Recruitment Process Privacy Statement - Agencies IMPORTANT: Please do not submit candidate information if you do not have their consent to the handling of personal information in the manner described in this notice. The personal information of the candidate provided by you as an Agency Employee within the online application/profile will be used to matching and assessing your candidates’ skills and experience against job opportunities that arise within our Organisation. We will use the information provided by you on behalf of your candidate to: • review and assess your candidates’ application in accordance with our recruitment policies and procedures (including conducting, where relevant, visa entitlement checks, reference checks and interviews) • communicate with you in relation to your candidates’ application or directly with them as appropriate • process your candidates’ application in accordance with our administrative functions, including for statistical analysis as de-identified and aggregated data • comply with our legal or regulatory obligations. If your candidates’ application is successful, their information will form part of their employment records and will be retained by our Organisation accordingly. On appointment your candidate will be required to provide further information including but not limited to Tax File Number, banking and superannuation details. Our Organisation will handle all information in accordance with the Privacy Act 1988 (Cth), applicable data protection laws, and any employment contract. By submitting your candidates’ personal information, you acknowledge and agree that you have read and understood this Privacy Statement, and have their consent to the collection, handling, use and disclosure of their information as set out in this Privacy Statement. 1. Overview The Privacy Act 1988 (Cth) (Privacy Act) requires our Organisation to notify an individual of certain matters when collecting personal information. This Privacy Statement contains those matters in regard to the handling and management of your candidates’ application for employment, and if successful, their employment with our Organisation. 2. What is 'personal information'? Personal information is defined in section 6 of the Privacy Act as 'information or opinion about an identified individual, or an individual who is reasonably identifiable whether the information or opinion is true or not; and whether the information or opinion is recorded in a material form or not'. 3. Why we collect personal information We collect personal information where it is reasonably necessary, or directly related to the recruitment function including, but not limited to: • psychometric testing • medical assessments • working rights in Australia • reference checking Recruitment Process Privacy Statement - Agencies 4. Type of personal information we collect Our Organisation may collect the following examples of personal information. This may be done with your candidates’ consent, or at times without their consent, where one of the exceptions under the Privacy Act applies: • employee, referee and emergency contact details • applications for employment and supporting documents • place and date of birth, to initiate Employment Suitability and Security Clearances • selection committee reports • employment contracts, and other records relating to terms and conditions of employment • proof of Australian citizenship or visa working conditions • information relating to employee's training, development & licences. 5. How we use or discloses personal information Our Organisation may use, collect from, or provide, your candidates’ personal information to the following parties: • Commonwealth agencies for employment related purposes • your candidates’ nominated representatives, authorised agent or referees • agents, contractors or service providers engaged by our Organisation to carry out or assist its recruitment functions • medical, allied health and rehabilitation providers • establishing your candidate on our systems, including (but not limited to), record management, recruitment reviews and appeals • analytics systems (for the purpose of internal and external reporting), including using deidentified candidate information to determine diversity in the recruitment process. If your candidate is unsuccessful in gaining a position with our Organisation, their application will be retained (in accordance with applicable record keeping requirements) for reporting and auditing purposes and will be accessible by our HR Team where reasonably necessary or directly related to associated functions or activities. 6. How to access and/or correct personal information Under the Privacy Act your candidate has the right to seek access to personal information we hold about them. They are also able to ask that we correct that personal information. If they make a request, we must give them access to their personal information, and take reasonable steps to correct it if we consider it is incorrect, unless there is a law that allows or requires us not to. If you believe the information held by us requires amendment, a written request should be sent to the HR Team at hr@hazellbros.com.au outlining what aspects of the information requires amendment. Request will be processed within 30 days of receipt. For security reasons, we reserve the right to ask for proof to confirm the identity of the person seeking access or correction to personal information before responding to such a request. We also reserve the right to deny access for any reason permitted under applicable law. If we deny access or correction, we will provide written reasons for such denial. 7. Making a complaint to us We will investigate any complaint about our handling of personal information. Complaints should include enough detail for the HR Team to identify the nature of the issue. All requests (including complaints about how we have managed personal information) should be sent to the HR Team at hr@hazellbros.com.au. Recruitment Process Privacy Statement - Agencies 8. Further information For further information please contact our HR Team at hr@hazellbros.com.au.