Derive respects your right to privacy. We manage personal information in accordance with the law of the land. These principles regulate most of our activities with respect to personal information collected, stored, used and disclosed by us.
We will only collect information that is necessary for the proper performance of our activities or functions. We do not collect personal information just because we think it could be useful at some future stage if we have no present need for it. We do not routinely conduct criminal history checks and only do so in order to obtain relevant criminal history with regard to particular jobs you are offered or for which you are shortlisted. We do not collect or use personal information for the purposes of unlawful discrimination.
We may decline to collect unsolicited personal information from or about you and may take such measures as we think appropriate to purge it from our systems.
We will need to collect personal information about you
Personal information is defined as:
Information or an opinion about an identified individual, or an individual who is reasonably identifiable:
- Whether or not the information or opinion is true or not; and
- Whether the information is recorded in a material form or not.
It would include the opinions of others about your work performance (whether true or not), your work experience and qualifications, aptitude test results and other information obtained by us in connection with your possible work placements. Personal information includes sensitive information as defined in privacy legislation. It could include, for example, relevant information about your health status or information obtained lawfully via a criminal history check.
When we collect your personal information:
- We check that it is reasonable necessary for our functions or activities as a Staff Augmentation Services firm
- We check that it is current, complete and accurate. This will sometimes mean that we have to cross check the information that we collect from you with third parties;
- We record and hold your information in our information record systems;
- We retrieve your information when we need to use or disclose it for our functions and activities. At that time we check that it is current, complete, accurate and relevant. This will sometimes mean that we have to cross check the information that we collect from you with third parties once again – especially if some time has passed since we last checked;
- We destroy or de-identify your personal information when it is no longer needed for any purpose for which it may be used or disclosed provided that it is lawful for us to do so. We do not destroy or de-identify information that is contained in and Commonwealth Record.
What Sensitive Information Is
Sensitive information includes an information or opinion about an individual’s racial or ethnic origin, political opinions, membership of a political association or professional or trade association or trade union, religious beliefs or affiliations, philosophical beliefs, sexual orientations or practices, criminal record, health information, genetic information, and now also includes: biometric information used for automated biometric verification or biometric identification and biometric templates.
Kinds of information that we collect and hold
Personal information that we collect and hold is information that is reasonable necessary for the proper performance of our functions and activities as an employment agency and is likely to differ depending on whether you are:
- A Candidate / Workseeker
- A Client
The type of information we typically collect and hold about Candidates / Work seekers is information that is necessary to assess amenability to work offers and work availability; suitability for placements; or to manage their performance in work obtained through us and includes:
- Candidate information submitted and obtained from the candidate and others sources in connection with applications for work;
- Candidate name, age, contact details, gender, age, employment history, references, resume, medical history, emergency contact, taxation details, qualifications and payment details
- Work performance information;
- Information about incidents in the workplace;
- Information submitted and obtained in relation to absences from work due to leave, illness or other causes;
The type of information we typically collect and hold about Clients is information that is necessary to help us manage the presentation and delivery of our services includes:
- Company name, contact details, location, nature of business;
- Staff information;
- Information about incidents in the workplace;
- Placement history
How your information will be collected
Derive collects personal information only by lawful and fair means. Personal and sensitive information will be collected from you directly when you fill out and submit one of our application/registration forms or any other information in connection with your application to us for work.
Personal information is also collected when:
- We receive or give any reference about you;
- We receive results of inquiries that we might make of your former employers, work colleagues, professional associations or registration body;
- We receive the results of any competency or medical test;
- We receive performance feedback (whether negative or positive);
- We receive any complaint from or about you in the workplace;
- We receive any information about a workplace accident in which you are involved;
- We receive any information about any insurance investigation, litigation, registration or professional disciplinary matter, criminal matter, inquest or inquiry in which you are involved;
- You provide us with any additional information about you;
- Electronically through our technology systems.
Purposes for Which we Hold Personal Information
We primarily hold personal information for the following:
- Employment placement operations;
- Staff Management;
- Risk Management;
- Client and business relationship management;
- Statistical purposes and statutory compliance requirements.
We may disclose your personal information for any of the purposes for which it is primarily held or for a related purpose where lawfully permitted.
Your personal and sensitive information will be disclosed to:
- Potential and actual employers and clients;
- Our insurers;
- Professional association / registration body that has a proper interest in the disclosure of your personal and sensitive information;
- A Workers Compensation body;
- Our contractors and suppliers e.g. our IT contractors and database designers;
- Any person with a lawful entitlement to obtain the information.
We may disclose your personal information where we are under a legal duty to do so, including circumstances where we are under a contractual or lawful duty of care to disclose information.
We do not share personal information about you with government agencies, organizations or anyone else unless one of the following applies:
- You have consented;
- You would reasonably expect, or have been told, that information of that kind is usually passed to those individuals, bodies or agencies;
- It is required or authorized by law;
- It will prevent or lessen a serious and imminent threat to somebody’s life or health;
- The disclosure is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of public revenue.
Personal Information Quality
We rely on you to tell us when there are changes to your personal information that we hold about you. This could be e.g. a change of address or employment status. If you do not provide accurate information:
- We may be limited in our ability to locate suitable work for you.
- We may be limited in our ability to place you in work.
Personal Information Security
We take reasonable steps to destroy or permanently de-identify personal information when it is no longer required for any purpose for which it may be used or disclosed. However it is not always practicable to destroy or de-identify electronic data. Where it is not reasonable to destroy or permanently de-identify personal information in electronic form, we will take reasonable steps to prevent inadvertent access to it.
