Participation in Australia’s Healthiest Workplace Survey by AIA Vitality is subject to these terms and conditions, as may be amended from time to time. A copy of the current terms and conditions and the most up-to-date information relating to Australia’s Healthiest Workplace by AIA Vitality website can be obtained by visiting https://healthiestworkplace.aia.com/australia/eng/ or by contacting us firstname.lastname@example.org
1. What is Australia’s Healthiest Workplace Survey by AIA Vitality
Australia’s Healthiest Workplace by AIA Vitality is a collaboration between the AIA Group, including AIA Australia Ltd (AIA Australia), and its partner RAND Europe CIC (RAND). RAND is responsible for designing and running the survey, including analysing data and determining organisation results, and has engaged Survey Sampling UK Limited (SSI) as its data collection partner. AIA Australia engages a local academic partner to ensure the survey is culturally appropriate and relevant for the Australian market and to provide support in relation to the reports provided to organisations through Australia’s Healthiest Workplace by AIA Vitality.
Australia’s Healthiest Workplace Survey by AIA Vitality aims to gain a better understanding of the health risks faced by Australian organisations on a longitudinal basis, with specific emphasis on the productivity impact of chronic diseases of lifestyle, as well as to understand how the workplace can be used to change employee lifestyle behaviour. We will also look at the availability of wellness facilities in the workplace and how often employees engage in healthy behaviour and activities.
For participating Australian employers, the aim of Australia’s Healthiest Workplace by AIA Vitality is to create awareness around their employees’ health, health risks and the overall health risks by specific lifestyle determinants or wellness indicators.
2. Who can participate
Any organisation in Australia that has a minimum of 20 employees over the age of 18 years with email and internet access can participation. Participation is free.
To participate each organisation will need to nominate a representative who has authority to act on its behalf (Nominated Representative). The Nominated Representative will need to complete the registration process, accept these terms and conditions on behalf of their organisation and assist in their organisation’s participation.
On request, we may allow organisations to separate individual business units as part of their participation.
3. How to participate
To participate, each organisation’s Nominated Representative will need to complete the registration process on the website by May 31, 2019, and accept these terms and conditions on behalf of their organisation. Australia’s Healthiest Workplace by AIA Vitality reserves the right to limit participation and/or change the closing date for registration.
Following the registration process, the Nominated Representatives of each participating organisation will be asked to complete an online Organisational Health Assessment which will ask for details including workforce demographics, and health and wellbeing initiatives that take place within their organisation. The Organisational Health Assessment must be completed by July 31, 2019.
The Nominated Representative will also be provided with instructions on how their employees can participate in the survey. Participating employees must be at least 18 years of age, have a valid and unique work email address and internet access. By exception only, employees without a valid and unique work email address may be permitted to use a personal email account.
Participating employees will need to confirm their full work email address and complete an Employee Health Assessment which will ask questions about their general health, lifestyle behaviours, mental health status, and their work environment. Participating employees must complete the Employee Health Assessment by July 31, 2019.
The Employee Health Assessment should be sent to full-time and part-time employees. It is at the discretion of the participating organisation whether to send the Employee Health Assessment to short term contractors and temporary staff.
4. Responsibilities of participating organisation
Each organisation’s Nominated Representative will need to:
- complete the Organisational Health Assessment on behalf of their organisation;
- inform employees of their organisation’s participation in Australia’s Healthiest Workplace by AIA Vitality and encourage participation. A template email can be supplied that outlines the importance of participation and provides information around confidentiality of data for those employees who participate;
- ensure that all employees are able to access the Employee Health Assessment and encourage employees to participate; and
- if requested, provide assistance to the Australia’s Healthiest Workplace by AIA Vitality team. This may include helping to facilitate their organisation’s participation in the survey, and to arrange interviews, photo or video opportunities, attendance at event and other promotional activities.
