Privacy Policy

1.0 Purpose and Scope

Flowsafe Traffic Solutions Pty Ltd ("Flowsafe", "we", "us", or "our") provides traffic control, traffic management planning, equipment hire, and specialised labour hire services across Victoria. We are committed to handling personal and commercial data in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

No Contractual Liability: This Privacy Policy outlines our general information handling practices. Nothing contained within this policy, nor the submission of any data via this website, is intended to create a binding contract, a contract of employment, or actionable contractual representations between us and any user.

2.0 Information We Collect and How You Can Provide It

We collect information necessary to provide accurate project estimates, fulfil labour hire placements, and maintain safety compliance on Victorian worksites.

To make this process as easy as possible, you can submit your details through our website forms or, if you prefer, you can email your documentation directly to our team. Providing this information is voluntary; however, we do require these core details to accurately process job applications, evaluate qualifications, or provide project quotes and services.

• Client and Quoting Data: Contact names, corporate email addresses, phone numbers, billing details, and operational project payloads, including engineering drawings, site maps, project timelines, and traffic management schematics.
• Commercial Credit and Trading History: For corporate clients seeking credit trading accounts, we may collect Australian Business Number (ABN) details, business structures, financial histories, and commercial trade references.
• Labour Hire Candidates and Applicants: Full names, contact details, dates of birth, employment histories, and reference checks.
• Qualifications and Credentials: Copies of driver licences, Construction Induction Training cards (White Cards), Victorian Traffic Controller accreditations, and other qualifications or high-risk work licences.
• Website Visitors: IP addresses, browser types, cookie data, server logs, and general website usage metadata.

3.0 Sensitive Information and Workplace Safety

Due to the safety-critical nature of traffic control and civil construction environments, we may securely hold "sensitive information" as defined under the APPs.

While we do not collect medical history, health records, or drug and alcohol screening results directly through our website forms, we may require or hold this data, alongside National Police Checks, later during the official onboarding or employment stage where explicitly required by specific commercial, municipal, or government infrastructure contracts.

4.0 Digital Processing and Security Pipelines

We utilise secure automated infrastructure to handle, screen, and route incoming website transmissions.

4.1 Automated Security Screening (Cloudmersive)

Uploaded files pass through a secure processing interface provided by Cloudmersive for malware and virus scanning before they are routed internally. Cloudmersive states that its APIs are stateless and do not store or retain payload data after the transaction is completed. Cloudmersive may process related service, usage, support, and infrastructure data in accordance with its published terms, privacy policy, data processing terms, and subprocessors documentation.

4.2 Handling of Project Drawings and Client IP

We treat uploaded site plans, traffic layouts, construction drawings, and project timelines as confidential commercial property. These assets are restricted to our estimation, planning, and authorised project management teams. They are not disclosed to third parties without authorisation, except where required to submit permit applications or otherwise coordinate works with Victorian regulatory road authorities, the Department of Transport and Planning, local municipal councils, clients, contractors, or other parties involved in the relevant project.

4.3 Email and Infrastructure Routing

We use secure email delivery infrastructure to process and route incoming web form transmissions. Submitted enquiries, quote requests, and application materials land directly in our shared company inbox and are distributed to relevant internal staff over protected corporate networks and systems.

4.4 AI-Assisted Internal Workflow Tools

Flowsafe may use internal operational tools, including the FlowSafe staff app, Google Workspace tools, workflow automation platforms, secure cloud databases, Netlify Functions, and approved AI service providers such as OpenAI, to help triage incoming emails and form submissions, extract job or project details, match information to existing records, and generate suggested internal workflow actions. These tools support staff review and operational administration. AI-generated suggestions do not automatically create, update, move, or decide live records without staff review. Where practical, we store extracted fields, email links, metadata, and approved workflow actions rather than raw full email bodies unless there is a clear business, compliance, or legal reason to retain them.

