Privacy Policy and Collection Statement

1. What does this Privacy Policy and Collection Statement cover?

This Privacy Policy and Collection Statement (the “Policy”) informs you about how GreenCollar collects, uses, discloses and manages information about an identified individual or an individual who is reasonably identifiable from that information (“Personal Information”).

GreenCollar is committed to complying with the Privacy Act 1988 (“Privacy Act”) and associated Australian Privacy Principles (“APPs”) that requires us to have up to date policies and procedures about how we collect, use and manage Personal Information.

From time to time, we may collect, store, use and disclose Personal Information as necessary to conduct and improve our business operations. This may include information from a variety of individuals, such as clients, prospective clients, employees, job applicants, contractors, service providers, business partners, and other stakeholders who engage with us.

2. Consent

By using GreenCollar’s products and services, interacting with our website, or otherwise engaging with us and providing GreenCollar with your information – including but not limited to participating in surveys, workshops, recruitment processes, or other business-related activities – you:

(a) consent to the collection, storage, use, and disclosure of your Personal Information as outlined in this Policy, and

(b) confirm that you have the legal capacity to provide consent under Australian law.

If you do not have the capacity to provide consent, you warrant that your legal guardian, or authorised representative has the authority to provide the necessary consent on your behalf.

If you provide personal information to us about someone else, you must ensure that you are entitled to disclose that information to us and that, without us taking further steps required by privacy laws, we may collect, use, and disclose such information for the purposes described in this Policy.

Should you wish to retract your consent, you need to contact us. Please note that without your consent to collect, handle, use and disclose Personal Information about you as set out in this Policy, we may not be able to provide you with our services or with access to our website.

3. Who does GreenCollar collect Personal Information from?

GreenCollar collects Personal Information from clients and prospective clients, purchasers of credits and potential purchasers, employees and job applicants, contractors, service providers, suppliers, business partners, and other stakeholders who engage with us.

4. What types of Personal Information does GreenCollar collect?

To conduct our business, we may collect, or ask you to provide us with, Personal Information. This may include, but is not limited to:

Contact details, such as email address, name, phone number and mailing address,
Business or transactional information, such as bank account details and financial details,
Client onboarding information,
Information about your use of the website (such as website analytics and log data, including your Internet Protocol address),
Employment information, such as employment history, qualifications, proof of right to work, for employment purposes,
Sensitive information, such as details relating to ethnicity, racial background, and accessibility needs, for the purposes of promoting diversity, equity, and inclusion in our workforce, and
other information which assists GreenCollar in managing and conducting its business, providing and marketing our services to you, and meeting our legal obligations.

5. How does GreenCollar collect Personal Information?

GreenCollar generally collects Personal Information from you when you communicate with us directly, for example, when you engage with us as a client or employee, via telephone, emails, forms, our website, or other correspondence.

Where it is unreasonable or impractical to collect it from you directly, we may also collect Personal Information from you via third parties with your consent. These include third parties that provide screening services such as electronic verification services, employee background checks, or reference checks, or provide web analytics services, that collect, monitor and analyse log data to increase our website’s functionality. These third-party service providers have their own privacy policies addressing how they use such information.

Where information is collected from a third party, GreenCollar will take reasonable steps to ensure that you are made aware of the information provided to us by a third party.

6. What are the purposes of GreenCollar’s collection, use and disclosure?

GreenCollar generally collects, uses and discloses your Personal Information for the primary purpose it was collected. The specific purpose for which we collect your Personal Information will depend on the nature of the interaction you have with us and the service being provided to you by GreenCollar, but may include:

general management and conduct of our business,
provision of client services and project information, including but not limited to registering projects,
marketing of our services to prospective clients,
development, maintenance, upgrades and enhancements to our services and the website,
assessment of job applications and onboarding workers, and
compliance with legal obligations, such as anti-money laundering, fraud, bribery and corruption laws and other regulatory requirements.
From time to time, GreenCollar may also use or disclose Personal Information:
for a secondary purpose, but only if that purpose is directly related to the primary purpose and one that the individual would reasonably expect,
for some other purpose unrelated to the primary purpose, but only with the individual’s express written consent, or
where required or authorised by law.

