Holt Protective Services Personnel Form

Hi there, and welcome to Premium Solutions Group. 

We are the new owners of Holt Protective Services, and need you to please fill out the below form as part of your onboarding process. To ensure that we are complaint with the Security Act and other legislation, its essential that this is done as soon as possible and before the date of your next shift.

Quality Policy

COD:HR-POL
Version: 2
Updated: 06/06/2024

Introduction
Premium Solutions (“the Company”) is committed to providing exceptional services that consistently meet or exceed our clients' expectations and contractual obligations. We achieve this through a dedication to continuous improvement and a robust Integrated Management System (IMS) that adheres to the principles of ISO 9001:2015.

Purpose
This Quality Policy outlines the Company unwavering commitment to quality and defines the core principles that guide our approach to delivering superior security and additional services of the business. It serves as a framework for setting quality objectives, establishing processes, and ensuring continuous improvement across the Company and related entities.

Scope
This policy applies to all employees, contractors, vendors, processes, and activities within the Company that contribute to the delivery of our services.

Policy
Premium Solutions is dedicated to the following quality principles:

- Client Focus: We prioritise understanding and exceeding our clients' needs and expectations.

- Process Approach: We establish, implement, and continually improve a network of interconnected processes essential for the effective delivery of our services.

- Plan-Do-Check-Act (PDCA) Cycle: We embrace the PDCA cycle for continuous improvement, ensuring regular planning, implementation, evaluation, and refinement of our processes and services.

- Measurable Objectives: We set clear, measurable, achievable, relevant, and time-bound (SMART) quality objectives that align with this policy and are reviewed annually.

- Non-Conformance Management: We establish and maintain a robust system (NCI Register) for identifying, documenting, and addressing non-conformances, ensuring timely corrective actions and continuous improvement.

- Defect Prevention: We strive to deliver and maintain defect-free services by implementing preventive measures and conducting regular monitoring activities.

- Resource Management: We ensure the availability of necessary resources, including personnel, information, and infrastructure, to support the effective operation and monitoring of our processes.

- Competence and Training: We invest in our employees' competence through ongoing training and development programs to ensure they possess the necessary skills and knowledge to deliver high-quality services.

- Communication: We foster a culture of open communication, ensuring all employees understand their roles and responsibilities in maintaining and enhancing quality.

- Continual Improvement: We are committed to the ongoing improvement of our Integrated Management System (IMS), processes, services, and overall performance.

This policy and associated procedures will be reviewed in consultation with relevant parties and on the occasion of any changes or amendments to the relevant legislation and/or every twelve (12) calendar months prior to our internal IMS audit.
By adhering to this Quality Policy and its supporting procedures, the Company ensures the consistent delivery of high-quality services, building trust and exceeding client expectations.

Workplace Health and Safety Policy

COD:HR-POL
Version: 2
Updated: 31/05/2024

Introduction
Premium Solutions (“the Company”) is committed to providing a safe and healthy workplace, safe working methods, and the provision of safe equipment. Workplace health and safety is considered by management to be an integral and vital part of the successful performance of any job.

Purpose and Scope

This policy sets out the responsibilities of the Company and its employees with the aim that together we can keep the workplace safe and productive.
In so far as this policy imposes any obligations on the Company (i.e. those additional to those set out under legislation), those obligations are not contractual and do not give rise to any contractual rights. To the extent that this policy describes benefits and entitlements for employees (i.e. those additional to those set out under legislation), they are discretionary in nature and are also not intended to be contractual. The terms and conditions of employment that are intended to be contractual are set in an employee’s written employment contract.
The Company may unilaterally introduce, vary, remove, or replace this policy at any time.

Policy
The Company, as a person conducting a business or undertaking (PCBU), is committed to:
- Integrating workplace health and safety into all aspects of its operations.
- Identifying hazards, assessing risk and implementing control strategies to minimise risk of injury to people and property.
- Ensuring that relevant health and safety laws that apply to working conditions and the work environment are observed and enforced.
- Developing and implementing safe systems of work.
- Providing adequate safety information, training, and supervision.
- Ensuring that the workplace under their control is safe and without undue risks to health.
- Ensuring that the behaviour of all persons in the workplace is safe and without undue risks to health.
- Attempting to remedy all problems relating to workplace health and safety.
- Consulting with workers and other parties to address safety issues and improve decision making on workplace health and safety matters; and
- Supporting and assisting workers in effective injury management and rehabilitation.

All employees and contractors are required to:

- Adhere to safe work practices, instructions, and rules.
- Immediately report any unsafe work condition or equipment to the Company.
- Immediately report any injury or illness sustained at work or in the performance of work duties (no matter how minor) to the Company.
- Not misuse, damage, refuse to use, or interfere with anything provided in the interest of workplace health and safety.
- Perform all work duties in a manner which ensures individual health and safety and that of all other people in the workplace.
- Encourage fellow employees to create and maintain a safe and healthy work environment; and
- Co-operate with all other employees to enable the health and safety responsibilities of all employees be achieved.

