Newsletter 29 - Rail Industry Worker

The PAA provides information about what type of data is collected about a cardholder, how it gets used, shared and destroyed. It’s similar to the agreement people make with their bank or mobile phone provider when they become a customer. You can follow these links to read more about the Permission Access Agreement (PAA) and the RIW Privacy Policy.

What is the deadline?

All RIW cardholders must accept the PAA by 30 June 2020.

How do cardholders accept the PAA?

Cardholders can accept the PAA by creating a myRIW account, or they can use their RIW card when swiping on to a site through an Access Controller, which will automatically accept the PAA on their behalf. If a cardholder actively declines the PAA, then their RIW profile, including all associated competency and medical records, will be deleted from the RIW System. Deletion is irreversible and will require an Employer to re-add the cardholder to the RIW System as a new cardholder, paying all associated ID check and card fees, and re-uploading all competency, job role and medical information.

What if they miss the deadline?

If a cardholder does not use or create a myRIW account by 30 June 2020, they will lose their authority to work and their profile will be made inactive. This means the cardholder will no longer be primarily employed by your company.

How can employers check PAA acceptance?

Employers can check the status of PAA acceptance for their primary cardholders by running a report titled Permission Access Agreement Report for Employer Admin. The report can be accessed by clicking on the Reports tab > Existing Reports. The report provides a list of all primary cardholders employed by the company and their PAA status, which will be Approved or Not Approved (refer screenshot below). It also includes the cardholders email address, which Employer Administrators can use to contact cardholders to remind them to accept the PAA in myRIW.

What happens if a cardholder does not accept the PAA by 30 June 2020?

If a cardholder does not accept the PAA by 30 June 2020, then a leave date will be applied to all their employment relationships and all associations and linkages will be broken. The cardholders profile will remain as is, however, they will not have authority to work as they no longer have a primary employer. To re-enter the RIW System after this date, a new employment request will need to be sent to the cardholder, who can accept this in myRIW after first accepting the PAA.

How are cardholders being alerted?

All cardholders who have not yet accepted the PAA are being emailed today, and again in the lead up to 30 June 2020. However, it must be noted that we may not necessarily have the most up to date email address for all cardholders. It is therefore important that Employers get in contact with their cardholders to remind them of their obligations regarding the PAA.

If a cardholder requires more assistance, please direct them to our video on myRIW and the Quick Guide – How to accept the Permission Access Agreement.