Privacy Policy
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Introduction
We manage personal information in accordance with the Privacy Act 1988 and Australian Privacy Principles. This privacy policy applies to information collected by MAYDAY Recruitment Pty Ltd (MAYDAY).
We only collect information that is reasonably necessary for the proper performance of our activities or functions. We manage personal information according to our usual information flow. There may sometimes be departures from our usual information flow.
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 may decline to collect unsolicited personal information from or about you and take steps to purge it from our systems.
1.1.APP Entity
MAYDAY manages personal information, as an APP Entity, under the Australian Privacy Principles (APPs). We are a contracted service provider to a range of Commonwealth, State and Territory government agencies, and so it might become necessary for us to collect and manage personal information as an Agency under different privacy arrangements.
1.2.Information Flow
When we collect your personal information:
- We check that it is reasonably necessary for our functions or activities as a recruitment company.
- 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. Some information may be disclosed to overseas recipients.
- 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.
- Subject to some exceptions and conditions, we permit you to access your personal information in accordance with APP:12 .
- We correct or attach associated statements to your personal information in accordance with APP:13.
- 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 a Commonwealth Record.
2. Kinds of information that we collect and hold
Personal information that we collect and hold is information that is reasonably necessary for the proper performance of our functions and activities as a recruitment company and is likely to differ depending on whether you are a Workseeker, a Client or a Referee.
2.1.Workseekers
The type of information that we typically collect and hold about Workseekers is information that is necessary to assess amenability to work offers and work availability; suitability for placements; or to manage the performance in work obtained through us and includes:
- Your name and contact details, including your address, email address and phone numbers;
- Your date of birth;
- Your gender;
- Information in your cover letter, resume and application forms including your skills, qualifications, work history, references, goals and interests;
- Details of your work rights in Australia and other countries;
- Your tax file number and superannuation details;
- Information documenting your work history with or through us (including bank account details, salary, work performance information and salary sacrifice documents);
Aptitude and psychological assessment results;
- The results of police checks, working with children checks or other background checks;
- Medical reviews or assessments of you;
- Other information that you, your referees or our clients provide to us, including personal feedback and notes of our interactions with you and/or others in relation to your suitability for work with us or through us.
2.2. For Clients
The type of information that we typically collect and hold about Clients is information that is necessary to help us manage the presentation and delivery of our services and includes:
- Roles, reporting lines, inter-personal communication, and cultural fit requirements within your organisation;
- Business, social, or personal interests about which we may be able to provide news and information;
- Celebration milestones and dates, preferred social media contact channels, etc that you choose to share with us.
- Contact details including address, email address and telephone numbers;
- Details of job titles/descriptions and organisational needs;
- Records of our interactions with your organisation and confidential feedback you may give us regarding our candidates.
2.3. For Referees
The type of information that we typically collect and hold about Referees is information that is necessary to help to make determinations about the suitability of one of our Workseekers for particular jobs or particular types of work and includes:
- Your name;
- Your relationship with and knowledge and opinions of our Candidate as relevant to the reference we are seeking;
- Other background and contextual information as relevant to the reference we are seeking.
- Your contact details for follow up, if necessary
- Confirmation of your identity and authority to provide a reference
3. Purposes
The purposes for which we collect, hold, use and disclose your personal information are likely to differ depending on whether you are workseeker, a client or a referee.
3.1. For Workseekers
Information that we collect, hold, use and disclose about Workseekers is typically used for:
- Work placement operations;
- Recruitment functions;
- Statistical purposes and statutory compliance requirements;
3.2. For Clients
Personal information that we collect, hold, use and disclose about Clients is typically used for:
- Client and business relationship management;
- Recruitment functions;
- Marketing services to you;
- Statistical purposes and statutory compliance requirements;
3.3. For Referees
Personal information that we collect, hold, use and disclose about Referees is typically used:
- To confirm identity and authority to provide references;
- For workseeker suitability assessment;
- For recruitment functions;
3.4.Our Policy on Direct Marketing
We may use your personal information to directly market our services, or the services of other businesses with whom we work cooperatively.
We do not obtain customer lists from third parties for marketing purposes.
You may choose not to consent to direct marketing from us simply by letting us know by text message, phone call, or email, or clicking “unsubscribe” on any of our campaigns;
We aim to observe the requirements of anti-spam legislation and provide an effective means for unsubscribing from any marketing that would be considered to be spam.
4. How your personal information is collected
The means by which we will generally collect your personal information are likely to differ depending on whether you are a workseeker, a client or a referee.
We sometimes collect information from third parties and publicly available sources when it is necessary for a specific purpose such as checking information that you have given us or where you have consented or would reasonably expect us to collect your personal information in this way.
Sometimes the technology that is used to support communications between us will provide personal information to us.
4.1. For Workseekers
Personal information will be collected from you directly when you fill out and submit one of our application forms or any other information in connection with your application to us for work.
We may also collect personal information about you from a range of publicly available sources including news providers, journals, directories, the internet and social media sites. When we collect personal information about you from publicly available sources for inclusion in our records, we will manage the information in accordance with the APPs and our Privacy Policy.
4.2. For Clients
Personal information about you may be collected when you provide it to us for business or business related social purposes. We may also collect personal information about you from a range of publicly available sources including news providers, journals, directories, the internet and social media sites. When we collect personal information about you from publicly available sources for inclusion in our records we will manage the information in accordance with the APPs and our Privacy Policy.
4.3. For Referees
Personal information about you may be collected when you provide it to us in the course of our checking Workseeker references with you and when we are checking information that we obtain from you about Workseekers. We may also collect personal information about you from a range of publicly available sources including newspapers, journals, directories, the Internet and social media sites. When we collect personal information about you from publicly available sources for inclusion in our records we will manage the information in accordance with the APPs and our Privacy Policy.