COMMUNICATION AND CONSULTATION
We recognise that employee consultation and participation in our safety system is vital and improves decision–making about health and safety matters in the workplace. Consultation is also included in the process of risk assessments and the development of our safe work practices.
Employees shall be actively involved in the workplace safety system. Suggestions for change and improvements to policies, procedures or safe work practices are encouraged, through reporting to management. Meetings to consult and inform employees on safety issues shall be conducted through staff meetings, as regularly as is necessary.
Employees shall be made aware of safety issues relating to their jobs on a regular basis. The manner of doing so will vary depending upon the type of information to be conveyed.
We expect our employees to be committed to working with management in order to effectively manage health and safety on the job. Employees are encouraged to contribute to decisions that may affect their health and safety in the workplace, through contact with management and staff meetings.
Management shall work in conjunction with employees to review and update this, and other policies and procedures.

WORKPLACE INJURIES — REHABILITATION AND RETURN TO WORK
The Company is proactive in its approach to injury management and places strong emphasis on the safe, timely and sustainable return to work program for injured or ill workers.
We are committed to:
- Prompt injury notification.
- Communication and consultation with all parties to develop an appropriate return to work program.
- Accountability and responsibility for injury management being clearly understood.
- Provision of suitable meaningful activities during the return-to-work process; and
- Dispute resolution as required.

The Company will ensure the following positive approach in meeting these objectives, including:

- Early reporting of injuries.
- Appropriate and timely medical intervention and return to work planning.
- Provision of suitable resources and productive duties for the injured worker.
- Positive support and encouragement during the rehabilitation process; and
- Review of incidents and accidents to seek preventive measures and continuous improvement.

The Company shall work in conjunction with employees to review and update this policy, and other policies and procedures relating to work health and safety as regularly as is necessary.

The Work Health and Safety Policy shall be reviewed at least annually in consultation with staff.

Environmental Impact Policy

COD:HR-POL
Version: 2
Updated: 06/06/2024

Introduction
Premium Solutions (‘the Company’ or PSG) recognises the importance of environmental stewardship and is commitment to conducting its business activities in a manner that minuses negative environmental impacts. We strive to balance environmental and social responsibilities while delivering high-quality services.

Policy Statement

Premium Solutions is committed to:

- Environmental Protection: We are dedicated to preventing pollution and implementing effective environmental management practices across all our activities.
- Compliance: We comply with all relevant environmental laws, regulations, standards, and other requirements to which we subscribe.
- Continuous Improvement: We continuously review and improve our environmental performance through innovative work practices and adherence to established environmental management systems.
- Stakeholder Communication: We maintain open communication with all stakeholders on environmental issues, fostering awareness and responsibility.

Scope

This policy applies to all Company operations, functions, and personnel, including those working off-site. We encourage the adoption of any additional environmental requirements stipulated by responsible authorities at such locations.

Policy

Environmental Management System (EMS)

The Company adheres to the principles of ISO 14001:2015 Environmental Management Systems. This framework guides us in:

- Identifying all our environmental aspects (activities, products, services) and their potential impacts.
- Assessing the significance of these impacts to determine environmental priorities.
- Establishing measurable objectives and targets for continuous environmental improvement.
- Implementing operational controls and best practices to minimise environmental impact.
- Monitoring and evaluating environmental performance against set objectives and targets.
- Taking corrective actions and continually improving our EMS.

Management Responsibilities

Managers and supervisors are accountable for successfully implementing this policy within their areas of responsibility. Their performance will be measured by their commitment to:

- Participating in the development, promotion, and implementation of environmental policies and procedures.
- Providing training to employees on the environmental management aspects of their assigned tasks.
- Ensuring proper segregation of waste materials.
- Including environmental waste removal responsibilities in contracts with external providers.
- Allocating resources necessary to meet the organization's environmental commitments.

Review

This policy will be reviewed annually to ensure its continued relevance and effectiveness in light of changing circumstances. The reviewed policy will be readily available to all employees, contractors, and interested parties upon request.

Implementation Framework

To achieve the goals outlined in this policy, the Company will undertake the following:

1. Environmental Aspect Identification: We will identify all our activities, processes, and services that have, or potentially have, environmental impacts (positive or negative). This will encompass both aspects we directly control and those we can influence.

2. Impact Assessment: For each identified aspect, we will assess the potential environmental impact during normal operations, uncommon events, and incidents. This assessment will consider:
a. Frequency: The likelihood of the impact occurring.
b. Severity: The potential consequences of the impact, as determined by our Managing Risk process.

3. Significance Determination: Based on the frequency and severity assessment, we will determine the significance of each environmental impact. This will guide our prioritisation of mitigation and improvement efforts.

This comprehensive approach ensures that the Company and its related entities proactively identifies and addresses environmental concerns, minimising our footprint and contributing to a sustainable future.

Code of Conduct Policy

COD:01
Version: 2
Updated: 01/06/2024

Introduction

At Premium Solutions (the Company) we require that all of our employees conduct themselves according to the highest standards of ethics, integrity, and behaviour when dealing with our clients, colleagues and other stakeholders. This includes, but is not necessarily limited to, full compliance with all legal obligations imposed by statute or any other source of law.

Purpose

To establish clear expectations and guidelines for the behaviour of employees.

Scope

This code of conduct emphasises the importance of professionalism, safety, and respect while on duty, and sets clear expectations for Premium Solutions employees and subcontractors. It also specifies consequences for non-compliance.

The Company may unilaterally introduce, vary, remove or replace this policy at any time.

