Privacy Policy

1. Introduction

IAS Recruitment Pty Ltd A.B.N. 19 657 914 737 (‘IAS’), is committed to managing personal information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth) and in accordance with other applicable privacy laws.

This document sets out our policies for managing your personal information and is referred to as our Privacy Policy.

In this Privacy Policy, “we” and “us” refers to IAS and “you” refers to any individual about whom we collect personal information.

IAS is a recruitment agency. IAS offers a range of recruitment services, which primarily involved us being tasked by employers to find candidates for vacant positions within their organisation.

2. What is ‘Personal Information’?

Personal information is information or an 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.

If information does not disclose your identity or enable your identity to be ascertained, it will in most cases not be classified as “personal information” and will not be subject to this privacy policy. Examples of personal information include names, addresses, email addresses and phone numbers.

3. What Is ‘Sensitive Information’?

Sensitive information is information or opinion about such things including an individual’s racial or ethnic origin, membership of a professional or trade association and criminal record that is otherwise personal information, health information, genetic information that is not otherwise health information and biometric information.

As a general rule, we collect very little sensitive information. We only collect sensitive information if it is:

  • reasonably necessary for IAS’s functions and activities, with the individual’s consent;
  • necessary to lessen or prevent a serious threat to health and safety;
  • another permitted general situation; or
  • another permitted health situation.

4. What information does IAS collect about you?

(a) Clients and prospective clients of IAS
When you enquire about our services or when you become a client of IAS, a record is made which includes your personal information.

The type of personal and sensitive information that we collect will vary depending on the circumstances of collection and the kind of service that you request from us, but will typically include:

  1. your name, e-mail, postal address and other contact details;
  2. information about your employer or an organisation who you represent;
  3. your professional details; and
  4. any additional personal information you provide to us, or authorise us to collect, as part of your interaction with IAS.

(b) Prospective IAS employees or applicants
We collect personal and sensitive information when recruiting personnel, such as your name, date of birth, contact details, qualifications (including accreditations and education), visa information, work history and information about your referees. Generally, we will collect this information directly from you.

We may also collect personal and sensitive information from third parties in ways which you would expect (for example, referees you have nominated). Before offering you a position, we may collect additional details such as your tax file number and superannuation information and other information necessary to conduct background checks to determine your suitability for certain positions (for example, positions which involve working with children) and arrange and review required tests and/or assessments to be conducted to determine your suitability for certain positions (for examples medical assessments).

(c) Prospective Candidates for IAS client positions
As a recruitment agency, we may engage with you as a prospective candidate for IAS clients. We may collect personal and sensitive information from you, such as such as your name, date of birth, contact details, qualifications (including accreditations and education), information regarding your employment objectives, work history, and information about your references. Generally, we will collect this information directly from you.

We may also collect personal and sensitive information from third parties in ways which you would expect (for example, referees you have nominated). As part of our recruitment agency services to our clients, we may collect additional details such as your tax file number and superannuation information and other information necessary to conduct background checks to determine your suitability for certain positions (for example, positions which involve working with children).

(d) Other individuals
IAS may collect personal information about other individuals who are not clients of IAS. This includes customers and members of the public who participate in events we are involved with, individual service providers and contractors to IAS, and other individuals who interact with IAS on a commercial basis. The kinds of personal information we collect will depend on the capacity in which you are dealing with IAS. Generally, it would include personal information likely to be collected, e.g. your name, contact details, and information regarding our interactions and transactions with you.

You can always decline to give IAS any personal information we request, but that may mean we cannot provide you with some or all of the services you have requested. If you have any concerns about personal information we have requested, please let us know.

(e) Visitors to our websites
The way in which we handle the personal information of visitors to our websites is discussed below.

5. How and why does IAS collect and use your personal information?

IAS collects personal information reasonably necessary to carry out our business, to assess and manage our clients’ needs, and provide services including recruitment agency services. We may also collect information to fulfil administrative functions associated with these services, for example billing, entering into contracts with you or third parties and managing client relationships. For example, we also collect personal information from prospective candidates to provides to our clients as part of our recruitment agency services.

