About this notice
The FWC Online Learning Portal (the Portal) is an online learning platform.
The purpose of this notice is to explain how the Fair Work Commission (the Commission) collects, uses and discloses personal information in connection with the Portal. This includes personal information collected when you create an account with the Commission to access the Portal, and when you use the Portal. The Commission is subject to the Privacy Act 1988 (Cth).
Why we collect your personal information
The Portal has public access pages, and private access pages that are only available to individuals who have created a Commission account to access the Portal. Some learning modules will be accessible without the need to create a user account. Other modules will require users to create or log into an account. Users will need to provide their full name, and email address and may provide the name of their organisation in order to create an account. Users will be required to create a password.
Creating an account with the Commission enables users to keep track of their progress in a module and to access certificates of completion. If users do not provide this information, they will not be able to save their progress in a module, access certain modules, download and print certificates of completion, or access the private pages on the Portal.
The Commission may contact users from time to time using the email provided to create their account to ask for feedback about the Portal, particular modules, or to provide them with information about matters related to the Portal, such as new or updated modules.
Disclosure and publication of your personal information
The information the Commission collects to create a user account enables the Commission to track a user’s progress in certain modules. The Commission may use this to cross check that a user has completed modules which may be necessary in order to participate in Cooperative Workplace matters or to grant users access to other modules.
The Portal is hosted by a third-party cloud provider, Being Group Pty Ltd (Being Group). Being Group (and its subcontractors) is required to use personal information it accesses in accordance with the Australian Privacy Principles. Server addresses for all users, as well as user identity information for users who create a Commission account to access modules on the Portal is stored within the Commission’s cloud-based infrastructure. The Portal accesses and stores user identity information for active users, as well as learning experience data including a history of modules accessed and learning progress log of modules completed. This information is stored in Being Group’s cloud-based infrastructure.
If you have trouble creating or accessing an account, Commission staff and Being Group staff may access your name and email address for the purpose of verifying your account. Commission staff and Being Group staff may also need to access your name and email address for the purpose of system maintenance or in order to address technical malfunctions. In such instances, Commission staff and Being Group staff will not disclose your information to any third party without your permission unless this is required or authorised by law. Your password will not be disclosed to Commission staff, Being Group staff or third parties.
Other collection of information through the Portal
Where the Portal allows a person to make comments, submit a question or give feedback, the Commission will collect the person’s name, email address, phone number, State/Territory location and any other personal information contained in the comments, question or feedback. The Commission may use the contact details to respond to the person.
Users may be invited to respond to a survey about a learning module at the conclusion of the module, or at the point they exit the module. Responses to these surveys are stored in a secured database managed within the Portal. All data collected from the survey responses will be fully anonymised and will only be accessible to the Portal’s server administrator and by Commission staff.
The Portal uses cookies to see patterns in usage. A cookie is a small text file the Portal’s server puts on the person’s hard drive, that shows that the person has visited the website more than once. Cookies ‘remember’ the person’s browser between page visits.
When a person visits the Portal, the Commission can view anonymous information about the visit for statistical purposes. This is captured directly by the Portal and/or Google Analytics 4. The following user information is anonymously recorded to analyse and improve general user experience:
a. the operating system (eg Windows, Mac)
b. the top-level domain name (eg .com, .gov, .au, .uk)
c. the date and time
d. the pages looked at, the modules accessed, the activity in a module and documents downloaded
e. when the person last visited the website
f. the browser used (eg Google Chrome, Microsoft Edge, Firefox)
g. the type of device being used (eg a phone, tablet or personal computer)
h. the link a person used to get to the Portal
i. links a person uses while on the Portal.
Being Group on behalf of the Commission maintains and monitors online security systems to ensure a secure online environment and that the personal information of people using the Portal is appropriately protected during transmission.
When a person is using the Portal, the Being Group provides encrypted connections between the browser running on the person’s device and the Portal or services that use third party validated certificates. The encryption process that Being Group uses is Secure Socket Layer (SSL).
For more information
The Commission’s Privacy Policy, available at www.fwc.gov.au, contains information about how you may access and seek correction of your personal information held by the Commission, how you may complain about a breach of your privacy, and how the Commission deals with privacy complaints.
Any concerns or complaints about privacy should first be made in writing to:
Privacy
Email: privacy@fwc.gov.au
Post: GPO Box 1994, Melbourne VIC 3001.