7. When might GreenCollar disclose Personal Information to third parties?

GreenCollar may disclose Personal Information for the purposes outlined above to third party companies and individuals:

(a) who have been engaged to assist in conducting our business or contracted to provide services to you on our behalf, either in Australia or overseas, or

(b) where required or authorised by law, including responding to a subpoena, or if we believe such action is necessary to comply with the law, respond to a reasonable request from law enforcement agencies, or to protect the security or integrity of our business.

8. Will GreenCollar use your Personal Information to send you direct marketing?

GreenCollar may use your Personal Information to contact you with newsletters, marketing or promotional materials and other information that may be of interest to you. You may opt out of receiving any, or all, of these by following the unsubscribe link (if sent electronically) or instructions provided in any materials we send.

9. Where is your Personal Information held?

Your personal information is stored in-house and within third-party data storage providers located outside Australia. The providers are contractually required to handle personal information in accordance with the Office of the Australian Information Commissioner (OAIC) guidelines, the Australian Privacy Principles, and the relevant privacy laws applicable in their jurisdiction.

10. How does GreenCollar secure your Personal Information?

GreenCollar implements security measures to protect Personal Information from misuse, interference, loss, unauthorised access, modification, or disclosure. Access controls – such as role-based permissions, multi-factor authentication, and encryption protocols – are applied as appropriate to safeguard electronic records. Physical security measures are in place for hardcopy records, and all data handling processes align with established security frameworks and regulatory requirements.

Employees are required to adhere to internal policies governing data protection, including secure storage, restricted access, and controlled data sharing. Remote work arrangements incorporate additional safeguards such as VPNs, endpoint security measures, and controlled system access. Any actual, potential or likely security incidents are managed through a structured incident response framework, ensuring timely assessment, mitigation, and compliance with legal obligations such as notification requirements under the Privacy Act.

11. How can you access, correct or seek the erasure of your Personal Information?

You have the right to request access to your Personal Information and have it updated or corrected. Similarly, GreenCollar is committed to ensuring that the Personal Information we collect, use and disclose is relevant, accurate, complete and up to date.

We encourage all individuals to contact us to update or correct any Personal Information we hold about them. If you would like to obtain such access or seek a correction, please contact GreenCollar at [email protected]. To protect your Personal Information, we will always confirm your identity with you before giving you access or making any changes in accordance with a request.

Please note that the access and correction requirements under this Privacy Policy operate alongside, and do not replace, other informal or legal procedures by which an individual can be provided access to, or correction of, your Personal Information.

You may also request that your Personal Information is erased and, provided that it is no longer required for GreenCollar’s reasonable business purposes, we will comply with such a request.

12. How long will GreenCollar keep your Personal Information for?

GreenCollar retains information for as long as required by law, and for as long as we consider retention is necessary or desirable for our reasonable business purposes. We may dispose of information in our discretion without notice, subject to applicable laws that specifically require the retention of information.

13. What should you do if you have any privacy concerns or complaints?

You have the right to make a complaint about how we have dealt with your Personal Information, including any alleged breaches of this Policy. To lodge a complaint with us, you can contact us using the details above with the following information:

Name and address;
Details of the complaint; and
URL link to the issue (if applicable).

Complaints should be investigated, resolved, and the complainant contacted with the outcome within 30 days from complaint lodgement date.

14. What happens if there is a data breach involving Personal Information held by GreenCollar?

The Privacy Act contains requirements that must be followed in the event of an eligible data breach. An eligible data breach may arise if there is unauthorised access or disclosure of Personal Information held by an entity, this access or disclosure is likely to result in serious harm to the individual(s) to whom the information relates and the entity has not been able to prevent the likely risk of serious harm by taking remedial action.

If we become aware that an eligible data breach has occurred in relation to Personal Information held by GreenCollar, we will notify affected individuals and the Office of the Australian Information Commissioner as soon as practicable. We will also continue to take remedial action as appropriate and will review the incident to identify any actions that can be taken to prevent a reoccurrence.

15. How does GreenCollar update this Privacy Policy and Collection Statement?

GreenCollar may update this Policy from time to time to ensure effectiveness and compliance with applicable laws, including the Privacy Act and the APPs. In accordance with APP 1.3, GreenCollar is committed to maintaining an up-to-date policy on the management of Personal Information.

16. What happens if you following a link to another website from our website?

Our website may contain links to other sites that are not operated by us. 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.

17. How can you contact GreenCollar?

For any questions regarding our Privacy Policy please contact GreenCollar at [email protected].