Privacy policy – Emera Facility Services

Effective from 14 September 2026. Last updated 14 September 2026. Version 1.0.

This Privacy Policy sets out how Emera Facility Services Pty Ltd (ABN 72 644 583 595) ("Emera", "we", "us" or "our") collects, holds, uses and discloses personal information. It is published in accordance with Australian Privacy Principle 1.3 of the Privacy Act 1988 (Cth) (the "Privacy Act") and applies to all personal information we handle, whether collected through our website, in the course of providing services, or otherwise.

1. Application of this Policy

1.1 This Policy applies to personal information about prospective clients and their personnel, clients and their personnel, suppliers, job applicants, employees to the extent not excluded by the employee records exemption, and visitors to our website and premises.

1.2 In this Policy, "personal information" has the meaning given in section 6 of the Privacy Act, and "sensitive information" has the meaning given in that section.

1.3 Where this Policy is inconsistent with a written agreement between Emera and a client, the terms of that agreement prevail to the extent of the inconsistency, except where doing so would be contrary to the Privacy Act.

2. Personal information we collect

2.1 In relation to enquiries, we collect the name, business role, business email address, telephone number, site address and the description of requirements provided by the person making the enquiry.

2.2 In relation to clients, we collect site contact details, site access arrangements, service specifications, service records including records of attendance and works performed, incident reports, and billing and payment information.

2.3 In relation to job applicants, we collect contact details, employment history, qualifications, right to work evidence, references, and the results of national police checks and Working with Children Checks. Information obtained through such checks constitutes sensitive information and is collected only with the applicant's consent and where reasonably necessary for the recruitment function.

2.4 In relation to website visitors, we collect internet protocol address, device and browser characteristics, and pages accessed, as described in our Cookie Policy.

2.5 We do not collect sensitive information other than as described in this clause, and we do not collect government related identifiers except where required or authorised by law.

3. How we collect personal information

3.1 We collect personal information directly from the individual concerned wherever it is reasonable and practicable to do so, including through our website forms, correspondence, telephone calls, site attendances and contractual documentation.

3.2 We may collect personal information from third parties, including referees nominated by an applicant, background checking providers, and a client where that client provides the details of its personnel for the purpose of site access or service delivery. Where we collect personal information from a third party, we take reasonable steps to ensure the individual is or has been made aware of the matters set out in Australian Privacy Principle 5.

3.3 If an individual provides us with personal information about another person, that individual warrants that they are authorised to do so and that the other person has been made aware of this Policy.

4. Purposes for which we use personal information

4.1 We use personal information for the purposes of responding to enquiries, conducting site assessments, preparing quotations, entering into and administering service agreements, delivering and supervising services, maintaining records required for audit and compliance purposes, invoicing and collecting payment, recruiting and assessing personnel, meeting our obligations under work health and safety and employment legislation, and responding to complaints and legal claims.

4.2 We use personal information for direct marketing only where the individual has subscribed to receive such communications. Every marketing communication we send includes a functional means of opting out, and an opt-out request is given effect promptly. Submission of an enquiry or site visit request does not of itself constitute consent to receive marketing communications.

4.3 We will not use or disclose personal information for a secondary purpose unless the individual has consented, the secondary purpose is related to the primary purpose and the individual would reasonably expect the use or disclosure, or the use or disclosure is otherwise permitted or required by law.

5. Disclosure of personal information

5.1 We may disclose personal information to our personnel on a need to know basis, to contractors and service providers engaged to perform functions on our behalf including information technology, communications, background checking, payroll and professional advisory services, to a client where disclosure is necessary for the delivery of services at that client's site, and to insurers, auditors and legal advisers.

5.2 We may disclose personal information where required or authorised by law, including to a court, tribunal, regulator or law enforcement agency, and where disclosure is necessary to lessen or prevent a serious threat to the life, health or safety of any individual.

5.3 We do not sell, rent or trade personal information, and we do not disclose personal information to data brokers or for the purpose of third party advertising.

5.4 Personal information is ordinarily stored on servers located in Australia. Where a service provider may access personal information from outside Australia, we take such steps as are reasonable in the circumstances to ensure that the overseas recipient does not breach the Australian Privacy Principles, as required by Australian Privacy Principle 8.

6. Data quality, security and retention

6.1 We take reasonable steps to ensure that the personal information we collect is accurate, up to date and complete, and that personal information we use or disclose is, having regard to the purpose of the use or disclosure, accurate, up to date, complete and relevant.

6.2 We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. Those steps include role based access controls, multi factor authentication, device encryption, and the secure destruction of physical records following digitisation.

6.3 We retain personal information for the period necessary to fulfil the purposes for which it was collected, or for such longer period as is required by law. Indicative retention periods are 6 months for enquiry records, 2 years for client service and financial records, and 6 months for unsuccessful job applications. Personal information that is no longer required is destroyed or de-identified.

6.4 In the event of unauthorised access to, unauthorised disclosure of, or loss of personal information that is likely to result in serious harm, we will assess and respond to the incident in accordance with Part IIIC of the Privacy Act, including notifying affected individuals and the Office of the Australian Information Commissioner where required.

7. Access and correction

7.1 An individual may request access to the personal information we hold about them, and may request the correction of that information, by contacting our Privacy Officer using the details in clause 9.

7.2 We will respond to a request for access or correction within 30 days of receipt. We may require the requesting individual to verify their identity before we act on a request.

7.3 We may refuse access or correction where the Privacy Act permits or requires us to do so. If we refuse a request, we will provide written reasons for the refusal, except to the extent it would be unreasonable to do so, and will advise the individual of the mechanisms available to complain about the refusal.

7.4 We do not charge for making a request for access or correction. We may charge a reasonable fee for giving access, which will not be excessive and will not apply to the making of the request.

8. Complaints

8.1 An individual who considers that we have breached the Australian Privacy Principles may lodge a complaint with our Privacy Officer using the details in clause 9. The complaint should set out the conduct complained of and the outcome sought.

8.2 We will acknowledge a complaint within five business days and will provide a written response within 30 days of receipt, setting out our findings and any action taken.

8.3 If the individual is not satisfied with our response, the complaint may be referred to the Office of the Australian Information Commissioner, GPO Box 5218 Sydney NSW 2001, telephone 1300 363 992, or at oaic.gov.au.

9. Contact details

9.1 Enquiries and complaints concerning this Policy may be directed to the Privacy Officer, Emera Facility Services Pty Ltd, ABN 72 644 583 595, or by email to privacy@emerafs.com.au.

10. Amendment of this Policy

10.1 We may amend this Policy from time to time. The current version is published on our website and the version number and date of last amendment appear at the head of this document.

10.2 Where an amendment is material, we will take reasonable steps to notify affected individuals, including by publishing a notice on our website.