Privacy Policy

Optimised Human Performance Pty Ltd (OHP, we, us) is a Canberra-based consultancy in human systems integration and work system design. This policy explains how we handle personal information when you visit this website, contact us, or work with us on an engagement. We manage personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and we meet the additional privacy obligations that apply to us as a contracted service provider under Commonwealth, state and territory government contracts.

What this policy covers

This policy applies to ohperformance.com.au and to personal information OHP handles in the course of its business, including through our related sites cruciblemethod.com.au and anthonywalker.com.au. Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable.

The kinds of personal information we collect and hold

We collect only what we need to respond to you and to deliver our services. Depending on how you deal with us, that includes:

• Contact and professional details: your name, organisation, role, email address and phone number, and the content of your enquiry or correspondence.
• Booking details you enter when you schedule a strategy call, including your name, email address, time zone and any notes you add.
• The responses and contact details you enter into the Crucible Diagnostic on cruciblemethod.com.au, which we use to score your responses and send you the results.
• Procurement and contract records for clients, primes, partners and suppliers, including the contact details of nominated representatives and billing contacts.
• Engagement information gathered while delivering a client engagement, such as interview notes, role and task observations, roster and workload records, and survey or diagnostic responses from personnel in the roles being studied.
• Technical information recorded automatically by our web host in server logs, such as IP address, browser type, the page requested and the date and time.

Some engagements involve sensitive information as defined in the Privacy Act, for example health information relevant to fatigue, heat exposure or physical employment standards. We collect sensitive information only with the consent of the individual, or where the collection is otherwise required or authorised by law, and only where it is reasonably necessary for the engagement. Findings are reported at role or group level. Our reports cite source roles and do not name individuals.

How we collect personal information

We collect personal information directly from you wherever that is reasonable and practicable: when you email or call us, book a call, meet us at an event, respond to a tender or contract process, or take part in an engagement. We sometimes collect information from a third party, such as your employer when it engages us and nominates you as a participant or point of contact, a prime contractor or panel partner, or a public professional source such as an organisation's website or LinkedIn. When we collect information about you from someone else, we take reasonable steps to make sure you are aware of it.

You can deal with us anonymously or under a pseudonym for general enquiries. We will need to identify you where we are entering a contract, booking a meeting, or responding to a request for access to or correction of your personal information.

This website, cookies and analytics

The pages of this website do not set cookies, do not run analytics or advertising trackers, and do not contain forms. Fonts, styles and scripts are served from our own domain, so opening a page here does not send your details to an advertising or analytics provider. Our web host keeps standard server logs for security and fault-finding. We do not use those logs to identify individual visitors unless we need to investigate a security incident.

This website links to services operated by others, including Calendly for call bookings, LinkedIn, and our related sites. When you follow those links, the operator of that service handles your information under its own privacy policy, and we encourage you to read it.

Why we collect, hold, use and disclose personal information

We use personal information for the purpose it was collected for, and for related purposes you would reasonably expect. Those purposes are to respond to enquiries and schedule meetings, to scope, contract, deliver and invoice our services, to carry out analysis and produce de-identified findings for the client that engaged us, to meet our legal, contractual, security and record-keeping obligations, to manage our relationships with primes, partners and suppliers, and to send occasional professional updates to people who have asked for them or who would reasonably expect them.

We do not sell personal information. We do not use personal information for research publication or benchmarking unless it has been de-identified and the client has agreed.

Direct marketing

If we send you professional updates, every message will tell you how to opt out, and you can also opt out at any time by emailing contact@ohperformance.com.au. We act on opt-out requests promptly and at no cost to you. We do not use sensitive information for direct marketing.

Who we disclose personal information to

We disclose personal information only where it is needed for the purposes above. Recipients are the client organisation that engaged us, in the de-identified form described above unless you have agreed otherwise; prime contractors and partners we deliver work with, including our partner of record for panel procurement; professional advisers such as our accountants, insurers and lawyers; providers of the business systems we use, such as email, document storage, scheduling and accounting; and government bodies, regulators or courts where the law requires or authorises disclosure.

Disclosure to overseas recipients

OHP operates in Australia and holds its client engagement records in Australia wherever that is practicable. Some of the business systems we use are operated by providers that store or process data outside Australia. Calendly, which handles call bookings, is based in the United States of America. EmailJS, which delivers Crucible Diagnostic reports by email, processes that email outside Australia. Where personal information is disclosed to an overseas recipient, we take reasonable steps to make sure the recipient handles it consistently with the APPs. Where a government contract requires information to stay in Australia, or to be handled at a particular security classification, we follow the contract.

Government contracts

When OHP provides services under a Commonwealth contract, we are a contracted service provider under the Privacy Act. In that work we comply with the privacy clauses in the contract, we do not do anything that would breach an Australian Privacy Principle if the contracting agency did it, and we use and disclose personal information collected for the contract only for the purposes of the contract. We apply the same discipline to state and territory government contracts and follow the privacy law of the jurisdiction concerned. If you want access to information we hold under a government contract, we may refer your request to the contracting agency where the contract requires it.

How we hold and protect personal information

We hold personal information in electronic business systems with access controls, multi-factor authentication and encryption in transit, and in limited paper records kept in secured premises. Access is limited to the people who need it for the engagement. Engagement data is de-identified as early in the analysis as the work allows. OHP personnel are security cleared, and we handle information supplied under government contracts in line with the security requirements of the contract.

We keep personal information only for as long as we need it for the purposes in this policy, or as long as the law or a contract requires us to keep it. After that we destroy it or de-identify it.

Data breaches

We maintain a data breach response procedure. If a data breach is likely to result in serious harm to any individual, we will notify the affected individuals and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme, and we will notify the contracting agency where a government contract requires it.

Automated decisions

OHP does not use computer programs to make, or to substantially assist in making, decisions that could significantly affect the rights or interests of an individual. Analysis in our engagements is carried out and reviewed by a qualified person, and our findings inform decisions that remain with the client.

Accessing and correcting your personal information

You can ask for access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant or misleading. Contact the Privacy Officer using the details below. We will confirm your identity, respond within 30 days, and provide access in the form you ask for where that is reasonable. We do not charge for making a request. If we refuse access or correction, we will tell you why in writing and explain how you can complain.

Complaints

If you believe we have mishandled your personal information, please write to the Privacy Officer and tell us what happened. We will acknowledge your complaint within five business days, investigate it, and give you a written response within 30 days. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or by phone on 1300 363 992.

Contact us about privacy

We can provide this policy in another format, such as a Word document or large print, on request and at no cost.

Changes to this policy

We review this policy at least once a year and whenever our practices or the law change. The current version is always published on this page, with the date it took effect shown at the top.