Standards of Conduct:
The standards expected of employees include:
• Compliance with all Company and workplace policies, procedures, rules, regulations and contracts.

• Compliance with all laws.

• Compliance with all reasonable and lawful instructions given by or on behalf of the Company.

• Devotion of the employee’s entire time, attention, and skill during normal working hours and at other times as reasonably necessary for the employee to perform their duties.

• To be honest and fair in dealings with customers, clients, co-workers, Company management and the general public, and to treat them with courtesy and respect.

• To be faithful and diligent, and actively pursue the Company’s best interests at all times.

• To work in a safe and compliant manner, and to observe all workplace health and safety rules and responsibilities.

• Refraining from any discriminatory, bullying or harassing behaviour toward customers, clients, co - workers, Company management and the general public.

• To not make any statements to the media about the Company’s business, unless expressly authorised to do so by the Company (requests for media statements should be referred to the Marketing Department.

• To not make any statements about the Company on social media, or any other public platform, that may harm the Company’s reputation.

• To not, in connection with the employee’s employment, accept any financial or other benefit from any entity other than the Company – unless acceptance of such benefit is in accordance with the Company’s other workplace policies or is otherwise disclosed to the Company and expressly permitted by the Company.

• To not engage in any employment or provide any services to any person or entity other than the Company, except with the Company’s prior written consent.

• To not engage in any employment or provide any services to a supplier or competitor of the Company, except with the Company’s prior written consent.

• Immediately disclosing any potential, perceived or actual conflict of interest (whether direct or indirect) that may give rise to a conflict with the performance of the employee’s obligations to the Company, or the Company’s business, confidential information or reputational interests. The Company may direct employees to take action to eliminate or reduce any such conflict, and employees must comply with such directions.

• To not engage in conduct, whether during or after work hours, that in the opinion of the Company causes damage or potential damage to the Company’s property or reputation.

• To not use, or come to work while affected by use of prohibited drugs or alcohol.

• To not discriminate on the basis of personal characteristics including (but not limited to) sex, race, disability, pregnancy, age, marital status or sexual orientation.

• To ensure and maintain punctuality.

• To respect the Company’s property.

• To dress in an appropriate manner and to ensure that appearance is presentable, clean, neat and tidy (including but not limited to wearing any uniform that is required of you by the Company); You will maintain neat and professional grooming standards, including keeping your facial hair neatly trimmed (if applicable) and tying back long hair.

• To not use Company internet to access and/or download sexually explicit material or other offensive material.

• To minimise personal phone usage during work hours and refrain from using it unless it is work-related during shifts.

• To not use Company email to send sexually explicit or suggestive material, or other offensive or harassing material.

• To actively participate in ongoing training and skills development to ensure we are providing the highest level of service possible.

• To maintain both during employment and after termination of employment with the Company, the confidentiality of any confidential information, records or other materials acquired during the course of employment.

• At all times, behave in a way that upholds the Company’s core values and the integrity and good reputation of the Company.

• Reporting any conduct of other workplace participants which is in breach of any of the above, or potentially in breach of any of the above, without delay.

You understand that failure to abide by any of the above points may result in the termination of your employment with Premium Solutions and related entities.

At Premium Solutions, we believe in upholding the highest standards of professionalism and ethical behaviour. We recognise that upholding this code is an ongoing obligation, and we require all personnel to comply with the code and other Group policies at all times.

To ensure that all personnel maintain their commitment to our Code of Conduct, this policy is constantly shared to our employees through different communication channels such as Deputy feeds, emails, share point teams.

Hands-Off Policy

COD:HR-POL
Version: 1
Updated: 01/03/2023

Introduction
Premium Solutions (the Company) implements a hands-off policy to regulate interactions with violent or aggressive individuals. This policy aims to prioritise the safety of both any employee, subcontractor or personnel related with the Company, in most cases security personnel and patrons while maintaining professionalism and de-escalating potentially harmful situations.

Purpose

The purpose of this policy is to outline guidelines and procedures for personnel when faced with violent or aggressive individuals. By adhering to this policy, the Company aims to minimise the risk of physical harm to personnel, patrons, and the aggressors themselves, while also ensuring legal compliance and safeguarding Company's reputation.

Scope

This policy applies to all personnel employed by the Company, subcontractors or any person performing duties for the Company, including guards and other relevant staff members involved in maintaining safety and security on the Company and its client’s premises. It encompasses procedures for handling violent or aggressive individuals and outlines the appropriate steps to take to mitigate risk and ensure the safety of all parties involved.

Policy
Company's Hands-Off Policy dictates that personnel must refrain from physical intervention unless facing a direct physical threat to their safety or the safety of others. The following procedures must be adhered to:

1. Initial Response:
Security personnel are instructed to avoid physical contact whenever possible, instead opting to de-escalate situations verbally.
In the event of an aggressive encounter, personnel should prioritise their safety and the safety of others by removing themselves from the situation (TAP OUT) and seeking assistance from management or other security personnel.

2. Assessment and de-escalation:
Before resorting to physical intervention, personnel must assess the situation and attempt to de-escalate using verbal techniques.
Management should be notified immediately, and additional support or assistance should be requested if necessary.