Photos and Images
We will not request that you supply photographs, scan your photo ID, or capture and retain video image data of you in cases where simply sighting photographs or proof of identity documents would be sufficient in the circumstances. In the instance that we necessitate the scanning of photographic identification and licenses, we will:
- Only use or disclose the information for the purpose of collection;
- Only retain the scanned information for as long as necessary, consistent with collection purposes;
- Store the information securely and take all reasonable steps to prevent inadvertent access to this information.
We cannot guarantee that any recipient of your personal information will protect it to the standard to which it ought to be protected. The costs and difficulties of enforcement of privacy rights in foreign jurisdictions and the impracticability of attempting to enforce such rights in some jurisdictions will mean that in some instances we will need to seek your consent to disclosure.
This section explains how we handle personal information collected from our website www.integritystaffing.net.au and by other technology in the course of electronic transactions.
It is important that you understand that there are risks associated with the use of the internet and you should take all appropriate steps to protect your personal information. It might help you to look at http://www.privacy.gov.au/topics/technologies
It is important that you:
- Be careful what information you share on the Web.
- Use privacy tools on the site – control access to your search listing and profile.
- Make sure your anti-virus and data protection software are up to date.
Please contact our office by phone or mail if you have concerns about making contact via the internet.
Sometimes, we collect personal information that individuals choose to give us via online forms or by email, for example when individuals:
- Ask to be on an email list such as a job notification list;
- Make a written online enquiry or email us through our website;
- Submit a resume by email or through our website.
Cloud Computing Services
In cases where we use cloud computing services we will take reasonable steps to ensure that:
- Disclosure of your personal information to the cloud service provider is consistent with our disclosure obligations under the Privacy Principles. This may include ensuring that we have obtained your consent, or that the disclosure is for purposes within your reasonable expectations.
- Disclosure is consistent with any other legal obligations, such as the restrictions on the disclosure of tax file number information or the disclosure by private employment agencies of work seeker details.
- Our Cloud computing service providers terms of service recognize that we are bound by obligations to protect the privacy of your personal information and that they will not do anything that would cause us to breach those obligations.
Social Networking and Web Services
In order to assess your suitability for positions and to assist you to find work, we will need to collect, use and disclose personal information about you. It has become common practice in some places for employment service providers to conduct background checking via social network media sites frequented by candidates.
We will not conduct background checking via social network media sites other than those that you identify and authorize us to check. However, we do conduct internet searches using search engines and entering your name and relevant identifying details.
Our technology system tracks emails received and sent and may include read receipt notifications to enable tracking.
When you provide us with your email address or your email address is received by us because you send us a message, the email address will only be used or disclosed for the purpose for which you have provided it and it will not be added to a mailing list or used or disclosed for any other purpose without your consent other than as may be permitted or required by law.
Call and Message Logs
Our telephone technology (systems and mobile phones) log telephone calls and messages (sms) received and sent and enables call number display.
When your call number is received by us because you send us a message or phone us, the number will only be used or disclosed for the purpose for which you have provided it and it will not be added to a phone list or used or disclosed for any other purpose without your consent other than may be permitted or required by law.
We use recruiting software and databases to log and record recruitment operations. We will log and record all communications we have with you.
Recognizing the environmental advantages and efficiencies it provides, we work in a partially paperless office. As a result of which, your paper based communications with us may be digitized and retained in digital format, the paper based communications may be culled.
It is therefore important that, except where specifically requested, you do not send us originals of any paper based document and that you retain copies for your own records.
Where we do request original paper based documents we will return them to you once they are no longer required by us for the purpose for which they may be used of disclosed.
This policy may change over time in light of changes to privacy laws, technology and business practices. If you use our website regularly it is important that you check this policy regularly to ensure that you are aware of the extent of any consent, authorization or permission you might give.
Subject to some exceptions which are set out in privacy law, you can gain access to your personal information that we hold.
Important exceptions include evaluative opinion material obtained confidentially in the course of our performing reference checks; and access that would impact on the privacy rights of other people. In many cases evaluative material contained in references that we obtain will be collected under obligations of confidentiality that we make and which the communicator of that information is entitled to expect will be observed. We do refuse access if it would breach any confidentiality that attaches to that information or if it would interfere with the privacy rights of other people.
If you find that personal information that we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, you can ask us to correct it by contacting us.
We will take such steps as are reasonable in the circumstances to correct that information to ensure that, having regard to the purpose for which it is held, the information is accurate, up to date, complete, relevant and not misleading.
If we have disclosed personal information about you that is inaccurate, out of date, incomplete, irrelevant or misleading, you can ask us to notify the third parties to whom we made the disclosure and we will take such steps (if any) as are reasonable in the circumstances to give that notification unless it is impracticable or unlawful to do so.
How to Contact Us – Inquiries and Complaints
If you wish to contact us about your personal information you should send an email to firstname.lastname@example.org or call us at 844-4-DeriveYou have the right to complain about our handling of your personal information if you believe that we have interfered with your privacy. If you are making a complaint about our handling of your personal information, it should first be made to us in writing addressed to our email address listed above.
Derive takes all reasonable steps to ensure that your personal information is protected from misuse, loss and from unauthorized access, modification or disclosure. When no longer needed, your personal information will be securely destroyed.
You declare that the details given to the Derive in your registration form, resume written references, interview and telephone conversations are true and correct. You understand that if you withhold relevant information, or provide any information which is false or misleading, and you are placed in employment, you may be subject to disciplinary proceedings, including possible termination of employment.
We will retain your personal information on our database and if we are not successful in placing you in employment, we may contact you again in the future. Unless you tell us otherwise, you agree to the processing of your personal information we hold about you.