4.4. Photos & Images
We will not request that you supply photographs, scan 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.
4.5 Electronic Transactions
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;
• Register as a site user to access facilities on our site such as a job notification board;
• Make a written online enquiry or email us through our website;
• Submit a resume by email or through our website;
• Use web-based application and placement management apps to submit identification
documents, update banking information, undertake inductions, or upload time sheets etc.
It is important that you understand that there are risks associated with use of the internet and you
should take all appropriate steps to protect your personal information. It might help you to look at
the OAIC's resource on Social Media & Online Privacy.
You can contact us by land line telephone or post if you have concerns about making contact via the
internet.
5. How your personal information is held
Personal information is held in our Information Record System until it is no longer needed for any
purpose for which it may be used or disclosed, at which time it will be de-identified or destroyed,
provided that it is lawful for us to do so.
We take a range of measures to protect your personal information from misuse, interference and
loss; and unauthorised access, modification or disclosure.
5.1.Our Information Record System
Our Information Record System is used to hold all information relating to vacancies and
placements and all information relation to a candidates application, placement and employment. Information is stored in electronic form including on portable electronic
devices such as laptop computers and mobile phone.
5.2.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. 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. Staff training includes the management of personal information and confidentiality. System platforms are password protected and passwords updated regularly.
5.3.Data Breach Notifications & Response
In the event of a data breach, we would respond by measures appropriate to the nature and seriousness of the breach and the size and resources of our organisation taken in accordance with the four steps set out in the OAIC’s data breach notification guidance and advice, and our Data Breach Policy.
6. Disclosures
We may disclose your personal information for any of the purposes for which it is primarily held or for a lawful related purpose.
We may disclose your personal information where we are under a legal duty to do so.
Disclosure will usually be:
• Internally and to our related entities
• To our Clients
• To Referees for suitability and screening purposes.
• To our contracted service providers, insurers, professional advisors and others with a proper
interest in receiving your personal information for a lawful related purpose.
6.1.Related Purpose Disclosures
We outsource a number of services to contracted service suppliers (CSPs) from time to time. Our
CSPs may see some of your personal information. Typically, our CSPs would include:
• Software solutions providers;
• I.T. contractors, database designers and Internet service suppliers;
• Legal and other professional advisors;
• Insurance brokers, loss assessors and underwriters;
• Superannuation fund managers;
• Background checking and screening agents;
We take reasonable steps to ensure that terms of service with our CSPs recognise 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.
6.2.Cross-Border Disclosures
Some of your personal information is likely to be disclosed to overseas recipients.
The likely countries, type of information disclosed, and recipients are indicated, so far as is
practicable, in the following table:
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..
7. Access & Correction
Subject to some exceptions 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 the person who gave us that information is entitled to expect will
be observed. We do refuse access if it would breach confidentiality.
7.1.Access Policy
If you wish to obtain access to your personal information you should contact our Privacy Co-
ordinator. You will need to be in a position to verify your identity.
Consistently with guidance and advice provided by the OAIC, we may impose a charge (provided it is
not excessive) for retrieving and providing access to your personal information. Any such charge
would be calculated having regard to:
• our staff costs in searching for, locating and retrieving the requested personal information, and
deciding which personal information to provide to you;
• our staff costs in reproducing and sending the personal information;
• the costs of postage or materials involved in giving access
• the costs associated with using an intermediary – e.g., where access might be granted indirectly
or to paraphrased information.
In determining the amount to charge, we would consider:
• our relationship with you;
• any known financial hardship factors;
• any known adverse consequences for you if you do not get access to the personal information.
7.2.Correction Policy
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.
8. Complaints
You have a right to complain about our handling of your personal information if you believe that we
have interfered with your privacy.
8.1.Complaints procedure
If you are making a complaint about our handling of your personal information, it should first be
made to us in writing.
You can make complaints about our handling of your personal information to our Privacy Co-
ordinator, whose contact details are Vanessa Cole via email at vanessa@maydayrecruitment.com or
by telephone at +612 8377 5600.
You can also make complaints to the Office of the Australian Information Commissioner through the
Commission’s website and the means set out there.
Complaints may also be made to RCSA the industry association of which we are a member.
RCSA administers a Code of Conduct for the professional and ethical conduct of its members.
The RCSA Code is supported by rules for the resolution of disputes involving members.
NOTE: The RCSA Code and grievance intervention rules do NOT constitute a recognised external
dispute resolution scheme for the purposes of the APPs; but are primarily designed to ensure
the good professional conduct of the Association’s members.
When we receive your complaint:
• We will take steps to confirm the authenticity of the complaint and the contact details provided
to us to ensure that we are responding to you or to a person whom you have authorised to
receive information about your complaint;
• Upon confirmation we will write to you to acknowledge receipt and to confirm that we are
handling your complaint in accordance with our policy.
• We may ask for clarification of certain aspects of the complaint and for further detail;
• We will consider the complaint and may make inquiries of people who can assist us to
established what has happened and why;
• We will require a reasonable time (usually 30 days) to respond;
• If the complaint can be resolved by procedures for access and correction we will suggest these
to you as possible solutions;
• If we believe that your complaint may be capable of some other solution we will suggest that
solution to you, on a confidential and without prejudice basis in our response;
If the complaint cannot be resolved by means that we propose in our response, we will suggest that
you take your complaint to any recognised external dispute resolution scheme to which we belong
or to the Office of the Australian Information Commissioner.