3. Use of Reasonable Force:
If all attempts at de-escalation fail and the individual continues to pose a direct physical threat, personnel may use reasonable force in the form of approved locks and holds.
The use of force must be proportional to the threat and employed only as a last resort to prevent harm to oneself or others.

4. Detainment and Notification:
Upon employing physical intervention, personnel must detain the individual and immediately notify the police.
If the situation is resolved peacefully or resources for detainment are unavailable, police should be informed of the incident and its resolution.

5. Procedural Compliance:
Personnel must ensure that any physical intervention occurs in an area with high CCTV camera visibility and maintain communication with management or control at all times.
Any use of physical force will be subject to an internal review process conducted at the Company Office, with outcomes ranging from additional training to suspension or dismissal.

6. Zero-Tolerance for Violence:
The Company maintains a zero-tolerance policy for violence in the workplace. Any instances of physical aggression or assault by security personnel will result in immediate dismissal and potential legal consequences.

SMP - Document
The Company has a Hands-Off Policy and relevant procedures when dealing with violent or aggressive person/s.

As a guard, you are never to go hands-on (restraining, locking up a patron, pushing or forcibly removing a patron) unless you are in a position where there is a direct physical threat towards your safety or the safety of another person, patron, staff member or colleague.

In the unfortunate event that you are faced with an aggressive patron, the best action is to remove yourself from the situation (TAP OUT) and allow other security or management to handle the situation. This is not cowardice; it is simply to remove you from the focus of the person who has become violent or aggressive.

Generally, if the source of their anger, (YOU), is removed from their sight, the person(s) will hopefully calm down and behave reasonably, enabling your fellow colleagues to remove them from the vicinity without further issue.

But if you feel there is a direct physical threat towards yourself, staff and/or patrons and there is no alternative than to go hands-on, the following actions must be adhered to;

Before considering going hands on the following steps must be taken (Unless in the situation of an actual physical altercation)

• Management is to be called to the location
• Extra support or assistance to be called to the location
• You are to step back and try to remove yourself from the situation if able to do so

If all these steps have taken place and the person/s still presents a direct physical threat, then reasonable force may be used in the form of approved locks and holds.

When having to use force to detain or control a person/s, you must be aware that ONLY reasonable force may be used at all times.

Once you have gone hands-on, you must detain the person involved and police must be notified immediately. If the person calms down and is happy to leave or you don’t have the resources for a detainment, you can call the police back and advise them of the situation.

When dealing with a physical removal or incident requiring detainment, remember to use an area that has high CCTV camera visibility and ensure that you are calling through your location to a manager, control, or additional guards at all times.

Any security guard that has gone hands-on is subject to an internal review process, this review is conducted at the Company Office. Outcomes from each review depend on each circumstance and the previous history and could include – training, suspension, or dismissal. Under no circumstances is it acceptable to strike anyone whilst working. THIS IS A DISMISSIBLE OFFENCE, and relevant consequences will be undertaken by either the victim, the client and or the Company. Reasonable force must ALWAYS be used when dealing with direct physical altercations.

 

Fit For Work Policy

COD: OPS - 02
Version: 1
Updated: 17/11/2025

Introduction

At Premium Solutions (the Company), we are committed to ensuring that all employees, contractors, and personnel representing the PSG banner are physically, mentally, and emotionally fit to perform their duties safely and competently. Fitness for work is essential for maintaining a safe workplace, delivering a high standard of service to our clients, and protecting the wellbeing of our people and the public.

This policy outlines the Company’s expectations, responsibilities, and procedures for managing fitness for work concerns, including impairment due to illness, injury, fatigue, stress, alcohol, drugs, or any other factor that may compromise safe performance.

Purpose

The purpose of this policy is to promote a safe and healthy working environment by:
- Eliminating hazards that may arise from individuals who are not fit for work.
- Supporting and encouraging a healthy lifestyle among employees and their families.
- Ensuring that employees who are deemed unfit for work are managed in a fair, consistent, and constructive manner.
- Providing clarity around expectations, testing requirements, and consequences of policy breaches.

Scope
This policy applies to:
- All Premium Solutions staff working across PSG-operated sites, client venues, and subcontracted locations.
- All employees, contractors, temporary workers, and subcontractor personnel (long-term or short-term).
- All PSG and client activities and operations where employees are expected to be fit for work.
- All personnel as part of onboarding and induction programs.

Definitions

Fit for Work: A person is considered fit for work when they are in a physical, mental, and emotional state that enables them to safely and competently perform their duties without posing a risk to themselves or others. Fitness for work may be impacted by:

- Fatigue
- Stress or emotional distress
- Illness or injury
- Medication
- Alcohol or drugs (prescribed, over-the-counter, or illicit)

Impairment: A state in which an individual is reasonably considered unable to perform their duties to the required safety and performance standards.

Conduct: Behaviour, actions, and temperament demonstrated by an individual while performing work duties.

Policy

Obligations

Employer and Client Obligations

Under Work Health and Safety (WHS) legislation, Premium Solutions and its clients must provide:
- A safe workplace
- Safe systems of work
- Processes to ensure workers are fit for duty
- Procedures to manage impairment-related risks

Employee Obligations

Employees must:
- Take reasonable care for their own safety.
- Ensure their actions do not put others at risk.
- Present to work in a fit state, capable of performing duties safely and effectively.

