We are committed to protecting your privacy and handling your Personal Information in an open and transparent manner. This also applies to Personal Information pertaining to third parties when you have provided us with Personal Data relating to them during your application and employment with us (e.g., for reference purposes or of relatives as described below) and subsequent steps we may take to assess the suitability of your application for the role you applied for or similar positions.
If you are placed into a job by us, any further personal information collected or generated because of our relationship is also protected from access by unauthorised individuals. Personal information passed to us by clients or referees will be treated in the same way.
We may also sometimes collectively refer to handling, collecting, protecting, and storing your Personal Information as “processing” such Personal Information.
By providing your details to us, you are agreeing that we may contact you, either by phone, email, or SMS, to make you aware of new job opportunities.
Information collected by us will not be sold, rented, or licensed to anyone else. It may be necessary for us to hold records for an extended period. However, when the information is no longer of use to us, we may destroy or de-identify it in a manner that protects your privacy. Likewise, you have the option of requesting that your details be deleted from our database and applicant tracking system at any time. Personal information held by us is available for your review in accordance with the provisions of the Privacy Act. All requests for review or deletion of your personal information should be submitted to email@example.com . We will respond to your request within 15 days.
We collect Personal Information:
Please note that Personal Information may also be generated in the context of your use of our recruitment management system (login details, logs, or feedback forms).
The categories of Personal Information that we process include:
Identification Information such as your name, surname, a copy of your national identity card or passport, which include identification numbers, age, date and country of birth, gender.
Contact details such as your email address, home or professional address, or country of residence or those or relatives.
Photo, image or likeness, voice and potentially a video of yours when you participate in recruitment competitions or recruitment events, or other activities organised by us.
Your security clearance ID (CSID) and details of the level of security clearance you hold as required by some Government agencies as part of application process.
Dietary requirements e.g., when we would like to provide you with lunch during a meeting.
Health e.g., so that we can make it easy for you to access our or our client’s buildings, events.
Your educational, professional, familial and social background and relationships such as your employment and education details (for example, your level of qualification, competency, your former employer(S), your job title and your position details or other information which may be contained in your curriculum vitae such as your interests and preferences); your marital status and members of your family (when needed, for example, to potentially assist you in obtaining police and security clearance for work, residence and work permit).
Financial and tax related information such as your income, benefits, tax residency, payment, or bank account details, required and mandatory insurance details, and your relationship with any other company you engage for payroll processing or to fulfil terms of engagement.
Computer access details such as your IP address and any geo-location information available therein; your browser type and language; access logs (including access times; website use and monitoring thereof); details of how you interact with us; devices used; location data and other similar information.
Background information provided by you (such as criminal record extract, your educational certificate or other competency records, performance evaluation, results of aptitude test organised by us or our clients) or collected from publicly available data and professional and social platforms, legally available databases, or public records as part of our ongoing risk management processes. This information may also include sensitive information to the extent legally permitted.
Communication information such as email exchanges, text messages, voice mail or recruitment management system notification.
We would advise you to NOT provide sensitive Information about your health, genetic and biometric profile, race or ethnicity, political opinions or associations, religious or philosophical beliefs, sexual orientation or criminal record unless strictly necessary e.g., when contained in an official document that you have to share with us or unless we specifically ask for it due to our contractual requirement e.g. jobs advertised under the Indigenous affirmative measure. In case of doubt, you may contact firstname.lastname@example.org.
We understand the importance of protecting children’s privacy. It is not our policy to intentionally collect, store or in general process Personal Information pertaining to minors, except in the context of internships (in such case, for minors above 14 years) and our association with tertiary education institutions.
Use of Personal Information to assess candidate’s suitability to the position applied for
we use the Personal Information you are providing us with in order to assess your suitability for open positions with us or with our clients and take necessary steps prior to entering into any employment contract with you.
