At Flare, we take your privacy seriously.
Last updated 14 July 2021
Flare HR Pty Ltd (ABN 46 607 120 892) (Flare HR) owns and operates the Flare HR Management and Benefits Platform (Flare HR Platform).
EPI-USE Managed Solutions Pty Ltd trading as “FlarePay” (ABN 92 100 495 663) (FlarePay) owns and operates the FlarePay Platform, which is accessed via the Flare HR Platform.
To make things a bit easier for you, we have included simple summaries in green. You should read the entire policy so you don’t miss anything important.
We take your privacy very seriously. This policy sets out what you need to know about how we collect, use, store and disclose your personal information.
If you choose not to provide us with the personal information we request, we may not be able to provide you with access to our platform, products or services, or more information about them.
Make sure you keep up to date with any changes to our policy.
We collect info from you, your employer and our business partners.
We collect personal information from:
We collect all the usual info; contact details and information about your identity. We also collect other types of info so you can use our platform and access our services.
The types of personal information we may collect about you include:
We may also collect sensitive information (e.g. health information). We will only collect this information with your consent and when it is necessary for our business purposes.
We collect info about you to personalise your platform experience, improve our services and communicate with you.
We may collect, hold, use and disclose your personal information to:
We are always working to improve our platform, products, services and consumer insights to give you the best customer experience. We may provide information about you to third parties as part of a data analytics process. If we do, it will be aggregated and anonymous information that does not identify individuals.
One of the neat things about the platform is you can access a range of products and services. If you don’t want us to send you info about these products and services, tell us and we will stop.
If you are a customer, from time to time we may send you marketing information about products and services offered by us and our business partners, which we think may be of interest to you. We may send this information to you by email or post.
If you do not want to receive marketing information, please opt out by adjusting your account settings using the opt-out facilities provided (e.g. an unsubscribe link) or contacting us using the details set out below.
We will only use or disclose sensitive information about you for marketing if you have consented to this.
From time to time we may need to share your info with people listed in this policy. We won’t share your info with any other person unless you consent to it.
We will only disclose government identifiers if we can or must.
We may collect and hold government related identifiers (such as your tax file number) as an agent for your employer and your super fund. We will not disclose any government related identifiers other than at the direction of your employer or as required or permitted by law.
Where personal information is stored overseas, we will ensure that there are arrangements in place to protect it.
Personal information captured on the platform is hosted in Microsoft Azure data centres located in Sydney and Melbourne.
Where commercially feasible, we contract with other software vendors in Australia, who are subject to the Australian Privacy Principles.
Like many leading companies in Australia, from time to time, we may engage global enterprise software vendors to support our internal operations (e.g. Salesforce or SAP). In such circumstances, personal information held by these vendors may be stored outside of Australia.
When you provide your personal information to us, you consent to the disclosure of your information outside of Australia. We will take all reasonable steps and use our best endeavours to ensure any such vendors comply with the Australian Privacy Principles or are subject to similar requirements to protect personal information overseas.
We care about the safety of your info and do what we can to protect it.
We may hold your personal information in either electronic or hard copy form. We take the storage and security of your information seriously, and will take all reasonable steps to protect your personal information from misuse, interference and loss, as well as unauthorised access, modification or disclosure. We use a range of physical, administrative, personnel and technical measures to protect your personal information.
Electronic data collected by us is hosted primarily in Australia, but may in certain circumstances be hosted overseas. Access to the hosting platform and production database is tightly controlled, with limited access to security credentials.
Your personal information is only retained for as long as necessary to fulfil the purpose/s for which it was collected, unless we are required to retain the information for a certain period of time under an Australian law or court or tribunal order. Once no longer required, we take such steps as are reasonable in the circumstances to destroy or permanently de-identify your personal information.
We apply best practice in our security measures but we cannot guarantee the security of your personal information. If there is a breach of our security, we will investigate it, let any affected users know, and take all other appropriate steps relevant in the circumstances.
To provide the platform and make your user experience as enjoyable as possible, we collect certain info about how you use the platform.
We may record certain information about your use of the platform including which parts of the platform you visit, the time and date of your visit, and the internet protocol address assigned to your computer.
We may also use ‘cookies’ or browser information on the platform to help us track your use of the platform, remember your preferences, enable us to collect data, monitor the effectiveness of our platform, and advertise our products and services or those of our trusted business partners.
Cookies are small files that store information on your computer, TV, mobile phone or other device. They enable the entity that put the cookie on your device to recognise you across different websites, services, devices and/or browsing sessions. You can disable cookies through your internet browser but some features of the platform may not function properly if you do so.
To make things super convenient our platform includes links to other websites. There are heaps of website links out there. If we post one on the platform, we can’t control what happens on the other end.
The platform may contain links to websites operated by third parties. Those links are provided for convenience and may not remain current or be maintained. Unless expressly stated otherwise, we are not responsible for the privacy practices of, or any content on, those linked websites, and have no control over or rights in those linked websites. The privacy policies that apply to those other websites may differ to ours, so we encourage you to read them before using those websites.
Whilst we may use social networking platforms for communications, we won’t ask you to supply personal information publicly over these platforms. Sometimes we’ll invite you to send your details to us via private messaging, for example, to answer a question you have raised.
Any personal information that you contribute to the publicly accessible sections of social media applications can be read, collected and used by other users of the application. We have little or no control over these other users and cannot guarantee that any information that you contribute to any social media applications will be handled in accordance with our privacy standards.
We must be certain of your identity before we can discuss your account with you. If you contact us to discuss your account, you must be able to prove your identity. This ensures that we are able to protect your personal information by only giving it to you or someone who can prove that they are lawfully authorised to act on your behalf.
If you have a general enquiry that does not involve discussing your personal information, you do not have to provide identification. In these situations, you will be able to deal with us without identifying yourself.
Feel free to contact us to access your info or fix any mistakes.
You can access the personal information we hold about you by contacting us. Sometimes, we may not be able to provide you with access to all of your personal information and, where this is the case, we will tell you why.
We may also need to verify your identity when you request your personal information.
If you think that any personal information we hold about you is inaccurate, please contact us and we will take reasonable steps to ensure that it is corrected.
Contact us about any privacy complaints.
If you think we have breached the Privacy Act or you wish to make a complaint about the way we have handled your personal information, you can contact us. Please include your name, email address and/or telephone number and clearly describe your complaint.
If we receive a privacy complaint it will be treated seriously and dealt with promptly, in a confidential manner and in accordance with our internal complaints handling procedures. We’ll contact you if we require any additional information from you and will notify you in writing of the investigation’s outcome. We will work to respond to your complaint as quickly as possible; normally within 30 days of receiving your complaint.
If your complaint is not resolved by us to your satisfaction, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC).
Director of Compliance (Investigations)
Office of the Australian Information Commissioner
Phone: 1300 363 992
Fax: 02 9284 9666
Email: [email protected]
Address: GPO Box 5218 Sydney NSW 2001
Want to chat all things privacy, reach out anytime.
You can contact us to find out more, access or correct your personal information or make a complaint using the details below:
Phone: 1300 352 734
Email: [email protected]
Post: Flare HR Privacy Officer
Flare HR 1-3 Munn Street
Miller’s Point NSW 2000, Australia