Responsibilities

All individuals are responsible for:
- Ensuring they arrive at work fit for duty.
- Reporting any potential impairment to their supervisor, recruiter, or manager.
- Taking medication only as prescribed or directed.
- Declaring medications that may affect their ability to work safely.
- Reporting any concerns regarding another person who may be unfit for work.

Breaches of the Policy

Breaches include, but are not limited to:
- Consumption of drugs or alcohol on any PSG or client site during work hours.
- Positive drug or alcohol test results, noting that all security personnel must return a zero reading.
- Sale, supply, or possession of illegal drugs, alcohol (where prohibited), or medications not legally prescribed on any work site.
- Refusing or falsifying a drug or alcohol test without legitimate cause.

Any breach of this policy may result in disciplinary action, up to and including termination.

Assessment and Testing

Employees may be required to undergo fitness for work assessments at the following times:
- Pre-employment (medical or functional assessments).
- Prior to commencing a shift.
- Randomly, where reasonable cause exists.
- Following workplace incidents, accidents, or behavioural concerns.

Reasons for Testing

Testing may be initiated when:
- An individual displays erratic, unsafe, unusual, or concerning behaviour.
- A worker has previously tested positive and is under ongoing monitoring.
- Evidence is found onsite (e.g., drug paraphernalia, alcohol containers).
- The employer initiates a random testing program.

Testing Methods

Approved testing methods include:
- Breathalyser testing for alcohol
- Urine drug screening
- Medical assessment or referral for other impairment-related concerns

General Actions and Consequences

When an employee is deemed unfit for work:
- The individual may be stood down, suspended, demoted, or terminated depending on the circumstances and severity.
- The employee must provide evidence of improved fitness for work before returning, which may include medical clearance or negative test results.
- Ongoing monitoring may be implemented to ensure continued fitness for duty.
- Senior management must be consulted to determine appropriate action.
- Where the incident occurs onsite, supervisors must gather witness statements where reasonably practicable.
- A formal incident report must be completed and submitted to PSG management.

Conclusion

Premium Solutions (‘the Company’’) is committed to fostering a safe workplace by ensuring all personnel are fit for work and capable of performing their duties without risk. All employees and contractors must understand and comply with this policy, participate in required testing, and report concerns promptly. Adherence to this policy supports a safe, productive, and compliant work environment for everyone.

Workplace Surveillance Policy

COD:HR-POL
Version:1
09/02/2023

Introduction
Premium Solutions (the Company) is committed to balancing the need for the privacy and security of the workplace, and therefore has implemented a Workplace Surveillance Policy (the Policy).

Purpose and Scope
This Policy will:

• ensure the safety and security of employees and visitors,
• protect Company assets,
• prevent and investigate incidents,
• monitor compliance with company policies,
• respect employee privacy,
• outline how the Company conducts workplace surveillance,
• provide written notice to its employees,
• ensure legislative compliance.

The Company’s policy is written with consideration to the Surveillance Devices Act 2007 (NSW), which regulates the use of surveillance devices. At no time does this Policy supersede anything from this legislation.

NOTICE
The Company gives you notice of ongoing workplace surveillance through the following means:

• clearly visible, closed-circuit television (CCTV) cameras
• computer monitoring software,
• GPS enabled software including but not limited to the Deputy application.

All records are:
• stored in a secure location,
• only accessible by the Company’s authorised representative,
• governed by Company policy,

Notice of Audio Recording: CCTV cameras are equipped with audio recording capability, which is not permanently active, however may be used if and when appropriate. Where possible we will notify you and/or obtain your permission prior to any audio recording taking place. In the event that we are unable to notify you prior to recording, then we will notify you as soon as practicable thereafter.

1. DATA SECURITY

The Company will take all reasonable steps to protect personal information from misuse, loss, unauthorised access, modification, and/or disclosure.

For more detailed information regarding your rights, please refer to the Surveillance Devices Act 2007 (NSW), and the Privacy Act 1988 (Cth).
If you require any additional training or information to understand better how the monitoring takes place at the Company workplace and how the data will be used, please refer to the Head of People & Culture.

 

Social Media Policy

COD:HR-POL
Version: 2
Updated: 04/06/2024

Introduction
At Premium Solutions (“the Company”) we understand that social media networks (such as Facebook, X, LinkedIn, Instagram, TikTok, etc.) play an important part in today's society and that the majority of our employees may use social media in some personal capacity.

It is important for all employees of the Company to be aware that much of the information exchanged within social media networks online or otherwise falls within the public domain, and the line drawn between what is considered to be personal and public is not always clear. It is also important to remember that information posted on social network sites can be easily traced and can generally be accessed at any time.

Purpose
The purpose of this policy is to outline minimum standards regarding social media use and participation for all employees during their employment with the Company. It has been developed to ensure that employees adhere to their obligations to protect the Confidential Information and Intellectual property of the Company.

In so far as this policy imposes any obligations on the Company, those obligations are not contractual and do not give rise to any contractual rights. To the extent that this policy describes benefits and entitlements for employees, they are discretionary in nature and are also not intended to be contractual. The terms and conditions of employment that are intended to be contractual are set out in an employee’s written employment contract.

The Company may unilaterally introduce, vary, remove, or replace this policy at any time.

Scope

The following rules should be followed by all employees of the Company in relation to social media networks.

