SHYFT AGENCY PTY LTD

PRIVACY POLICY

Last Updated: December 2025

SHYFT Agency Pty Ltd (“SHYFT”, “we”, “our”, “us”) is committed to protecting your privacy and handling personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, store, disclose, and protect information relating to clients, staff, candidates, and visitors to our website.

TABLE OF CONTENTS

1. Types of Information We Collect
2. How We Collect Information
3. Why We Collect and Use Your Information
4. Disclosure of Personal Information
5. Data Storage, Security & Retention
6. Confidentiality Obligations
7. Website Cookies & Analytics
8. Use of Artificial Intelligence (AI) Technologies
9. Access and Correction of Information
10. Complaints Procedure
11. Changes to This Policy
12. Contact Us
13. Acceptance

Purpose of This Policy
This policy sets out the minimum Workplace Health and Safety (WHS) and psychosocial safety standards that all client clinics (“the Clinic”) must meet when engaging temporary or permanent staff (“Staff”) through Shyft Agency Pty Ltd (“Shyft”).

Its purpose is to:

Make clear that the Clinic is the primary duty holder under WHS legislation and remains responsible for the health, safety, and welfare of all workers on its premises, including temporary Staff supplied by Shyft.

Confirm the minimum safety, supervision, and risk management standards expected before Shyft will allocate Staff to a Clinic.

Reduce foreseeable risk of physical or psychological harm to Staff by ensuring safe systems of work, appropriate supervision, and timely reporting of hazards and incidents.

Clarify Shyft’s role, rights, and limitations in relation to WHS, psychosocial safety, and the withdrawal of Staff from unsafe environments.

This policy forms part of Shyft’s overall risk management framework and must be read together with Shyft’s Terms & Conditions of Service and any applicable workplace policies within the Clinic.

1. Types of Information We Collect

We may collect the following information:

Personal Information

Full name

Address, email, phone number

Date of birth

Emergency contact details

Employment history, qualifications, certifications

ABN or business details

Billing, invoicing, and payment information

Records of interactions with SHYFT (emails, SMS, calls, forms, chatbot)

Website data such as IP address, browser type, device type, access times, pages viewed

Sensitive Information (collected only with consent)

Health information relevant to workplace safety or job placement

Information about injuries, restrictions, or WHS considerations

Police checks, Working With Children Checks, immunisation status (where legally required)

2. How We Collect Information

We collect information:

Directly from you (forms, bookings, onboarding, email, SMS, phone, website)

Automatically through website analytics, cookies, and third-party tools

From clinics when arranging staff placements

From staff during onboarding or shifts

From publicly available sources if required for verification

From third parties, but only with your consent

3. Why We Collect and Use Your Information

We use your information to:

Provide staffing, recruitment, temp placement, and consulting services

Verify identity, licences, qualifications, and employment eligibility

Match candidates to appropriate clinics

Process bookings, payments, invoicing, and confirmations

Maintain WHS compliance and safety documentation

Communicate updates, reminders, or operational information

Improve our service quality, website, and systems

Meet legal, regulatory, and insurance requirements

We will only use personal information for the purposes outlined, or as required by law.

4. Disclosure of Personal Information

We may disclose information to:

Clinics and businesses using our staffing services

Staff members or candidates relevant to scheduled shifts

Payment processors (Stripe, banks, accounting platforms)

Technology service providers (GHL, Airtable, Google Workspace, website hosting)

Regulatory or law-enforcement agencies where required

Insurers, legal advisers, or auditors

We do not sell personal data.
We do not disclose information to overseas parties unless essential for platform hosting (e.g., servers located outside Australia).

5. Data Storage, Security & Retention

We protect your data through:

Encrypted platforms

Password-protected systems

Access controls & internal confidentiality agreements

Secure payment gateways

Regular system updates and monitoring

Data Retention

Candidate and client records may be retained for 7 years for legal, tax, and audit purposes.

WHS-related information may be retained longer if required under Australian law.

When data is no longer required, it is securely deleted or de-identified.

6. Confidentiality Obligations

For SHYFT Staff

All SHYFT representatives must keep:

Client information

Patient details

Clinic processes, pricing, and internal documents

strictly confidential.

For Clinics

Clinics agree not to misuse or share personal information belonging to SHYFT staff, candidates, or the agency.

A breach may result in termination of service agreements or referral to regulatory authorities.

7. Website Cookies & Analytics

Our website uses cookies to:

Improve site performance

Personalise user experience

Track traffic and usage patterns

Users may disable cookies via browser settings, however some features may not function correctly.

We may use Google Analytics or similar tools, which collect anonymised data about how visitors use our website.

8. Use of AI Tools & Automation

SHYFT Agency uses AI-powered systems to support administrative processes, customer communication, booking workflows, and staff–clinic matching. By engaging our services, you acknowledge and agree that:

AI tools may process information you submit through forms, chatbots, emails, or online interactions.

AI does not make autonomous decisions regarding staff placement, safety, or suitability — all decisions are reviewed and approved by SHYFT Agency staff.

SHYFT takes reasonable steps to ensure AI systems do not introduce errors or bias.

Information processed by AI remains subject to SHYFT’s Privacy Policy and confidentiality obligations.

You must not provide unlawful, harmful, or sensitive information to AI tools unless required and relevant to staffing or safety.

SHYFT is not liable for inaccuracies arising from incomplete or incorrect information submitted to AI systems.

Use of SHYFT’s services constitutes acceptance of AI-assisted workflows as described in the Privacy Policy.

9. Access and Correction of Information

You have the right to:

Request access to personal information we hold

Request corrections

Request deletion of data where appropriate and legally permissible

10. Complaints Procedure

If you believe your privacy has been breached:

We will investigate your concern

We will respond in writing within a reasonable timeframe

If you remain unsatisfied, you may contact the Office of the Australian Information Commissioner (OAIC):
https://www.oaic.gov.au

11. Changes to This Policy

SHYFT may update this policy periodically.
The latest version will always be available on our website.
Continued use of our services constitutes acceptance of updated policy terms.