The purposes for which IAS usually collects and uses personal information depends on the nature of your interaction with us, but may include:

  1. you being a prospective candidate for positions offered by our clients or prospective clients;
  2. assessing the suitability and aptitude of prospective candidates for positions offered by IAS clients or prospective IAS clients;
  3. responding to requests for information and other general inquiries;
  4. researching, developing and expanding our facilities and services;
  5. maintaining a business relationship with you, including informing you of our activities, events, facilities and services;
  6. recruitment processes (including for volunteers, internships and work experience), including completing due diligence which may include but is not limited to organising the prospective candidate to undergo testing requested by clients and obtaining prospective candidates criminal reference checks and work right status; and
  7. responding to enquires and complaints

IAS generally collects personal information directly from you. We may collect and update your personal information over the phone, by email, over the internet or social media, or in person. We may also collect personal information about you from other sources, for example, third party suppliers and contractors who assist us to operate our business, referees of candidates seeking employment with a client or prospective client of IAS, or relevant government agencies or professional bodies who hold information relevant to a prospective candidate’s suitability for a particular role.

IAS also collects and uses personal information for market research purposes and to innovate our delivery of its services.

6. How does IAS interact with you via the internet?

You may visit our website www.iasrecruitment.com.au without identifying yourself. If you identify yourself (for example, by providing your contact details in an enquiry), any personal information you provide to IAS will be managed in accordance with this Privacy Policy.

IAS’s websites use cookies. A “cookie” is a small file stored on your computer’s browser, which assists in managing customised settings of the website and delivering content. We collect certain information such as your device type, browser type, IP address, pages you have accessed on our websites and on third-party websites. You are not identifiable from such information.

You can use the settings in your browser to control how your browser deals with cookies. However, in doing so, you may be unable to access certain pages or content on our website.

IAS’s websites may contain links to third-party websites. IAS is not responsible for the content or privacy practices of websites that are linked to our website.

7. Can you deal with IAS anonymously?

IAS will provide individuals with the opportunity of remaining anonymous or using a pseudonym in their dealings with us where it is lawful and practicable (for example, when making a general enquiry). Generally, it is not practicable for IAS to deal with individuals anonymously or pseudonymously on an ongoing basis. If we do not collect personal information about you, you may be unable to utilise our services or participate in our events, programs or activities we manage or deliver.

8. How does IAS hold information?

IAS stores information in paper-based files or other electronic record keeping methods in secure databases (including trusted third party storage providers, such as cloud storage facilities, based in Australia and overseas). Personal information may be collected in paper-based documents and converted to electronic form for use or storage (with the original paper-based documents either archived or securely destroyed). We take reasonable steps to protect your personal information from misuse, interference and loss and from unauthorised access, modification or disclosure.

IAS maintains physical security over paper and electronic data stores, such as through locks and security systems at our premises. We also maintain computer and network security, for example, we use firewalls (security measures for the internet) and other security systems such as user identifiers and passwords to control access to our computer systems.

Our websites do not necessarily use encryption or other technologies to ensure the secure transmission of information via the internet. Users of our websites are encouraged to exercise care in sending personal information via the internet.

We take steps to destroy or de-identify information that we no longer require.

9. Does IAS use or disclose your personal information for direct marketing?

IAS may use or disclose your personal information for the purpose of informing you about our services, upcoming promotions and events, or other opportunities that may interest you. If you do not want to receive direct marketing communications, you can opt-out at any time by contacting us using the contact details below.

If you opt-out of receiving marketing material from us, IAS may still contact you in relation to its ongoing relationship with you.

10. How does IAS use and disclose personal information?

(a) For clients
The purposes for which we may use and disclose your personal information will depend on the services we are providing you. For example, if you have engaged us to deliver a service, we may disclose information about you to service providers (such as Seek for advertising positions) where this is relevant to our services.

(b) For Candidates
If you are a candidate for prospective employment, we may disclose your personal information to our clients and relevant authorities and accreditation bodies where this is reasonably necessary for, and relevant to, prospective employment with our clients.