Definitions
“Confidential Information” means any trade secrets or confidential information relating to or belonging to the Company, including but not limited to any such information relating to: customers or clients; customer lists or requirements; suppliers; terms of trade; pricing lists or pricing structures; marketing information and plans; Intellectual Property; inventions; business plans or dealings; technical data; employees or officers; financial information and plans; designs; product lines; any document identified as being confidential by the Company; research activities; software and the source code of any such software; but does not include information which,

- is generally available in the public domain; and
- was known by the employee prior to the disclosure by the Company, its employees, representatives, or associates.

“Intellectual Property” means all intellectual proprietary rights whether registered or unregistered and whether existing under statute, at common law or in equity throughout the world including, without limitation:

- all trademarks, trade names, logos, symbols, get up, brand names or similar rights, registered or unregistered designs, patents, copyright, circuit layout rights, trade secrets and the right to have Confidential Information kept confidential; together with any application or right to apply for any of the rights referred to in this policy.

Policy
The Company has a legitimate business interest and right to protect its Confidential Information and its reputation. As such, this policy applies to all online communications made by employees via Social Media applications that refer or relate to an employee’s employment, interactions with other employees or any communications that directly or indirectly relate or refer to the Company.

These rules apply whether employees are using social media either during or outside of work hours:

- Employees should not post anything on social media networks that refers to their employment, the Company or any persons associated with the Company (i.e. other employees, directors, customers, clients, suppliers, etc) without the Company’s express permission.
- When participating in social media networks, employees of the Company should ensure that personal comments do not bring the Company or any of its directors or its employees into disrepute.
- It is unacceptable to disparage the Company, or any persons associated with the Company (i.e. other employees, directors, customers, clients, suppliers, etc) in any way when participating in social media networks.
- Employees of the Company should not participate in social media networks in such a way that negatively impacts upon their effectiveness and productivity at work.
- Employees are not to access social media sites during working hours unless the use is directly related to the performance of duties required in the course of their employment.
- When participating in social media networks, employees of the Company should not imply that any personal comments are endorsed in any way by the Company.
- When participating in social media networks, employees must not disclose confidential information belonging to the Company or any other information the employee is required to keep confidential.
- Employees are prohibited from posting pictures, images or other items of their work, place of work or whilst taken when performing their work duties without the Company’s express permission.
- Employees of the Company should not participate in social media networks in such a way that harasses, discriminates, or treats unfairly or inappropriately any other employee, customer, or client of the Company.
- Employees should notify their manager, supervisor or the appropriate contact person in the Company should they be aware of any material which may damage the Company or its reputation.
- Employees must not use or display any of the Company’s Intellectual Property in any online communications without the express written consent of senior management of the Company.

Any online communication to or facilitated by Social Media applications using the Company’s information systems may be subject to the Company’s Workplace Surveillance policy or equivalent, where applicable.

In cases where the Company has incurred costs due to an employee’s breach of this policy, the company may seek to recover such costs from the employee.

Any breach of this policy may result in disciplinary action, up to and including termination of employment.

Policy regarding Recorded Media
PSG values all person’s rights to privacy and therefore this section outlines the Company’s policy on the recording, use, storing and dissemination of Recorded Media.

Recorded Media refers to any media that is recorded while on shift, and includes but is not limited to:
- Images and photos.
- Video footage.
- CCTV recordings.
- Voice or other recordings.
- Any other media that may infringe on another person’s right to privacy.

Recorded Media:
- that is obtained during the execution of your duties, and/or while you are on shift for the Company, remains the property of the Company at all times, regardless of what device was used to record it.
- must not to be kept, stored, disseminated, or shared after the conclusion of your shift, by which time it must be uploaded to the PSG’s server via its Secure Upload Link or your EOSR; and/or added to any Auscomply incident reports. (if applicable)

Further, no personnel may:
- Use any recording device, or record patrons or the general public while on shift, unless for the express purpose of fulfilling your statutory obligations for incident reporting, pursuant to the Security Industry Regulations NSW.
- Use body-worn cameras, hidden cameras, or microphones and/or any other permanent or hidden recording device.

Breach of this policy is a serious offence and may have legal consequences. Please refer to the Surveillance Devices Act 2007 (NSW) and the Privacy Act 1988 (Cth) for more information. As with all legal requirements, it is your responsibility to ensure that you are familiar with the law, and act accordingly at all times.

OTHER POLICIES
Employees are encouraged to read this policy in conjunction with other relevant Company policies. The list of relevant policies includes the following: Code of Conduct; Bullying Policy.

Privacy Policy

COD:HR-POL
Version: 1
Updated: 30/05/2024

Introduction
Premium Solutions (“the Company”) is committed to protecting the privacy of its employees and meeting any privacy obligations set out in the Privacy Act 1988 (Cth) (‘the Privacy Act’) that might apply to it.

From time-to-time the Company collects, hold, and use and/or disclose personal information relating to individuals (including, but not limited to, its clients, contractors, vendors, and employees) in order to conduct its business and comply with a range of legislative requirements.

Purpose

The purpose of this policy is to explain how the Company handles personal information of those who work with and for the Company, and for job applicants. The Company may also have a separate privacy policy that deals with the collection and use of personal information from clients, customers, etc.

