Privacy Policy

3D Safety Systems Pty Limited (referred to in this document as we, us, our or 3D Safety) is committed to providing quality services to you and our clients. This policy outlines our ongoing obligations to you in respect of how we manage your personal information.

The Privacy Act 1988 (Cth) (the Privacy Act) and the Australian Privacy Principles (APPs) govern the way in which we must manage your personal information. This policy sets out how we collect, use, disclose and otherwise manage personal information about you.

What is personal information and why do we collect it

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable. Examples of personal information we collect include name, job title, address, date of birth, email address, phone number, account credentials and authentication information, identity documents and identifiers, such as licences, cards and work authorisations, photographs, qualifications and other compliance documents.

We collect and hold personal information that is relevant to providing you and our clients with the goods or services being sought. Our clients, such as principal contractors, employers and subcontractors, may also provide personal information about you to 3D Safety, for example when they add workers to a project. Those organisations' own privacy policies also apply to their handling of your information.

The predominant use of this information is to populate and maintain the databases within our systems for use by our clients and their personnel and contractors. We will also collect, use and hold your personal information if it is reasonably necessary for or directly related to the performance of our functions and activities, and for the following purposes:

to understand your needs and provide you with better services;
to improve our products and services; and
to facilitate our internal business operations, including the fulfilment of any legal requirements.

Sensitive information

Our clients can choose to configure the 3D Safety platform to collect sensitive information, such as ethnic background or health information, for their own reporting purposes. Where this applies, sensitive information is collected with your consent, unless collection without consent is otherwise permitted or required by law. Sensitive information is only used and disclosed for the purpose for which it was collected, unless otherwise required or authorised by law. You may choose not to provide sensitive information.

Method of collection

Personal information will generally be collected directly from you through the use of any of our standard forms, our platform and mobile apps, over the internet, via email, or through a telephone conversation with you. There may, however, be some instances where personal information about you will be collected indirectly, for example from your employer or the organisation operating the project, because it is unreasonable or impractical to collect it directly from you. We will usually notify you about these instances in advance or, where that is not possible, as soon as reasonably practicable after the information has been collected.

Automated decisions

The 3D Safety platform uses personal information to automatically determine a worker’s compliance status and whether they are authorised to access a site or perform an activity. These decisions are based on rules configured by the organisation operating the project, and may include the following:

Expired or missing qualifications: We use the details and expiry dates of your licences, tickets, qualifications and other compliance documents relevant to your role. If a required document expires or is missing, you may automatically lose access to the site or to the relevant activity until a current document is provided.
Site inactivity: We use your site attendance records, such as sign-ins and entry and exit events. If you have not attended a site for a period set by the organisation operating the project, your access to that site may be suspended until you redo a site induction. This ensures you are briefed on the current hazards and controls in place at the site.

If you believe a decision about your compliance status or site access is incorrect, you can update your documents through the platform, or ask the organisation operating the project to review the decision. You can also contact our Privacy Officer.

Location data collected by 3D Safety mobile apps

The 3D Safety mobile apps for Android and iOS (the App) may access your device's location, including precise location where required, when you use certain location-enabled safety, attendance and compliance features.

How and why we use location

Sign-ins, forms and signatures: When you use the App to sign in, complete a form, or sign an activity, such as a toolbox talk, induction or pre-start, the App may record your device's location and associate it with the attendance or activity record. This helps indicate that you were at or near the relevant work location when the activity was completed and assists the organisation operating the project with attendance, safety and compliance records.
Evacuations: During an evacuation, the App records the location of the warden's device when people are checked off. Your own device location is not recorded when you are checked off by a warden. This assists the organisation operating the project to account for people during an emergency.
Photos: When you take or upload a photo through the App, location information may be associated with the photo record where the relevant location feature is enabled. This can help identify where hazards, incidents, inspections or work activities occurred.
Maps and location questions: Where a form asks you to identify a location on a map, the App may use your current device location to centre the map. Your current location is used only on your device for this purpose and is not sent to 3D Safety. Only the location you select on the map is saved as the response.
Beacon-based attendance: On projects where the organisation operating the project has enabled beacon-based attendance features, the App may use Bluetooth and location-related device permissions to detect when your device is within, or is no longer within, the detectable range of a Bluetooth beacon installed at a work site. Depending on your device and permissions, this may operate while the App is running in the background. The attendance record stores beacon entry and exit events rather than continuously recording your GPS coordinates. These records may be used for site attendance, safety and evacuation purposes.

