Privacy policy
Last updated 10 October 2026
The Axis Imaging Team Portal (“the portal”, including the iOS app) is an internal staff application operated by Nexus Imaging Pty Ltd (“we”, “us”) for the people who work at Axis Imaging. It is used to onboard new staff, run rosters, timesheets, leave and expenses, and pay you. This policy explains what we collect, why, who processes it on our behalf, who can see it and how long we keep it. We handle your information in line with the Australian Privacy Principles and our obligations as your employer under the Fair Work Act.
What we collect and why
- Identity and contact details — your name, personal email and mobile number. Used to create your portal login, send sign-in codes and invites, and contact you about work.
- Date of birth and home address — needed for payroll, tax and superannuation reporting, and kept with your employment record.
- Emergency contact — the name, phone number and relationship of the person we call if something happens to you at work. Rostering staff can see this so they can act quickly.
- Tax file number and TFN declaration — required by the ATO to withhold the right amount of tax. Your TFN is encrypted in our database and only shown to admins on request.
- Bank account (BSB, account number, account name) — so we can pay your wages and reimburse expenses. Encrypted in our database. If you change these yourself, the practice manager is notified so payroll can be updated.
- Superannuation fund and member number(or your choice of the employer's default fund) — to pay your super guarantee contributions.
- Employment details — role, position, employment type, award classification, pay rate, start and end dates, and leave balances.
- Work records — rosters and shifts, timesheets and hours worked, leave requests and supporting documents (such as medical certificates), expense claims and receipts, bonuses, and documents shared with you (contracts, payslips).
- Sign-in and device information— your password (stored only as a one-way hash), passkeys and authenticator-app settings, sign-in sessions, and the IP address and device used. If you use the iOS app and allow notifications, we store your device's push notification token so we can send you updates.
We don't sell your information and we don't use it for advertising or tracking.
Who processes it for us
We use these service providers, only for the purposes described:
- DigitalOcean — hosts the portal, its database and file storage in its Sydney, Australia data centre.
- ClickSend — sends SMS messages (sign-in codes, invites, timesheet reminders and approval updates) to your mobile number.
- Resend — sends emails (invites, password resets and notifications).
- Apple Push Notification service — delivers notifications to the iOS app, if you turn them on.
- Microsoft 365 and the Axis Booking System— when you're given a work account, your name, personal email, mobile, position and declared skills are shared to create your Microsoft 365 account and your staff profile in the Booking System, which also holds the clinic roster.
- Xero — our payroll system. Your employment, bank, tax and super details, hours and leave are used to pay you and report to the ATO and your super fund.
Some of these providers may store or process data outside Australia (for example email and SMS delivery); we choose providers with appropriate security and privacy commitments.
Who can see it
You can see your own information. The practice's administrators can see employment, pay, bank, tax and super details; rostering staff (schedulers) can see contact and emergency details and rosters, but not pay, bank or tax details. Admin and roster access requires two-step verification. Viewing or changing bank and TFN details, changes to someone's role, and other sensitive admin actions are recorded in an audit log.
How long we keep it
Employee records — including pay, hours, leave and tax records — are kept for at least 7 years, as the Fair Work Act and tax law require. After you leave, you can still sign in for 12 months to download your payslips and documents; after that your portal access is switched off, while the records themselves are retained for the required period and then deleted.
Security
The portal is only available to signed-in staff. Tax file numbers and bank account numbers are encrypted in the database, connections are encrypted in transit, passwords are never stored in a readable form, and sign-in attempts are rate-limited.
Your rights
You can update most of your details yourself under Account → My details. You may also ask to see or correct the information we hold about you, or ask us to delete it, subject to our record-keeping obligations as your employer. If you're unhappy with how we've handled your information, tell us first; you can also complain to the Office of the Australian Information Commissioner (oaic.gov.au).
Contact us
Nexus Imaging Pty Ltd — practice manager
Email: admin@axisimaging.com.au