CIA Services Group Pty Ltd (ACN 691 405 580) (“CIA Services Group”, “we”, “us”, “our”) operates ciasg.com.au and provides commercial cleaning, facilities management, and event services across Victoria and nationally. This Privacy Policy explains how we collect, use, hold, and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By using our website or engaging our services, you consent to the practices described in this policy.

1. Who We Are

CIA Services Group Pty Ltd

  • Registered address: 2/158 Chesterville Road, Moorabbin VIC 3192
  • Phone: 1300 889 369
  • Email: info@ciasg.com.au
  • Website: ciasg.com.au

2. Information We Collect

2.1 Information You Provide Directly

We collect personal information when you:

  • Complete a contact, quote, or proposal request form on our website
  • Apply for employment or casual work through our website or any recruitment platform
  • Enter into a service agreement with us
  • Contact us by phone, email, or in person
  • Subscribe to communications from us

This information may include:

  • Full name, job title, and organisation
  • Email address and phone number
  • Site or facility address
  • Service requirements and correspondence
  • Employment-related information (for job applicants): resume, work history, right-to-work documentation, references

2.2 Information Collected Automatically

When you visit ciasg.com.au, we may automatically collect:

  • IP address and browser type
  • Pages visited, time spent on pages, and referring URLs
  • Device type and operating system
  • Cookie and session data (see Section 7 below)

2.3 Workforce Operational Data (Employees and Contractors)

We use Connecteam (digital workforce management) and Simpro (CMMS/QMS field operations platform) to manage day-to-day operations. These systems collect and process:

  • GPS clock-in and clock-out data for each shift and site
  • Photo-verified task completion records
  • Digital induction, JSA (Job Safety Analysis), and SWMS (Safe Work Method Statement) records
  • Incident and hazard reports
  • Payroll and right-to-work verification records (via ImmiAccount)

This data is collected for workforce management, safety compliance, quality assurance, and client reporting purposes. Workers are informed of this at induction.

3. How We Use Your Information

We use personal information to:

  • Respond to enquiries and prepare proposals or service agreements
  • Deliver and manage contracted cleaning and facilities services
  • Manage our workforce, including rostering, payroll, safety compliance, and performance reporting
  • Process employment applications
  • Meet legal, regulatory, and contractual obligations (including Labour Hire Licensing Act 2018, Modern Slavery Act 2018, Cleaning Services Award 2020, and WHS legislation)
  • Send service-related communications and, where you have consented, marketing updates
  • Improve the performance of our website and digital services

4. Disclosure of Personal Information

We do not sell personal information. We may disclose it to:

  • Service providers who assist in our operations (e.g., payroll processing, IT support, cloud software platforms) — these third parties are bound by confidentiality obligations and may not use the information for any other purpose
  • Clients, where sharing your information is necessary to perform contracted services (e.g., site access lists, supervisor contact details)
  • Regulatory bodies and government agencies where required by law, including the Victorian Labour Hire Authority, WorkSafe Victoria, and Fair Work Commission
  • Professional advisers (legal, financial, insurance) under confidentiality obligations
  • A successor entity in the event of a business sale, merger, or acquisition

We do not subcontract our cleaning or event services. All work is performed by CIA Services Group personnel directly.

5. Overseas Disclosure

Some of our third-party software providers (including Connecteam and Simpro) may store or process data on servers located overseas, including in the United States and the European Union. We take reasonable steps to ensure these providers comply with the APPs or are subject to a law or binding scheme that affords substantially similar privacy protections.

Where data is transferred overseas, we rely on the contractual data protection terms offered by these providers. By using our services, you consent to this transfer where it is necessary for service delivery.

6. Storage and Security

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. Our measures include:

  • Secure, password-protected systems for all operational data
  • Role-based access controls — data is accessible only to personnel who need it
  • SSL/TLS encryption on our website
  • Third-party software platforms that operate their own industry-standard security controls

We retain personal information for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Employee and worker records are retained for a minimum of seven years as required by the Fair Work Act 2009.

7. Cookies and Website Analytics

Our website uses cookies and similar tracking technologies to:

  • Maintain website functionality and user preferences
  • Analyse traffic and user behaviour via Google Analytics (anonymised)
  • Support search advertising through Google Ads where campaigns are active

You may disable cookies via your browser settings. Doing so may affect some website functionality. For information on how Google handles analytics data, see google.com/policies/privacy/.

We do not use cookies to collect sensitive personal information or to identify you as an individual without your knowledge.

8. Marketing Communications

We may send you service-related updates, industry content, or promotional material by email (EDM) where you have consented or where we have a legitimate business relationship with you under the Spam Act 2003 (Cth).

Every marketing email includes an unsubscribe link. You may also opt out at any time by emailing info@ciasg.com.au. We will action opt-out requests within five business days.

9. Your Rights: Access and Correction

Under the APPs, you have the right to:

  • Request access to personal information we hold about you
  • Request correction of personal information that is inaccurate, incomplete, or out of date
  • Withdraw consent for marketing communications at any time

To make an access or correction request, email info@ciasg.com.au with the subject line “Privacy Request”. We will respond within 30 days. In most cases, we will not charge a fee for reasonable access requests.

We may decline access in limited circumstances permitted under the Privacy Act (e.g., where disclosure would impact the privacy of a third party or is subject to legal privilege). We will notify you in writing if we decline and explain the reason.

10. Employment and Casual Worker Applicants

When you apply for a role with CIA Services Group, we collect personal information to assess your application, conduct pre-employment checks (including right-to-work verification via ImmiAccount), and manage the onboarding process.

We may verify your identity documents, contact your referees, and in some cases conduct background checks. We will seek your consent before doing so.

If your application is unsuccessful, we will retain your information for up to 12 months in case a suitable role arises, unless you request earlier deletion.

11. Sensitive Information

In limited circumstances, we may collect sensitive information (as defined under the Privacy Act) — for example, health information required for workplace safety purposes, or immigration/visa status for right-to-work verification.

We will only collect sensitive information with your consent and where it is directly related to our work. We will not use or disclose sensitive information for a purpose other than that for which it was collected, except where required by law.

12. Children

Our website and services are directed at business decision-makers and adults. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have inadvertently collected such information, we will delete it promptly.

13. Complaints

If you believe we have mishandled your personal information, please contact us in the first instance:

  • Email: info@ciasg.com.au | Subject: Privacy Complaint
  • Phone: 1300 889 369
  • Post: Privacy Officer, CIA Services Group, 2/158 Chesterville Road, Moorabbin VIC 3192

We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

  • Website: oaic.gov.au
  • Phone: 1300 363 992

14. Changes to This Policy

We may update this policy from time to time to reflect changes in our business, legal obligations, or industry practice. The current version will always be published at ciasg.com.au/privacy-policy with the effective date noted at the top. Continued use of our website or services after changes are published constitutes acceptance of the updated policy.

15. Contact Us

For any privacy-related query, request, or concern:

  • CIA Services Group Pty Ltd
  • 2/158 Chesterville Road, Moorabbin VIC 3192
  • info@ciasg.com.au
  • 1300 889 369
  • ciasg.com.au

CIA Services Group Pty Ltd | ACN 691 405 580 | ciasg.com.au | info@ciasg.com.au | 1300 889 369

This policy was prepared in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.