1. Introduction and scope
This Privacy Policy describes how Serv Op Co Pty Ltd, trading as WRK Nexus ("WRK Nexus", "we", "us", "our") collects, uses, discloses, stores and protects personal information through the OptiSHFT mobile and web application and related services (collectively, the "OptiSHFT Service" or "App"). OptiSHFT is a workforce management platform used by employers, labour-hire businesses and their workers to plan rosters, manage timesheets and coordinate shifts.
We comply with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and apply equivalent protections for users located in jurisdictions with comparable laws (such as the EU GDPR). This policy applies to anyone who installs, accesses or uses OptiSHFT, including customer organisations, their authorised administrators, end-employees whose data is processed in OptiSHFT, and visitors to the OptiSHFT website.
2. What information we collect
- Account information: name, business email, role, company, phone number.
- Employee and workforce data: names, contact details, employment status, qualifications, certifications, availability, rosters, timesheets, leave and award classifications.
- Payroll-related data: tax file numbers, superannuation details, bank account details and pay rates, where customers configure payroll integrations.
- Usage data: log data, device identifiers, IP address, browser type, pages viewed.
- Support communications: records of enquiries, feedback and support tickets.
- Mobile messaging data: your mobile phone number, your SMS consent choices (opted in or out, with the date and time of each change) and records of SMS messages sent to you. We collect your mobile number to send you the SMS messages you agree to receive.
3. How we use information
We use personal information to:
- Provide, operate, secure and improve the Service;
- Authenticate users and administer accounts;
- Process rosters, timesheets, attendance and integrate with payroll providers;
- Provide customer support and respond to enquiries;
- Send you the SMS messages you have agreed to receive, such as one-time verification codes when you clock in or out. We do not use SMS for marketing;
- Comply with legal, regulatory and contractual obligations;
- Send service-related notifications and, where permitted, product updates.
4. Data sharing and third parties
We do not sell personal information. We share information only with:
- Sub-processors providing hosting, analytics, error tracking, email delivery and SMS delivery;
- Payroll, HRIS and identity providers integrated at the customer's direction;
- Professional advisors and regulators where required by law;
- Acquirers in the event of a corporate transaction, subject to confidentiality obligations.
Mobile information and SMS consent: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes, or for their own messaging programs. Sharing with sub-processors that support the Service, such as our SMS delivery provider, is permitted only to deliver the messages you have agreed to receive. All other categories of sharing listed above exclude SMS opt-in data and consent; this information will not be shared with any third parties.
5. Data security
We implement administrative, technical and physical safeguards designed to protect personal information, including encryption in transit and at rest, role-based access controls, audit logging, vulnerability management and regular backups. No system is perfectly secure; we continually improve our controls.
6. Data breach notification
We comply with the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act 1988. Where an eligible data breach occurs, we will notify the Office of the Australian Information Commissioner (OAIC) and affected individuals as soon as practicable.
7. Data retention
We retain personal information for as long as needed to provide the Service and to meet legal, tax, accounting and record-keeping obligations (for example, employment and payroll records under the Fair Work Act 2009 typically require seven years' retention). When no longer required, we delete or de-identify personal information.
8. Your rights
Subject to applicable law, you may request access to, correction of, or deletion of your personal information, and you may withdraw consent for optional processing. Where OptiSHFT processes data on behalf of a customer (for example, an employee's roster data), requests should be directed to that customer as the data controller; we will assist as required. You can opt out of SMS messages at any time by replying STOP, by changing your choice in the App under Settings > SMS messages, or by contacting support@wrknexus.com.
9. Cookies and tracking
We use strictly necessary cookies to operate the Service and limited analytics cookies to improve it. You can control cookies through your browser settings. Disabling some cookies may affect functionality.
10. International data transfers
OptiSHFT is hosted in Australia. Where data is transferred overseas (for example, to sub-processors), we take reasonable steps to ensure recipients handle personal information consistently with the APPs and applicable safeguards (such as Standard Contractual Clauses for EU transfers).
11. Changes to this policy
We may update this policy from time to time. We will post the updated version on our website and revise the "Last updated" date. Material changes will be communicated to customers via the Service or by email.
12. SMS messaging
Through the App, you can choose to receive SMS messages from Wrk Nexus, including one-time verification codes when you clock in or out of a shift and, if you opt in separately, shift updates and announcements such as new shifts, roster changes and site notices. Your consent is optional and is recorded with the date and time. Message frequency varies. Message and data rates may apply. Reply HELP for help or STOP to opt out. You can also change your choices in the App under Settings > SMS messages. Your mobile number and SMS consent are handled as described in section 4.
13. Contact us
If you have questions or wish to make a privacy complaint, contact our Privacy Officer at support@wrknexus.com. If you are not satisfied with our response, you may contact the OAIC at oaic.gov.au.