Privacy Policy

1. Our Commitment to Your Privacy

National Clearance Australia recognises the importance of protecting the personal information entrusted to us. We are dedicated to handling your data responsibly, transparently, and in accordance with Australian privacy law.

This commitment extends to every interaction — from the moment you visit our Website through to the secure storage and eventual destruction of your information. We want you to understand precisely how your data is used, who may access it, and what controls you have over it.

2. Applicable Privacy Legislation

National Clearance Australia is bound by the Australian Privacy Principles (APPs) contained in Schedule 1 of the Privacy Act 1988 (Cth) ("Privacy Act"). The APPs govern how organisations that meet the criteria of an "APP entity" must handle, use, and manage personal information.

The APPs establish requirements in the following areas:

As an ACIC Accredited Body, we are also bound by the terms of our agreement with the Australian Criminal Intelligence Commission, which imposes obligations on the handling, storage, and destruction of personal information that are in addition to those in the Privacy Act (see Section 7).

The Office of the Australian Information Commissioner (OAIC) is the body responsible for administering privacy advice, investigations, complaints, and compliance under the Privacy Act.

3. Types of Personal Information We Collect

Under the Privacy Act, "personal information" means any information or opinion about an identified individual, or an individual who is reasonably identifiable, whether or not the information is true and whether or not it is recorded in a material form.

Depending on the nature of your interaction with us, the personal information we collect may include:

• Identity details: Full name, former names, gender, date of birth
• Contact information: Residential address, postal address, email address, telephone number
• Address history: Previous residential addresses, as required by the ACIC for a Nationally Coordinated Criminal History Check
• Employment information: Current and previous employer details, job titles, and industry
• Identity documents: Copies of government-issued identification such as passports, driver's licences, birth certificates, Medicare cards, citizenship certificates, or ImmiCards
• Identity verification photograph: A photograph of you holding your identity document, which is visually compared by a member of our staff against that document. We do not use facial recognition, automated biometric matching, or artificial intelligence to process your photograph, and we do not create or store a biometric template from it.
• Transaction records: Your order history, payment details, and service requests
• Website usage data: Information about how you use our Website, including the pages you view, how long you spend on them, and your interactions with those pages such as clicks, scrolling, and mouse movement, together with technical information such as your IP address, browser, and device type (see Section 12 — Cookies and Website Analytics)
• Communications: Records of correspondence, support enquiries, live chat conversations, phone calls, and feedback

In every case, we only collect information that is reasonably necessary for one or more of our functions or activities. We will not collect personal information beyond what is required for the specific service you have requested.

4. How We Collect and Store Your Information

4.1 Collection Methods

Wherever reasonable and practicable, we collect your personal information directly from you. This typically occurs when you:

• Create an account on our Website
• Submit an application for a Nationally Coordinated Criminal History Check, including uploading your identity documents and identity verification photograph
• Contact our support team by phone, email, or live chat
• Provide feedback or respond to a survey
• Interact with us through social media platforms

We also collect information about your use of our Website automatically, through cookies and the analytics tools described in Section 12.

We may monitor and record communications with us (including email and telephone) for security, dispute resolution, quality assurance, and training purposes.

Please do not send sensitive information to us by email or through live chat. If you need to provide identity documents or information relating to your application, use your secure National Clearance Australia account.

4.2 Storage

Personal information you provide in connection with your application is held electronically using secure, encrypted systems. Our primary database, where all verified records are maintained, is hosted within Australia. We implement a comprehensive range of measures to protect the security of stored information (see Section 11 — Information Security and Data Breaches).

Information collected through our website analytics and live chat tools is held by those providers outside Australia. This is explained in Sections 6 and 12.

We take active steps to destroy or de-identify personal information once it is no longer required for any lawful purpose, in accordance with our data retention policies and regulatory obligations (see Section 8).

We will take reasonable steps to ensure that personal information we collect, use, or disclose is accurate, complete, and current.

5. Why We Collect Your Personal Information

National Clearance Australia provides Nationally Coordinated Criminal History Checks to individual applicants on a fee-for-service basis. We collect your personal information for the following purposes, and for no others:

1. To verify your identity by manually reviewing the identity documents you provide against the details in your application;
2. To process your Nationally Coordinated Criminal History Check application and issue your NCCHC result to you;
3. To administer your account and deliver the service you have requested;
4. To communicate with you about your application and your account, including through live chat if you choose to use it;
5. To prevent fraud, protect against data loss, and maintain the security and integrity of our systems and our Website;
6. To understand how our Website is used, and to maintain and improve it (see Section 12); and
7. To meet our obligations as an ACIC Accredited Body under the Agreement, and to comply with our obligations under Australian law.