(c) Disclosure to contractors and other service providers
IAS may disclose information to third parties we engage in order to provide our services, including contractors and service providers used for data processing, data analysis, customer satisfaction surveys, information technology services and support, website maintenance/development, printing, archiving, mail-outs, and market research.
Third parties to whom we have disclosed your personal information may contact you directly to let you know they have collected your personal information and to give you information about their privacy policies.

(d) Use and disclosure for administration and management
IAS will also use and disclose personal information for a range of administrative, management and operational purposes. This includes:

  1. administering billing and payments and debt recovery;
  2. planning, managing, monitoring and evaluating our services;
  3. quality improvement activities;
  4. statistical analysis and reporting;
  5. training staff, contractors and other workers;
  6. risk management and management of legal liabilities and claims (for example, liaising with insurers and legal representatives);
  7. responding to enquiries and complaints regarding our services;
  8. obtaining advice from consultants and other professional advisers; and
  9. responding to subpoenas and other legal orders and obligations.

(e) Other uses and disclosures
We may use and disclose your personal information for other purposes explained at the time of collection or otherwise as set out in this Privacy Policy.

11. Does IAS disclose your personal information overseas?

Your personal information may be transferred overseas or stored overseas for a variety of reasons, for example when storing information with a cloud service provider which stores data outside of Australia. It is not possible to identify each and every country to which your personal information may be sent. If your personal information is sent to a recipient in a country with data protection laws which are at least substantially similar to the Australian Privacy Principles, and where there are mechanisms available to you to enforce protection of your personal information under that overseas law, we will not be liable for a breach of the Australian Privacy Principles if your personal information is mishandled in that jurisdiction. If your personal information is transferred to a jurisdiction which does not have data protection laws as comprehensive as Australia’s, we will take reasonable steps to secure a contractual commitment from the recipient to handle your information in accordance with the Australian Privacy Principles.

We will take all reasonable steps not to disclose an individual’s personal information to overseas recipients unless:

  • We have the individual’s consent (which may be implied); or
  • We have satisfied ourselves that the overseas recipient is compliant with the Australian Protection Principles, or a similar privacy regime.

12. How can you access or seek correction of your personal information?

You are entitled to access your personal information held by IAS on request. To request access to your personal information please contact our privacy officer using the contact details set out below.

You will not be charged for making a request to access your personal information but you may be charged for the reasonable time and expense incurred in compiling information in response to your request.

We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up-to-date. You can help us to do this by letting us know if you notice errors or discrepancies in information we hold about you and letting us know if your personal details change.

However, if you consider any personal information we hold about you is inaccurate, out-of-date, incomplete, irrelevant or misleading you are entitled to request correction of the information. After receiving a request from you, we will take reasonable steps to correct your information.

We may decline your request to access or correct your personal information in certain circumstances in accordance with the Australian Privacy Principles. If we do refuse your request, we will provide you with a reason for our decision and, in the case of a request for correction, we will include a statement with your personal information about the requested correction.

13. What should you do if you have a complaint about the handling of your personal information?

You may contact IAS at any time if you have any questions or concerns about this Privacy Policy or about the way in which your personal information has been handled.

You may make a complaint about privacy to the privacy officer at the contact details set out below.

The privacy officer will first consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the complaint. We will generally respond to your complaint within a week.

If your complaint requires more detailed consideration or investigation, we will acknowledge receipt of your complaint within 7 days and endeavour to complete our investigation into your complaint promptly. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate and review relevant documents and speak with individuals involved.

In most cases, we will investigate and respond to a complaint within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know.

If you are not satisfied with our response to your complaint, or you consider that IAS may have breached the Australian Privacy Principles or the Privacy Act, a complaint may be made to the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner can be contacted by telephone on 1300 363 992 or by using the contact details on the website www.oaic.gov.au.

14. How changes are made to this Privacy Policy?

IAS may amend this Privacy Policy from time to time, with or without notice to you. We recommend that you visit our website regularly to keep up to date with any changes.

15. How can you contact IAS?

The contact details for IAS are:
Privacy Officer: James Brick
Email: james@iasrecruitment.com.au

This Privacy Policy was last updated 13/05/2022