Use of Personal Information in the context of recruitment and marketing events (co-)organised by IT Alliance Australia
Photos or recordings including your image may be shared internally, published on our website, social media applications and the press, depending on the case. Your registration and participation in the events and group photos shall be interpreted as (1) your consent to have your/their pictures or audio/video recording taken and (2) your consent to use of these photos, audio/video recording by the various corporate media used by us to promote our business activities.
If you disagree to the use of your photos, please notify in advance the contact person indicated as organiser of the event. You can also take some personal measures such as avoiding being in the field of any camera or using the features generally offered by the platforms selected to support the event to prevent your data to be video or audio recorded.
When we co-organise the events or participate in events, your registration shall also be interpreted as your consent to share your registration details with the co-organiser in the event invitation for the organisation of, and follow-up on, the events.
Use of Personal Information to make you a job offer
We may use Personal Information you provided us with to make you a job offer.
Use of Personal Information to comply with our legal obligations
We will use your Personal Information to comply with our legal obligations as and when required.
Use of Personal Information for other business purposes
We may also use your Personal Information based on our legitimate interest for the purpose of, or in connection with:
Third parties to whom we may disclose personal information
In connection with one or more of the purposes outlined in the “how we use your Personal Information” section above, we may be using various service providers and disclose details about you in this context, but also need to share certain information within other entities to meet our legal or contractual obligations or for operational efficiency. These service providers and entities include:
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. We use traffic log cookies (e.g., Google Analytics) to identify which pages are being used. This helps us analyse data about web page traffic and improve our website to tailor it to customer needs. We only use this information for statistical analysis purposes. We may also use Google cookies for remarketing to advertise online.
When you visit our website, our servers may automatically log the standard data provided by your web browser. It may include your device’s Internet Protocol (IP) address, your browser type and version, the pages you visit, the time and date of your visit, the time spent on each page, and other details about your visit.
Additionally, if you encounter certain errors while using the site, we may automatically collect data about the error and the circumstances surrounding its occurrence. This data may include technical details about your device, what you were trying to do when the error happened, and other technical information relating to the problem. You may or may not receive notice of such errors, even in the moment they occur, that they have occurred, or what the nature of the error is.
Please be aware that while this information may not be personally identifying by itself, it may be possible to combine it with other data to personally identify individual persons.
When you visit our website or interact with our services, we may automatically collect data about your device, such as:
Data we collect can depend on the individual settings of your device and software. We recommend checking the policies of your device manufacturer or software provider to learn what information they make available to us.
We use a range of physical, electronic, and administrative measures to ensure that we keep your Personal Information secure, accurate and up to date. These measures include:
Your information may be stored in hard copy or electronic format, in storage facilities that we own and operate, or that are owned and operated by our service providers. Although we use appropriate security measures to protect data from misuse, interference, and loss, and from unauthorised access, modification or disclosure, the transmission of data over the internet (including by email) is never completely secure. We endeavour to protect your Personal Information, but we cannot guarantee the complete security of data transmitted over the internet.
We do not sell your personal information.
We will hold your Personal Information on our systems for the longest of the following periods: (i) as long as is necessary for the relevant activity or services; (ii) any retention period that is required by law; (iii) the end of the period in which litigation or investigations might arise in respect of the services.
You have various rights in relation to your Personal Information. In particular, you have a right to:
To help us maintain the accuracy of your Personal Information, if any of your personal details have changed; or If you are unsatisfied with the way in which we have handled your Personal Information; or any privacy query or request, please contact us at email@example.com. For certain Personal Information requests, we must first verify your identity before processing your request. To do so, we may ask you to provide us with your full name, contact information, and relationship with our entity or our partner entities depending on the context.
If you are submitting a Personal Information request on behalf of someone other than yourself, please contact us at firstname.lastname@example.org and include proof that you are authorised to make the request. This may be in the form of a written authorisation signed by the person whom you are acting on behalf of or a valid power of attorney.