We do not use your personal information for any purpose other than those set out above. All information is collected lawfully, fairly, and through non-intrusive means.

6. When We May Disclose Your Information

National Clearance Australia will only disclose your personal information in connection with the service we provide to you. We do not sell, rent, or trade your personal information to any third party.

We verify your identity ourselves, by manually reviewing the identity documents you provide. We do not disclose your identity documents to any third party for verification.

There are circumstances where disclosure is necessary to deliver our service:

1. Criminal history screening: Personal information is provided to the Australian Criminal Intelligence Commission (ACIC) and relevant police agencies to conduct the Nationally Coordinated Criminal History Check;
2. Service providers: We engage third-party service providers who assist in operating our Website and delivering our service, including the website analytics and live chat providers named in Section 12. These providers are bound to handle your information securely and to use it only for the purposes we specify. Our service providers are not given access to your Police History Information. Some of these providers store information outside Australia — see the note below;
3. Legal obligations: In certain circumstances, we may be required by law to disclose your personal information to government authorities, regulators, or law enforcement agencies.

Your NCCHC result is issued to you. We do not send your result to an employer, organisation, or any other third party on your behalf — you decide who to give it to.

7. The NCCHC and ACIC Accreditation

The Nationally Coordinated Criminal History Check (NCCHC) is the national screening service coordinated by the Australian Criminal Intelligence Commission (ACIC) in partnership with Australian police agencies.

Job Trainer Australia Pty Ltd (ABN 95 647 755 600), trading as National Clearance Australia, is an ACIC Accredited Body. We have executed the Agreement for controlled access by duly Accredited Bodies to Nationally Coordinated Criminal History Checks ("the Agreement") with the Australian Criminal Intelligence Commission.

The Agreement establishes the obligations and standards we must meet in order to maintain our accreditation and our access to the National Police Checking Service. These obligations include strict requirements around the collection, handling, storage, and destruction of personal information and Police History Information.

All NCCHC-related personal information is collected, processed, and stored exclusively within Australia. We do not transfer your NCCHC data overseas, except where you are applying from outside Australia and have consented to receive your own result at your location.

8. Police History Information — Disclosure and Retention

8.1 Disclosure

Police History Information ("PHI") obtained through the Nationally Coordinated Criminal History Check will only be disclosed to organisations or individuals that you have expressly consented to receive it, unless we are compelled by law to disclose it otherwise.

8.2 Retention and Destruction

We retain Police History Information only for as long as is required to fulfil the purpose of the NCCHC and to meet our contractual obligations under the Agreement. In accordance with ACIC requirements, Police History Information is retained for twelve (12) months from the date we receive it, and is securely destroyed within a further three (3) months after that period ends.

8.3 Reissuing a Result

Within three (3) months of your result being issued, we can reissue a copy of your existing result on request. After that three (3) month period, a new application is required — we are not permitted to provide an earlier result.

An NCCHC result reflects your criminal history as at the date it was issued. It does not expire, and we will not contact you to renew it.

9. Marketing and Communications

We do not use personal information collected for the purpose of a Nationally Coordinated Criminal History Check to market products or services to you. Information you provide in connection with an application is used only to process that application and to meet our obligations as an ACIC Accredited Body.

We do not sell, rent, or trade your personal information, and we do not share it with any affiliated entity for marketing purposes.

We will contact you about your application and your account — for example, to confirm receipt, request additional information, or deliver your result. These are transactional communications necessary to provide the service you have requested, and they are not marketing.

If you have any concerns about communications you receive from us, please contact us by email at info@ncaust.com.au or by phone on 1300 804 855.

10. Accessing and Correcting Your Information

You have the right to request access to the personal information that we hold about you. There is no charge to submit an access request, and we can readily provide you with general information such as your name, address, and contact details.

If you believe that any information we hold about you is inaccurate, incomplete, or out of date, you may request that we correct it. We will respond to correction requests within a reasonable timeframe.

For more detailed access requests — such as copies of identity documents on file, transaction histories, or communication records — a reasonable administration fee may apply to cover our processing costs. Any such fee will not be excessive, will never be charged simply for making a request, and will be advised to you before we proceed.

Where your request relates to information obtained through a Nationally Coordinated Criminal History Check, including Police History Information, we are required to consult the ACIC before responding. This may extend the time needed to process your request, and in some cases the ACIC may direct that access be given by a police agency rather than by us. We will keep you informed of the outcome.

To submit an access or correction request, please contact our Privacy Officer:

11. Information Security and Data Breaches

National Clearance Australia takes the protection of your personal information seriously. All information stored electronically is secured using industry-standard measures, including password protection and 256-bit encryption at rest.

