reports: 7 years
- training evidence: duration of contract
- SWMS and work authorisation: 2 years after project completion
Information no longer required will be securely destroyed in accordance with our Data Retention & Destruction Schedule.
Links & Further Information
You can view the full AMDC Privacy Policy here
This notice may be updated from time to time to reflect legal changes or operational needs.
Acknowledgement
By signing in to an AMDC site (digitally or physically), you acknowledge that you have read this notice and understand:
- why we collect your information
- how we handle and store it
- your rights under the Privacy Act
- how to request access or make a complaint
You will be prompted to confirm this acknowledgment during the digital sign-in process.
Document Status
This document is ready for:
- inclusion in the Contractor Induction Pack
- display as a view-only page linked to the QR sign-in page
- inclusion in Sign-in Confirmation Emails
- publishing in SharePoint (The Hub)
- uploading to the Trade Portal
Once published, it completes our APP 5 Notification obligations.