PRIVACY POLICY

Austonia Trades Pty Ltd t/a Solar X Australia (Solar X) values your privacy and is committed to maintaining the security of your personal information. This Privacy Policy outlines how we collect, use, hold, and disclose your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Under Australian privacy laws, personal information is defined by the Privacy Act 1988 (Cth) as:

Information or an opinion about an identified individual, or an individual who is reasonably identifiable:

  • whether the information or opinion is true or not, and
  • whether the information or opinion is recorded in a material form or not.

Kinds of Personal Information Collected

We collect personal and sensitive information that is necessary to carry out our business activities. This may include (but is not limited to):

  • Contact information (name, address, phone number, email)
  • Work history, education, qualifications, and skills
  • Information regarding your work performance from your provided references;
  • Driver’s licence, certifications, and industry tickets
  • Eligibility to work in Australia (e.g. visa status)
  • Tax file number, superannuation details, and bank information
  • Health or medical data (e.g. fitness for work, injury reports)
  • Criminal record checks (if applicable)
  • Trade or union membership details
  • Biometric data, such as facial images (e.g. selfies), is used to verify identity when clocking in or accessing job sites.
  • Location data, including GPS tracking, which may be collected via mobile devices, apps, or site check-ins, for purposes such as attendance, safety, or logistics

How Personal Information is Collected and Held

We collect personal information via:
• Direct input by you through onboarding forms, phone calls, email, or in-person
• Our online onboarding platform or job application processes
• Third-party sources (e.g. referees, training organisations, previous employers, background screening providers)

Personal information is stored securely in our internal systems and onboarding databases. We retain this data only as long as necessary for business or legal purposes and will de-identify or destroy it when it is no longer required.

Purposes of Collection, Use and Disclosure

We use your information to:

  • Facilitate recruitment and onboarding
  • Confirm your work eligibility, qualifications, and competencies
  • Administer payroll, superannuation, and entitlements
  • Conduct performance reviews, training, and site inductions
  • Monitor workplace health and safety
  • Manage insurance claims and workplace rehabilitation
  • Comply with legal and regulatory obligations
  • Manage complaints, grievances, or legal claims

Your information may be disclosed to:

  • Related companies, clients, and host employers
  • Payroll processors and superannuation providers
  • Referees, training organisations, insurers, and legal advisers
  • Workers’ compensation bodies and regulators (if required)
  • Any person with a lawful entitlement to obtain the information

 

GPS Tracking and Workplace Monitoring

Solar X uses GPS tracking systems in company vehicles to:

  • Monitor the location and use of company property
  • Improve safety for employees travelling to job sites
  • Confirm attendance and site arrival times

These systems collect location, time, and vehicle usage data, which may be accessed by authorised staff only. This information is handled in accordance with the Privacy Act and relevant state surveillance laws.

 

Biometric Data (Facial Recognition & Identity Verification)

As part of our timekeeping and access management system, Solar X may collect biometric information (such as facial images) when employees clock in or out of work using a mobile app or device. This information is used solely for the purposes of:

  • Verifying the identity of employees
  • Preventing time fraud and ensuring accurate attendance records
  • Enhancing worksite safety and compliance

 

Biometric data is treated as sensitive information under the Privacy Act 1988 (Cth). It is stored securely, access is restricted, and the data is only retained for as long as necessary to fulfil its intended purpose. Consent is obtained as part of onboarding, and employees can contact the Privacy Officer if they have questions or concerns.

 

Access to and Correction of Personal Information

You may request access to your personal information by contacting the Privacy Officer in writing. We will respond within a reasonable period. We may refuse access in limited cases, such as where disclosure would breach confidentiality or affect the privacy of others.

If your personal information is inaccurate, out-of-date, or incomplete, you may request a correction. We will take reasonable steps to update or correct the information promptly.

Individuals have the right to take legal action if their privacy is seriously breached. This includes the ability to seek redress through the courts, such as compensation or other remedies, where their personal information has been misused or their private life has been intentionally or recklessly intruded upon in a serious way.

The statutory tort requires the individual to prove the following elements:

  • They had a reasonable expectation of privacy, for example, in their home, communications, or private data.
  • Their privacy was intentionally or recklessly invaded, not just by accident.
  • The invasion was serious, meaning it caused distress, offended their dignity, or invaded deeply personal matters.
  • Their privacy outweighs any public interest – for example, news coverage or public administration must not override their right to stay private.

Solar X takes privacy seriously, and our systems, training, and policies are designed to prevent privacy invasions. That includes strict control of private information and internal monitoring of how employee data is handled. We regularly review our practices to ensure ongoing compliance and accountability.

Individuals who release personal details with the intent to cause harm may face prosecution. We prohibit any such behaviour from our employees, clients, or contractors and will take immediate disciplinary and legal action if it occurs.

 

Safety Measures
We use trusted platforms that apply strong security protections to help keep your personal information safe. These include but are not limited to:

  • Encryption of data in transit and at rest
  • Regular server backups
  • Two-factor authentication (2FA) to protect user accounts
  • Using strong passwords
  • Access controls including device approvals, remote wipe, and admin permissions
  • File recovery tools like version history and deleted file restoration
  • Security monitoring and regular vulnerability testing
  • Built-in protection against malware, phishing, and unauthorised access
  • Compliance with global standards, including GDPR, HIPAA, SOC 2, and ISO 27001

We review these tools regularly to ensure they meet our data protection obligations and your privacy expectations.


Complaints and Inquiries

If you have any concerns or complaints about how your personal information has been handled, you can contact us:

Privacy Officer
Suite 22-C, Level 1, 22 Gibberd Road, Balcatta, WA 6021
hr@xsolar.com.au
1800 067 666

If you’re not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) via www.oaic.gov.au or 1300 363 992.

 

Overseas Disclosure

Your personal information may be stored or processed by third-party service providers located outside Australia, including for IT hosting, payroll, or communication services. We take reasonable steps to ensure that any overseas recipients comply with privacy obligations consistent with the Australian Privacy Principles.

Likely overseas locations may include:

  • United States (e.g. cloud hosting platforms)

Where it is not practicable to specify the country, we will still take steps to ensure compliance with Australian law.

 

Anonymity and Pseudonyms

Where lawful and practicable, you may choose not to identify yourself or use a pseudonym when dealing with us. However, full identification is generally required for employment-related activities.

 

Policy Availability

This policy is available on request and can be provided in alternative formats if required. You may also contact us to enquire about the kinds of personal information we hold and how we manage it.

 

Email and Social Media Confidentiality
Emails and social media communications from Solar X are confidential and intended only for the addressee(s). If you receive such communication in error, please notify us and delete it. We do not waive confidentiality by mistaken delivery.

For more on the email communication and use of social media, refer to our ICT Use Policy.

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