Privacy Policy

PERSONAL INFORMATION

Personal information is information relating to an individual which personally identifies an individual or makes the person's identity reasonably apparent.

Personal information may also include ‘sensitive information’. Sensitive information is information or an opinion about an individual's racial or ethnic origin, political opinions, membership of a political association, religious beliefs, philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual preferences, criminal record, health and biometric information or similar such information.

Sensitive information may be required to be collected in some circumstances. the Company will only collect sensitive information if it is necessary for business purposes. The Company will generally only collect sensitive information with your consent (unless otherwise permitted or required by law).

All information collected will be used and disclosed by the Company only in accordance with this policy and the law. The Company will take reasonable steps to ensure that all personal information is held securely.

COLLECTION OF PERSONAL INFORMATION
The Company will only collect personal information from individuals if it is reasonably necessary for the Company’s functions or activities.

INFORMATION PROVIDED BY AN INDIVIDUAL
It is the Company’s usual practice to collect personal information from those who work with and for the Company. In addition, as part of the recruitment process, the Company may obtain information directly from a candidate as a result of their application to a job advertisement.

Furthermore, if a candidate’s application is successful, as a condition of employment with the Company, the successful candidate will likely be asked to provide evidence of their identity and legal entitlement to work in Australia. It is likely a successful candidate will also be asked to provide personal information, such as emergency contact details, tax file number, superannuation, and bank account details, which will form part of an employee file.

Specifically, the Company may collect personal information directly from an individual including:
- recruitment and on-boarding information such as an application form and resume, emergency contact details, and details of previous employment.
- contact details, including address, email address and phone number.
- date of birth.
- details of next of kin and emergency contact details.
- Gender.
- identification documents including passport and drivers’ licence.
- marital status and family details, including in relation to personal leave.
- bank details (including bank name and location, BSB and account number) and information in relation to tax status; and
- details of share and option plans.

INFORMATION PROVIDED BY A THIRD-PARTY
As part of the recruitment process, where relevant, and with the candidate’s consent, the Company may seek information about a candidate through a third-party such as a recruitment service provider or a former employer. With the candidate’s consent, the Company may also seek information regarding:
- prior employment history through reference checks.
- eligibility to work in Australia through a visa status check.
- educational qualifications by requesting confirmation of qualifications or results from an academic institution.
- interview records and details of any pre-employment assessments, including aptitude or other psychometric testing; and
- ability to perform the inherent requirements of the role, through medical and other allied health professionals, or criminal history check and/or working with children check.

The Company may also access personal information through publicly available networking sites such as Facebook or LinkedIn.

INFORMATION COLLECTED DURING THE COURSE OF EMPLOYMENT
The Company may also collect information about an individual and their work over the course of their employment with the Company, (or for contractors during the performance of a contract with the Company). Such information may include:
- details of any contract of employment (or contract for services) including start and end dates, department, role and location, reporting lines, title (including details of previous titles), working days and hours, details of promotions, details of bonuses, remuneration and salary (including details of previous remuneration), benefits and entitlements.
- any information relating to disciplinary or grievance investigations and proceedings, including any warnings and related correspondence.
- information relating to performance and behaviour at work, including appraisals, ratings, performance reviews, objectives, goals, and performance improvement plans.
- details of attendance at work and absences, including annual and personal leave.
- training records including training needs.
- details of any expenses claimed; and
- details of the use of Company property and equipment (including computers, swipe cards and telephone systems), emails and software.

The Company may also collect other personal information if required or authorised to do so by law.

USE OF PERSONAL INFORMATION
The purposes for which the Company may collect, use, and disclose personal information include (but are not limited):
- to establish, maintain and manage relationships, including to serve functions such as recruitment, payroll, appraisals, and any disciplinary action (including any termination of any employment or engagement) and managing employees’ work and any claim in relation to any injuries or illnesses.
- to assess or respond to claims, complaints, or conduct, or co-operate with investigations when required.
- to obtain professional services as required including legal, human resources, industrial relations, accounting and insurance services.
- work-related administrative purposes.
- to finalise the terms of a contract, including pay rates.
- to confirm eligibility to work in Australia.
- to carry out a contract including, where relevant, its termination.
- to pay and provide other benefits in accordance with a contract.
- to make travel bookings on an individual’s behalf.
- to allow you access to the Company’s buildings, and to ensure the security of Company buildings, confidential information and other Company property.
- to reimburse expenses claimed.
- to operate any share scheme including the granting of share options.
- to operate schemes relating to sick leave, maternity leave, paternity leave, adoption leave, and parental leave.
- deducting and paying appropriate tax and superannuation contributions.
- to monitor and protect workplace health and safety.
- to provide a reference upon request from another employer.
- monitoring compliance with Company policies and The Company’s contractual obligations.
- to comply with all applicable law.
- to liaise with any insurers in respect of any insurance policies that relate to you.
- running the Company business and planning for the future.
- the prevention and detection of fraud or other criminal offences.
- to defend the Company in respect of any investigation or litigation and to comply with any court or tribunal orders for disclosure.
- otherwise as permitted or required by law; or
- otherwise with your consent.

USE OF YOUR PERSONAL INFORMATION ON THE COMPANY WEBSITE, FOR MARKETING PURPOSES ETC.
The Company may use your personal information (for example, your name, image, job title and work contact details) on its website or in other publicly available resources where this is necessary for legitimate business purposes.