Where an organisation enables beacon-based attendance features, that organisation is responsible for ensuring its use of those features complies with applicable workplace surveillance, employment and privacy laws, including any requirements to notify workers.

We do not use location information for advertising or marketing and we do not sell location information. The App does not continuously record your GPS location. Location information is only collected through the App in the circumstances described above.

Location: Your choices

You can control the App's access to location and Bluetooth services through your device settings. If you disable these permissions, some location-enabled features may be unavailable or may operate without recording your location.

Your employer, contracting organisation or the organisation operating the project may separately require you to comply with particular site attendance, safety or emergency management processes.

Location: Storage, access and disclosure

Location information collected through the App is stored in Australia and protected in accordance with the security measures applying to other personal information held by 3D Safety. It may be accessed by authorised 3D Safety staff, and processed by service providers, where reasonably necessary to operate, support, secure or maintain the service.

Location information may be made available to authorised users associated with the relevant project, including the organisation operating the project and, where applicable and configured, your employer or contracting organisation.

3D Safety and its service providers may also access or disclose location information where required or authorised by law.

Location information is retained in accordance with the retention settings and contractual requirements applying to the relevant project.

Your device's operating system and location services, including services provided by Apple or Google, may be used to determine your device's location. Their handling of information is governed by their respective privacy policies.

Failure to provide information

You are not obliged to provide personal information. However, if you don't, or if it is incomplete or inaccurate, we may be unable to provide the products and services you are seeking.

Disclosure of personal information

Your personal information may be disclosed in the following circumstances:

to our clients and authorised users associated with the relevant project, including the organisation operating the project and, where applicable, your employer or contracting organisation;
to service providers who help us operate, support, secure or maintain our services;
to third parties where you consent to the use or disclosure;
to protect our rights or property; and
where required or authorised by law.

We will not use or disclose your personal information other than for the purpose for which it was collected or for a purpose reasonably related to that purpose, unless we have your consent or are required or authorised by law to do so.

We do not sell personal information.

We will take reasonable steps to ensure that 3D Safety employees and third-party suppliers abide by this policy and our privacy practices.

Disclosure of personal information overseas

Personal information is stored in our database hosted on Microsoft Azure in Australian data centres. We do not disclose personal information overseas, except as permitted by the Privacy Act.

Security of personal information

We are committed to ensuring that your information is secure. To prevent unauthorised access, misuse, loss or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard the personal information we hold. If a data breach is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

Retention of personal information

Personal information held on behalf of our clients is retained in accordance with the retention settings and contractual requirements applying to the relevant client and project, and any retention periods required by law. When personal information is no longer needed for the purpose for which it was obtained, or for any other lawful purpose, we will take reasonable steps to destroy or permanently de-identify it.

Access to your personal information

3D Safety has appointed a Privacy Officer to ensure that our management of personal information is in accordance with this policy and the Privacy Act.

You may request access to the personal information we hold about you and ask us to correct it, subject to certain exceptions. To make a request, please contact our Privacy Officer in writing. We will respond within a reasonable period, usually within 30 days. 3D Safety will not charge a fee for making an access request, but may charge a reasonable administrative fee for providing a copy of your personal information.

To protect your personal information, we may require identification from you before releasing the requested information.

Maintaining the quality of your personal information

It is important to us that your personal information is up to date. We will take reasonable steps to make sure that your personal information is accurate, complete and up to date. If you find that the information we hold is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records.

Policy updates

This policy may change from time to time. The current version is available on our website.

Privacy Policy Feedback and Complaints

If you have any queries or concerns about this policy or the way we handle your personal information, or if you wish to make a complaint about a breach of the Privacy Act, the APPs or a privacy code that applies to us, please contact us in writing at:

Privacy Officer
3D Safety Systems Pty Limited
PO Box Q1258
QVB Building NSW 1230
Australia

We will take reasonable steps to investigate any complaint and respond within a reasonable period, usually within 30 days.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Effective from 1 October 2026