By participating in Australia’s Healthiest Workplace by AIA Vitality, participating organisations agree to their organisation and representatives participating in promotional activities if requested, including in the event that their organisation is recognised as a winning or highly commended organisation in any award category. If an organisation is assessed to be a winner or highly commended organisation in any award category, AIA Australia and/or a third party publication nominated by AIA Australia, may publish its story in print and online.
5. Outcomes and Reports (no medical advice)
Participating Employees who submit a completed Employee Health Assessment will receive a Personal Health Report detailing their risk categories and their "AIA Vitality Age" - a tool used to help measure the overall health status of an individual.
Participating organisations that achieved the minimum employee participation rate will receive an Organisational Health Report. The Organisational Health Report is based on their employee’s responses to the Employee Health Assessments, and will provide an overview of their employees’ wellbeing, as well as unique benchmarking information that can be used to inform future HR and People strategies. The Organisational Health Report will contain employee responses in a consolidated format so that individual responses cannot be matched to personal identifiers.
To ensure statistical significance of the results, participating organisations must attain a minimum employee participation rate in order to receive an Organisational Health Report. The minimum employee participation rate will be confirmed after registration and participating organisations will also be asked to confirm the number of individuals that the survey has been distributed to.
AIA Australia or its nominee will announce and recognise (including via online media) winning and highly commended organisations in any award category from August 2019. These organisations will be permitted to publicise their achievement. No table or index will be published beyond these placings.
The Organisation Health Report, Personal Health Report and AIA Vitality Age (the “Reports”) are provided by RAND on the basis of the information submitted to RAND through the Organisation Health Assessment and Employee Health Assessment. The Reports are not reviewed by medical professionals and are strictly for information purposes only. The Reports do not represent a medical assessment and no reliance can or should be placed on it for these purposes. We disclaim all liability and responsibility arising from any reliance placed on the Reports to the maximum extent permitted by law. The Reports are not intended to and cannot replace qualified medical advice and should not be used for self-diagnosis or treatment. We do not warrant or guarantee that the Reports will be available at all times. We are not liable or responsible for any errors in information submitted in any Employee Health Assessment or Organisation Health Assessment.
6. Your information
Your privacy is important to all those involved with Australia’s Healthiest Workplace by AIA Vitality. The providers of Australia’s Healthiest Workplace by AIA Vitality follow a number of procedures that enable them to meet their obligations and responsibilities under applicable privacy laws.
Information submitted through the assessments will be used for the purposes of conducting Australia’s Healthiest Workplace by AIA Vitality and for research purposes. Responses will be kept confidential. Any electronic transmission of individually identifiable data will be encrypted. Findings derived from aggregating all responses may be made publicly available via reports and research articles. The providers of Australia’s Healthiest Workplace by AIA Vitality reserve the right to use data from repeat participants to compare data across years. This will only be done for participants who agree to this in the relevant section of the Employee Health Assessment.You and your organisation
Participating Employees will receive their own Employee Health Report. The Organisational Health Report (provided to participating organisations that achieved the minimum employee participation rate) will display employee responses in a consolidated format so that individual responses cannot be matched to personal identifiers such as names, post codes, email addresses or dates of birth.AIA Australia and the AIA Group
Personally identifiable responses to the survey (including participating employee information, Organisational Health Assessment, and Employee Health Assessments) will be held and analysed by RAND Europe CIC (RAND) and Survey Sampling UK Limited (SSI). RAND and SSI are located in the United Kingdom. All data will be held in accordance with applicable privacy laws.
SSI operate within the Market Research Society code of conduct. As the principal contractor running and analysing the Australia’s Healthiest Workplace by AIA Vitality surveys, RAND has a data protection policy in place, and requires its staff to sign a statement that they have read and understood this, as well as requiring them to complete annual information security awareness training and sign non-disclosure agreements.