5.0 Use of Information

We use your information to facilitate day-to-day operations and meet statutory obligations, including:

• Assessing candidate suitability for labour hire placement and verifying credentials directly with regulatory bodies, such as VicRoads, the Department of Transport and Planning, or WorkSafe Victoria.
• Processing commercial quote requests, scheduling rosters, coordinating works, and managing client accounts.
• Managing payroll, superannuation, taxation, and employment-related administration for field staff.
• AI-Assisted Workflow Support: Triaging, summarising, classifying, and extracting operational details from incoming emails and form submissions to support staff-reviewed internal workflow suggestions and recordkeeping.
• Direct Marketing and Follow-ups: Where permitted by law, we may use your contact details to send quote follow-ups, service updates, seasonal campaigns, or promotions. You can opt out of receiving marketing communications at any time using the unsubscribe option provided in the message, where available, or by contacting Flowsafe directly using the contact details below.

6.0 Data Disclosures and Third Parties

We do not sell your personal or commercial data. We recognise the trust you place in us and will only disclose your information to third parties with your consent, where required by law, where necessary to fulfil the primary purposes of our business operations, or for a closely related secondary purpose you would reasonably expect.

We typically share necessary information with the following categories of recipients and service providers:

• Host Employers and Clients: Candidate qualifications, resumes, and licence statuses may be shared with clients to coordinate staffing placements and verify compliance on active traffic or construction sites.
• Corporate Operations and Professional Services: Internal or external providers handling legal, auditing, accountancy, payroll, banking, insurance, or corporate administrative functions.
• Information Technology and Infrastructure: Third-party IT support, cloud storage providers, secure operational software, email delivery providers, website hosting providers, and form-processing services.
• AI and Workflow Automation Providers: Approved AI service providers and workflow automation platforms may process selected email or form content, email metadata, extracted operational fields, and generated suggestions to support internal triage, matching, staff-reviewed workflow actions, and operational recordkeeping.
• Commercial Credit and Debt Management: Credit reporting bodies, billing providers, or debt collection agencies where necessary to assess client creditworthiness or recover outstanding commercial balances.
• Logistics and Maintenance: External vendors assisting with shipping, courier operations, or the repair, installation, and maintenance of specialised traffic management equipment.
• Regulatory and Statutory Authorities: Government bodies such as WorkSafe Victoria, the Australian Taxation Office (ATO), the Victorian Labour Hire Authority, road authorities, or local councils where required for audits, workplace incident investigations, permits, licensing compliance, or statutory obligations.
• Cross-Border Disclosures: We use secure cloud storage and software solutions that may route, process, or back up data using infrastructure located outside Australia. Because these routing paths may change through enterprise cloud vendors, it is not practicable to specify every overseas location. We take reasonable steps to ensure service providers maintain appropriate privacy and security standards.

7.0 Data Retention and Maintenance

We retain information where reasonably necessary for operational, legal, compliance, and record-keeping purposes.

• Resumes and Candidate Files: By submitting an application, you agree that we may retain your resume, qualifications, and candidate profile so we can consider and contact you for future project pipelines, unless you request that your profile be removed.
• Project Quotes and Drawings: Uploaded blueprints, schematics, and project timelines may be retained within our secure storage network to maintain commercial records, reference past tenders, handle project revisions, or support future related works for as long as operationally necessary.
• Mandated Statutory Records: Where an applicant becomes an employee, core personnel, tax, superannuation, and contract files will be securely retained for legally required periods, including up to 7 years post-employment where required to satisfy Fair Work, ATO, or other statutory obligations. Specific workplace injury logs or WorkSafe Victoria records will be preserved in accordance with applicable state limitation laws and statutory requirements.

8.0 Cookies and External Links

Our website may use cookies, server logs, and similar technologies to support site navigation, security, and traffic analysis. You can manage your choices or block tracking capabilities through your local web browser settings.

Our website may contain links to external third-party platforms, such as government portals, map services, or related resources. We are not responsible for the privacy practices, tracking scripts, or content of external sites.

9.0 Access, Correction, and Identity Verification

You have the right to request access to the personal information we hold about you and to request corrections if that information is inaccurate or out of date, subject to specific exemptions permitted by Australian law.

Identity Verification: To protect your security and prevent unauthorised data disclosure, we may require access or correction requests to be submitted in writing. We may also request evidence of identity, such as a certified copy of a driver licence or passport, before releasing files or records.

If you have questions, wish to request removal of your files from our active database, or believe your privacy has been breached, please contact our office.

If we are unable to resolve a privacy dispute to your satisfaction, you retain the right to lodge a formal complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.