Version: 1.0
Effective date: 28 August 2026
Operator: Suvarnabhoomi Pty Ltd ACN 141 241 769 as trustee for the Suvarnabhoomi Discretionary Trust, ABN 16 102 266 894, trading as Orchard Tech
Privacy contact: contact@orchardtech.com.au
Permanent notice URL: https://www.orchardtech.com.au/worker-training-upload-privacy-notice/
Before you upload
Use this form only to send clear photos of your own approved Orchard Tech training or induction record for review.
Do not use it for an emergency, hazard, incident or injury report, medical information, a grievance or complaint, payroll, tax or banking information, passport or visa information, or a document about another person. If anyone is in immediate danger, move to safety, tell the farm manager or supervisor and call 000 where required. Use the established Orchard Tech process for formal safety reporting and other private records.
The form is an intake channel only. A reference or handoff message does not prove delivery, attendance, training completion, induction, understanding, consultation, acknowledgement, competency or Orchard Tech verification.
What Orchard Tech collects
The form asks for:
- your name and Orchard Tech ID;
- the evidence category;
- the training, induction or assessment title;
- the BWP, SOP or form code and version shown on the record, or
Not shown; - the completion date;
- the trainer or supervisor name shown on the record, or
Not shown on document; - the language used;
- whether language or interpreter assistance was used and, if so, the language used for that assistance;
- the work site where the category is site-related, or an allowed not-site-specific selection;
- an optional short note; and
- up to 10 JPG, JPEG or PNG page photos, with a combined upload limit of 8 MiB.
You must confirm that the pages concern your own training or induction record, are clear and complete, do not contain the excluded information listed above, are being provided for review rather than as proof of verification or competency, and that you have read this notice.
The public form does not require an account and does not independently prove who sent the information. Orchard Tech and its hosting and security providers also process ordinary technical request information, which may include an IP address, date and time, requested path, browser or device information, response status and security or error information.
Why Orchard Tech collects it
Orchard Tech uses the information to:
- receive, match and review training and induction evidence;
- identify missing, unclear, incomplete or duplicate material;
- contact the worker through an approved existing channel where follow-up is necessary;
- transfer verified information into the established controlled training-record process;
- maintain workplace, training, safety and PALM Scheme records and controls; and
- protect the service, limit misuse, investigate faults and meet lawful requirements.
Orchard Tech does not use this information for advertising, cross-site tracking or sale.
Whether you must use this form
No law requires a worker to use this particular online form. Orchard Tech may separately be required or authorised to collect and keep particular employment, training, workplace-safety or PALM Scheme records, depending on the record and the circumstances.
If you do not use the form, Orchard Tech will not receive or review the evidence through this channel. Ask your manager or Orchard Tech for the approved alternative process if you cannot or do not wish to upload it here. Not using the form does not, by itself, establish whether training or induction was completed, and it does not remove any separate workplace instruction or record requirement that lawfully applies.
How the page photos are handled
The upload is sent over HTTPS and privately staged by Orchard Tech’s WP Engine-hosted service outside the public WordPress Media Library.
Each accepted source must be a bounded JPG, JPEG or PNG image. The service checks its file type, size, dimensions and decoded pixel limits. It then decodes the page, applies supported orientation, places the pixels on an opaque background, resizes within the approved limit and writes a new generic JPEG. The rebuilt page does not carry the source filename, EXIF or GPS metadata, appended bytes or other original file structure.
Every original source upload is deleted before email handoff. If any page cannot be safely validated and rebuilt, the complete training submission fails closed and no page is emailed. PDF and HEIC files are not accepted in this first production version. Orchard Tech does not send training pages to Cloudmersive, Cisco Talos or another external malware-submission service in this version.
Only the rebuilt JPEG pages and validated form details are handed once to Orchard Tech’s authenticated email service for the fixed restricted mailbox workerforms@orchardtech.com.au. Workers cannot select or change the recipient. The pages are not published and are not saved in the WordPress Media Library.
Who may receive or access the information
Access is limited to the Orchard Tech director and a specifically delegated compliance or operations role who needs the information for review and record administration. The worker may request access to information about themselves, subject to appropriate identity verification and any lawful exception.
Information may also be processed by providers needed to deliver, host, secure or email the service, including Cloudflare, WP Engine and the provider operating Orchard Tech’s authenticated email service. Those providers may process technical or service information in Australia, the United States and other countries in which they or their approved subprocessors operate. Information may also be disclosed where authorised or required by law, or where reasonably necessary to respond to a serious threat or emergency.
Retention and disposal
- Original source uploads are intended to exist only while the request is validated and rebuilt, and are deleted before email handoff. Interrupted temporary files are removed by bounded scheduled cleanup.
- The rebuilt JPEG pages and intake email are reviewed and transferred, where accepted, to Orchard Tech’s established controlled training-record process. The intake email and attachments are deleted from the worker-forms mailbox within 30 days after transfer or rejection.
- An intake email will not normally remain in the worker-forms mailbox for more than 90 days. It may remain longer only while review is genuinely unresolved or a documented legal hold, investigation or lawful requirement applies.
- The verified formal training record is a separate company record. It is retained and disposed of under Orchard Tech’s approved employment, workplace-safety and PALM record schedule, not merely because it arrived through this form.
- Rate-limit, delivery-reference, security, error, email-provider and hosting records have separate technical retention periods. Deletion from an active mailbox or service may persist in provider backups until the applicable backup cycle expires.
Orchard Tech limits access to worker records because they are private and confidential. Corrections to a formal record must be traceable; the upload reference alone is not the formal record.
Security and delivery limits
Orchard Tech uses HTTPS, bounded request and file limits, anti-automation controls, private temporary storage, image reconstruction, a fixed recipient, authenticated email transport, restricted mailbox access, one-time submission claims and duplicate-request protection. No internet transmission or storage system is completely secure.
An accepted handoff means only that the website mail function accepted the complete rebuilt submission for one delivery attempt. It does not prove mailbox delivery or staff review. If the result says delivery is uncertain, do not submit the same pages again; contact Orchard Tech and quote the displayed reference.
Access, correction and privacy questions
This notice should be read with Orchard Tech’s Website Privacy Policy and, when the form is used in the app, the Orchard Tech App Privacy Policy.
You may contact contact@orchardtech.com.au to:
- ask what information Orchard Tech holds about you;
- request access to or correction of your information;
- ask for an accessible explanation or an approved alternative upload process; or
- make a privacy complaint.
Orchard Tech may need enough information to locate the record and verify that disclosure or correction is appropriate. Reading and acknowledging this notice records that the notice was presented; it is not described as consent and does not waive any workplace, safety, privacy or other legal right.