We maintain and regularly review a comprehensive Information Security Policy designed to support ongoing compliance with best-practice standards for data protection and with our obligations as an ACIC Accredited Body. This policy ensures that your information is safeguarded against misuse, loss, and unauthorised access, modification, or disclosure through the following measures:

• Dedicated roles: Designated privacy, information security, and ICT responsibilities across our team
• Australian-based personnel: Our staff work within Australia, on company-owned and company-managed devices only
• Physical security: Controlled access to our premises, with secure handling of hard-copy and digital media
• Network security: Firewalls, intrusion detection systems, and secure network architecture to prevent unauthorised access
• Authentication: Strong password policies, mandatory two-factor authentication, and use of enterprise password management tools
• Communication security: Encrypted transmission of sensitive data across all channels
• Incident management: Defined incident prevention, detection, and response procedures with clear reporting structures
• Staff training: Regular security awareness training covering best practices and threat prevention
• Background screening: All staff and contractors with access to personal information undergo thorough background clearance checks
• Access controls: Information access is strictly limited to authorised personnel on a need-to-know basis

When personal information is no longer needed for any lawful purpose, we take reasonable steps to securely destroy or permanently de-identify it.

11.1 Data Breach Response

We maintain a documented data breach response plan. If we suspect or identify unauthorised access to, unauthorised disclosure of, or loss of personal information we hold, we will contain the incident, assess its scope, and take remedial action without delay.

Where an incident involves information connected to the Nationally Coordinated Criminal History Check, we are required under the Agreement to notify the ACIC as a matter of urgency, as soon as we become aware of the breach or suspected breach.

Separately, where a breach is likely to result in serious harm to any individual whose information is involved, we will notify affected individuals and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act.

12. Cookies and Website Analytics

Cookies are small data files downloaded from our web servers, or from the servers of our service providers, and stored on your device. They allow our Website to work properly, keep your session secure, and help us understand how our Website is used.

12.1 Session Cookies

These cookies exist only for the duration of your active browsing session. They are used to authenticate your identity when you are logged in to secure areas of the Website, eliminating the need to re-enter your credentials on each page. Session cookies are automatically deleted when you close your browser.

12.2 Analytics Cookies

We use Google Analytics, provided by Google, to understand how visitors find and use our Website — for example, which pages are viewed, how long visitors spend on them, and how people arrive at our site. Google Analytics assigns your browser an identifier and collects technical information including your IP address, browser, and device type.

We also use Microsoft Clarity, provided by Microsoft. Clarity records how visitors interact with the public pages of our Website, including mouse movement, clicks, and scrolling, and produces aggregated heatmaps. We use this to identify problems with our Website and improve it. Clarity is configured in strict masking mode, which means the text on our pages — including anything you enter into a form — is masked on your device and is not sent to Microsoft.

Neither tool is used to make any decision about you or your application, and neither is given access to your Police History Information.

12.3 Live Chat

Our live chat service is provided by LiveChat. If you start a chat, cookies are set to maintain your chat session. The content of your conversation, together with technical information such as your IP address and the page you were viewing, is processed and stored by LiveChat on our behalf.

Please do not provide identity documents, or information about your criminal history, through live chat. Use your secure National Clearance Australia account instead.

12.4 Where This Information Is Stored

Google, Microsoft, and LiveChat store the information described in this section outside Australia, principally in the United States. This is separate from your NCCHC application data, which never leaves Australia. See Section 6 for more about overseas disclosure.

12.5 Managing Cookies

Most web browsers can be configured to refuse cookies or to alert you when a cookie is being placed, and you can delete cookies from your device at any time. You can also opt out of Google Analytics across all websites by installing the Google Analytics Opt-out Browser Add-on.

Disabling cookies may limit your ability to log in to or access secure areas of our Website.

13. Complaints

National Clearance Australia values your feedback. If you believe we have handled your personal information in a manner that breaches the Australian Privacy Principles or is otherwise inappropriate, you have the right to submit a complaint.

We will treat every complaint seriously and aim to resolve it in a fair, timely, and professional manner. To lodge a privacy complaint, please write to:

We will make every reasonable effort to investigate your complaint and advise you of the outcome as promptly as possible.

If your complaint relates to the accuracy or content of a Nationally Coordinated Criminal History Check result, we will explain the process for having that result reviewed by the ACIC or the relevant police agency.

If you are not satisfied with our response, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC), which can be contacted through their website at www.oaic.gov.au.

14. Further Information and Contact

If you would like additional information about how National Clearance Australia manages your personal information, or if you have any questions not addressed in this Privacy Policy, please contact our Privacy Officer: