Procedures and Methods (Information Storage, Security, Maintenance and Disposal)
As a company, we have a Policy and Procedures Manual in place (in our cloud server) to maintain the security of all information held. We update this regularly, send an updated copy to all staff and periodically delete records that are no longer required.
We have security processes in place for the protection of that personal information, including supervising staff, disabling USB’s and hard drives, regular routine staff training, use of password protection, employee investigation procedure and use of dedicated client specific drive (or folder or desktop) that is privately hosted to ensure that all information are kept private and secured
In order to protect our Client’s information further, we strictly implement a variety of added security measures to maintain the safety of personal information provided. These measures include, but are not limited to, installing antivirus software, network firewalls, and other appropriate technological security measures across our technology infrastructure. We have an IT infrastructure in place that controls the incoming and outgoing network traffic based on the applied rule set. This prevents employees from accessing private networks connected to the internet, especially intranets. This will ensure that employees are only accessing websites that are necessary to the business.
In addition to the above, we take consistent steps to securely store personal details and information which includes electronic and physical security measures. When the personal information that we collect is no longer required, it is our strict policy to destroy or delete it appropriately in a secure manner.
Virtual Assistants (Staff Hiring, Restrictions, Contracts and Agreements)
To ensure compliance to the Privacy Act, Virtual Loans Assistant, its management and staff and all Virtual Assistants are legally bound not to disclose any information received, sent and or given, unless instructed to do so. In compliance with our internal and lengthy recruitment procedure, all Virtual Assistants sign a legally binding Employment Contract and a Non-Disclosure Agreement as part of their employment. Restricting access to the most sensitive information is also administered. All information is stored on a paid and private cloud server whose password is changed on a regular basis. In our Trading Terms under 7.2, it mentions that both parties must abide by all relevant Australian Privacy Principles set out in the Privacy Act 1988 and this is where both parties’ interests are protected.
Our HR Department, when hiring, does the meticulous and strict checking and investigating of each and every VA to ensure that everything is consistently adhered to per our policy. As part of our procedure we require every Virtual Assistant to submit mandatory documents such as Police Clearance and or National Bureau of Investigation (NBI) Clearance, signed Company Terms and Conditions and Non-Disclosure Agreement. If a staff resigns and or in case of termination, we have set procedures in place where an automatic change of all password/s is done to ensure further security.
We conduct regular Privacy training program to ensure our entire staff is aware of their privacy and security obligations. It is important that all staff understand the importance of good information handling and security practices. Privacy training helps staff understand their responsibilities and avoid practices that would breach our Client’s privacy obligations.
Further Information
Virtual Loans Assistant has produced this Data Security and Privacy Policy and we believe that this reflects best practice under the Australian Privacy Act. Questions regarding the Virtual Loans Assistant ‘s data security, privacy policy, our information practices or other aspects of privacy on our websites, should be directed to us by filling out the form below or by calling us at 1300 737 883.
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