By entering Australia’s Healthiest Workplace by AIA Vitality, organisations and their participating employees agree and give consent to RAND Europe CIC and SSI holding and analysing personal and sensitive information, including health information.AIA Australia’s local academic partner and promotional partners
AIA Australia’s local academic partner will receive the survey results in an anonymous and consolidated format so that individual employee responses cannot be identified and may also receive Organisational Health Reports.
From time to time, AIA Australia may engage third parties for the purposes of promoting or conducting activities and events relating to Australia’s Healthiest Workplace by AIA Vitality. Third parties may include organisations that have an existing relationship with both AIA Australia and your organisation, such as the trustee or administrator of your organisation’s nominated superannuation fund. If your organisation’s Nominated Representative provides consent, a third party such as the trustee or administrator of your organisation’s nominated superannuation fund, may receive information relating to your organisation’s participation in Australia’s Healthiest Workplace by AIA Vitality as a result of conducting or participating in such activities and events. Personally identifiable responses to the survey will not be provided to these entities and, unless your Nominated Representative provides consent on behalf of your organisation, these entities will not receive your Organisational Health Reports.
6. Participation in activities and events
We may invite you and organisation to attend and participate in activities or events relating to Australia’s Healthiest Workplace by AIA Vitality, including, if relevant, for the purposes of receiving awards or recognition.
By attending or participating in activities and events, participants consent to AIA Australia and its nominees (including third parties acting on its behalf), using, reproducing, publishing and broadcasting their details without compensation to them, their organisation or any other person. This may including publishing details about your organisation, your name, voice, image and any remarks made by you in print or electronic media, including on AIA Australia’s websites and social media pages. For this purpose, each participant grants to AIA Australia and any relevant third party a non-exclusive, perpetual, worldwide, transferable and royalty-free licence to use any intellectual property owned by them.
7. Ending your participation
Organisations and employees can stop their participating at any time. If you are a participating employee, you can choose not to complete the survey. To end your organisation’s participation, please contact us.
We may cease your participation or your organisation’s participation at any time if we suspect you or your organisation have acted in a manner that is inappropriate, likely to offend others, is fraudulent or illegal. We also reserve right to vary, suspend or end Australia’s Healthiest Workplace by AIA Vitality at any time by providing notice through Australia’s Healthiest Workplace by AIA Vitality website.
If we amend these terms and conditions, or vary Australia’s Healthiest Workplace by AIA Vitality, and you are not comfortable with the changes, you may end your participation in Australia’s Healthiest Workplace by AIA Vitality.
8. How we communicate with you
We will generally provide you with information about Australia’s Healthiest Workplace by AIA Vitality that is not contained on our website by contacting your organisation’s Nominated Representative or by using the contact details provided by you when registering. By accepting these terms and conditions you consent to receive notices and other communications (including documents) electronically. You may opt-out of receiving electronic communications by contacting us, however please be aware that it may impact the ability for your and your organisation to participate in Australia’s Healthiest Workplace by AIA Vitality.
9. Questions or comments
If you have any questions regarding your organisation’s participation in Australia’s Healthiest Workplace by AIA Vitality, please contact your organisation’s Nominated Representative or HR manager.
You can also contact us via email
10. Interpreting these terms and other important information
In this document, headings are for convenience only. If a court decides that any section of these terms is invalid or unenforceable, that section will be deleted from the terms. The other sections will remain valid and enforceable.
Information provided in connection with Australia’s Healthiest Workplace by AIA Vitality is general information only, without taking into account the objectives, financial situation, needs or personal circumstances of any individual. It is not intended as medical, nutritional, health, fitness, financial or other advice, for which you should seek appropriate professional advice. To the maximum extent permitted by law, we accept no liability in this regard. Nothing in these terms restricts, excludes, modifies or limits your rights under the Australian Consumer Law.
Any failure or delay by us in exercising a right or remedy under these terms shall not constitute a waiver of the right or remedy or a waiver of any other rights or remedies. If we partially exercise a right or remedy under these terms, we will not be prevented from any further exercise of the right or remedy or from exercising any other right or remedy.