Metro Trains Australia Pty Ltd (“MTA”, “we”,”our” or “us”) ACN 614 061 960 is committed to protecting the privacy of individuals.
The protection of personal information in the private sector is required by the Privacy Act 1988 (Cth) and, where applicable, State and Territory privacy laws (collectively the “Privacy Laws“) and we are bound to comply with these Privacy Laws as they apply to our business. All of our employees and officers are expected to comply with the Privacy Laws and our policies and procedures concerning the protection of personal information.
As used in this policy, the following definitions apply:
This policy deals with our management of personal information for the purposes of the Rail Industry Worker Program (RIW Program). The RIW Program provides an online competency and safety management system for Australian rail workers. It is owned and endorsed by the Australasian Railway Association (ARA) and operated by MTA.
This policy is based on the following principles:
For the RIW Program we may collect your name, gender, photo, date of birth, address, contact details, identification information (e.g. signatures, driver’s licence), health information (e.g. fitness for work assessments, medical records, and results of drug and alcohol tests), competency information (e.g. skills, credentials, registrations and qualifications), right to work details (e.g. visas and passports), work roles, site attendance timestamps, employment history, emergency contact and other personal information as required for the RIW Program.
MTA will collect information for the RIW Program when it is entered onto the RIW System by an authorised user. This may include information entered by you, your employer, an authorised health professional, registered training organisation, by one of our service team members on the instructions of an authorised user, by an authorised user where you are visiting that authorised user’s site, or by an automated Blood Alcohol Concentration Testing Unit integrated with the RIW System. We have also collected relevant personal information that was originally held by the previous operator of the RIW System, where that information is required for operation of the RIW Program. If you used the RIW System before 28 June 2019, then your information may be stored in the RIW System and will continue to be treated in accordance with the Permission Access Agreement (PAA), this policy and the Privacy Laws until it is deleted under our data retention policies.
If you provide us with the Personal Information of another person, including a visitor you have registered on the RIW System, we rely on you to inform that person and obtain their consent for the disclosure by you to us of their Personal Information.
Before creating an account for a new Rail Industry Worker (RIW) on the RIW System, each authorised user of the RIW System must ensure that the RIW has accepted the terms of a PAA prescribed by MTA. The PAA sets out further detail about the operation of the RIW Program.
We may, on behalf of RIW Participants, also conduct surveys through the RIW System and on the RIW website and associated mobile applications to collect certain social and diversity data (e.g. data about your gender, age, date of birth, whether you are currently completing an apprenticeship or traineeship, whether or not you identify as Aboriginal or Torres Strait Islander or were born overseas) as required for those RIW Participants to comply with workforce participation and diversity reporting requirements imposed by various government agencies.
We collect and use Personal Information in order to manage and provide services in relation to the RIW Program. These purposes are set out in more detail in the PAA.
We will only disclose Personal Information that we collect for the RIW Program to:
Personal Information will only be disclosed to these entities to the extent that those entities are entitled to access that information under the RIW Program. Such Personal Information may be shared directly through the RIW System or by another technical method, such as via a Secure File Transfer Protocol or via an API link that integrates with the RIW System.
We may disclose your Personal Information to third party service providers overseas, including in the UK and some other countries (for overseas identification verification services and limited support purposes) where they are not subject to similar laws to the Privacy Laws that apply in Australia. However, where your Personal Information is disclosed to our third party service providers who are located overseas, we will also take reasonable steps to ensure that the Personal Information is handled by the overseas recipient in accordance with the Privacy Laws and our instructions for the purposes described above. By providing MTA with your Personal Information or by being a user of or applicant for the RIW Program you consent to this disclosure of your Personal Information.
Any email you send to us and information you submit through our websites may be scanned for IT security purposes.
When visiting the web site for the RIW Program, the site server makes a record of the visit and logs the following information for statistical and administrative purposes:
A cookie is a piece of information that an Internet web site sends to your browser when you access information at that site. Cookies are either session cookies or persistent cookies. Upon closing your browser the session cookie set by this web site is destroyed and no Personal Information is maintained which might identify you should you visit our web site at a later date. Persistent cookies may be retained across different browser sessions for this web site.
You should be aware that the internet is not a secure environment and information sent via the internet (including via email) may be intercepted by a third party. We use reasonable efforts to ensure that any Personal Information collected by us is held securely.
We strive to ensure the security, integrity and privacy of information we collect. MTA has established reasonable security measures to protect your Personal Information from misuse, interference, loss, unauthorised access, modification or disclosure in contravention of this Policy. Our employees, contractors, agents and service providers who provide services related to our information systems, are obliged to respect the confidentiality of any Personal Information held by us. We review and update our security measures in light of current technologies.
Subject to certain exemptions provided for under the Privacy Laws, you have a right to access Personal Information we hold about you. We will also take reasonable steps to keep accurate and up to date any Personal Information which we hold about you. If you believe that the Personal Information we hold about you is inaccurate, incomplete, out of date or no longer relevant please notify us via the contact details set out below.
If you would like to seek access to Personal Information that MTA may have about you or update that information then please contact the MTA Service Desk in the first instance or write to MTA’s Privacy Officer via the details set out below.
MTA is committed to providing its customers with a fair and responsible system for the handling and resolution of privacy related complaints. If you have any questions about this Policy or believe that we have at any time failed to keep one of our commitments to you to handle your Personal Information in the manner required by the Privacy Laws, then we ask that you contact us immediately in writing using the contact details provided below.
We will respond and advise whether we agree with your complaint or not. If we do not agree, we will provide reasons. If we do agree, we will advise what (if any) action we consider it appropriate to take in response. If you are still not satisfied after having contacted us and given us a reasonable time to respond, then we suggest that you contact the Office of the Australian Information Commissioner by:
Phone: 1300 363 992 (local call cost, but calls from mobile and pay phones may incur higher charges). If calling from overseas (including Norfolk Island): +61 2 9284 9749
TTY: 1800 620 241 (this number is dedicated to the hearing impaired only, no voice calls)
TIS: Translating and Interpreting Service: 1 31 450 (If you don’t speak English or English is your second language and you need assistance and ask for the Office of the Australian Information Commissioner)
Post: GPO Box 2999 Canberra ACT 2601
Fax: +61 2 9284 9666
If you require further information about how we handle Personal Information or any privacy issues please contact our office on (03) 9610 2400 or write to our Privacy Officer at the address below.
Metro Trains Australia Pty Ltd
GPO Box 1880
Melbourne VIC 3001
Chief Executive Officer
Updated April 2023