The Company may also use this personal information for other marketing purposes, such as for displaying photos of staff on its website and in other marketing materials. In some circumstances it will be necessary to continue to use certain personal information (such as photos of you) on the Company website or in other marketing materials even after your employment has come to an end.

The Company will always only use such personal information in a reasonable manner, taking into account your position within the Company and the nature of your role. If you have any concerns about such use of your personal information, you should discuss this with your manager. The Company will consider any such points raised.

DISCLOSURE OF PERSONAL INFORMATION
The Company may disclose personal information to third parties including:
- other companies within the Company’s group.
- employees and contractors working for the Company, to the extent this is necessary for the operation of the Company’s business.
- technology service providers, including, internet service providers, cloud hosting service providers, software suppliers, maintenance and support service providers, and security services on a confidential basis so that they can provide services to the Company.
- service providers such as banks.
- external consultants such as legal, human resources, industrial relations, accounting, and insurance.
- travel agents and suppliers of accommodation and travel services.
- government agencies such as the ATO, Fair Work Ombudsman, Workcover, etc.
- superannuation funds.
- to other third parties as allowed by law or with your consent.

ACCURACY AND STORAGE OF PERSONAL INFORMATION
The Company will always endeavour to maintain an accurate record of all personal information it holds. Individuals should ensure that all personal information provided to the Company is accurate and up to date and notify the Company of any changes where required.

In addition, in order to ensure personal information is handled appropriately, individuals should:
- only access personal data if they need to do so for the proper performance of their role.
- not share personal data unless this is necessary for the proper performance of their role.
- keep personal data secure and protected.
- regularly review and update personal data as necessary.
- not make unnecessary copies of personal data and keep and dispose of any copies securely.
- consider using strong passwords and when protecting documents with personal data on them.
- lock unattended computer screens and devices.
- never leave computers, devices, electronic storage systems, files, paperwork or other things containing personal data in a manner that risks their unauthorised access or theft.
- where appropriate, ensure that highly sensitive personal data is encrypted before being transferred electronically to authorised external contacts. Where necessary, please speak to your manager or the IT department for more information on how to do this.
- consider anonymising data or using separate keys/codes so that the data subject cannot be identified.
- not save personal data to personal computers or other devices.
- not take personal data away from Company’s premises unless required to do so for the proper performance of your role.
- shred and/or securely dispose of personal data when finished with.
- ask for help from your manger if unsure about data protection, or if any areas of data protection or security can be improved; and
- immediately report any loss, unauthorised access, security risk or other issue that arises in respect of personal information to your manager.

ACCESS TO PERSONAL INFORMATION

Personal information held by the Company in respect of employees is subject to the “employee records exemption” under the Privacy Act and does not have to be disclosed on request.

Other persons, such as job applicants can request copies of their personal information by contacting insert details. The Company may make reasonable charges for access to personal information and may refuse to provide access to, or delete, information where this is required or authorised by the Privacy Act or another law.

If personal information is incorrect, individuals may request that the Company amend its records and the Company will take reasonable steps to do so. Employees can do this by contacting their manager, other persons, such as job applicants should use the contact details referred below:
- Telephone number: 1300 000 774
- Email address: HR@premiumsolutions.group
- Postal address: Level 2, 156 Edgecliff Road, Woollahra NSW 2025

RAISING A CONCERN OR A COMPLAINT

If you have any concerns about the use of your personal information (or of any other person’s personal information) you should discuss this with your manager. Other persons, such as job applicants should use the contact details above.
The Company will generally ask for your concern or complaint to be put in writing and it will endeavour to provide a reply within 21 days.

PERSONNEL DECLARATION

For the purpose of this declaration, “the Company” means PSG and includes its related entities and operating brands.

I declare and acknowledge that:

1. I am fit for work and understand that my duties may involve physical activity, interaction with the public, and site-specific risks. I agree to perform my duties in a safe, lawful, and professional manner at all times.

2. I understand and will comply with:

• The duties and responsibilities applicable to my role, including any licence or authorisation requirements where applicable
• All relevant legislation, site instructions, and operational procedures
• All policies and procedures issued by the Company and the venue or client at which I am deployed

3. Where my role requires a licence, certification, or authorisation, I confirm that I:

• Hold a current and valid licence or authorisation appropriate to the role and jurisdiction
• Hold a current First Aid certificate, where required for the role or assignment
• Hold a current Responsible Service of Alcohol (RSA) certificate, where required by the assignment

4. I acknowledge that it is my responsibility to immediately notify the Company if:

• Any licence, certification, or authorisation required for my role expires, is suspended, cancelled, or otherwise becomes invalid
• I become subject to any condition or restriction that may affect my ability to lawfully or safely perform my duties

5. I acknowledge that I may be engaged to provide services either:

• As a direct employee of the Company, or
• Through a third-party employer or subcontractor engaged by the Company

Where I am engaged through a third party, I acknowledge that:

• The Company is not my employer
• All employment-related matters, including remuneration, entitlements, disputes, and workplace claims, are managed by my employer

6. I acknowledge that I have had the opportunity to ask questions regarding my role, responsibilities, and the applicable policies and procedures, and that any questions I have raised have been satisfactorily addressed.