Privacy & Data Protection Policy
YOUR PRIVACY IS IMPORTANT TO HATRIX RECRUITMENT
Whenever Hatrix Recruitment collects, holds, uses, discloses, or otherwise deals with personal information, we are bound and must comply with Australia’s National Privacy Laws. These are found in the Privacy Act 1988 and the Australian Privacy Principles (APPs) in the Privacy Act.
The below explains how Hatrix Recruitment deals with and protects personal and sensitive information of any persons working at Hatrix Recruitment, job seekers, referees and clients.
WHAT IS PERSONAL INFORMATION?
The personal information Hatrix Recruitment collect will differ depending on whether you are a candidate, employee, client, supplier, referee or consultant.
Personal information for a job seeker or employee includes, but is not limited to:
- Identification Information – your name, address, telephone number, date of birth and email address.
- Resume and other recruitment information – your CV/resume, employment history, information about your skills, experience, educational background, licences and qualifications, and any other data included in your cover letter as part of your application.
- Government issued identifiers – such as drivers’ licence, birth certificate, passport, and visa information to confirm rights to work in Australia.
- Financial Information – including your Tax File Number (TFN), bank account details, superannuation or any other information that relates to the processing your wages.
For clients, suppliers, referees or consultants of Hatrix Recruitment, the type of information collected will include, but not limited to:
- Company information – contact details, location, ABN, CAN, trade references, Director/s and accounts information
- Feedback – performance feedback on a previous or current employee
WHAT IS SENSITIVE INFORMATION?
Sensitive information is a specific category of personal information under the Privacy Act and includes, but is not limited to information or an opinion about an individual's:
- racial or ethnic origin
- political opinions
- membership of a political association
- religious beliefs or affiliations
- philosophical beliefs
- membership of a professional or trade association
- membership of a trade union
- sexual orientation or practices
- criminal record
- medical, health and physical abilities
Hatrix Recruitment will only collect sensitive information about an individual when it is consented to, or when it is required or authorised by law.
WHY IS PERSONAL INFORMATION COLLECTED?
We collect personal information for our business functions and activities as part of providing services to you and understanding your needs and requirements. The personal information provided by you will only be used for the purpose for which you provided it and any other activities related to the primary purpose. By providing us with your personal information you agree to be contacted by Hatrix Recruitment, including via email or telephone. We may use your personal information for the purposes of:
- contacting you in relation to work placements.
- determining suitability for work placement based on your skills, qualifications and experience.
- assessing your work rights using external sites such as VEVO.
- processing your wages via our payroll system.
- ensuring we comply with our legislative reporting requirements.
- complying with any legal obligations including, but not limited to assisting government agencies and law enforcement and regulators.
- Assessing your overall health and physical ability to perform the tasks required for a specific role as required in the recruitment process.
- conducting criminal history checks as required in the recruitment process.
- undertaking required credit checks for new clients, to manage our business risk.
HOW IS PERSONAL INFORMATION COLLECTED?
We will generally collect your personal information directly from you. This may be via a face-to-face meetings or assessments, communication via telephone, mail, or email, or by completing our online onboarding process. We may also receive personal information from third parties such as your referees, former employers, and our clients with which you may work for on a casual basis.
IF YOU DO NOT GIVE US THE INFORMATION WE SEEK?
You can choose not to supply your personal information to Hatrix Recruitment; however, we may be unable to provide you with the assistance requested or locate a suitable employment placement for you.
DISCLOSURE OF PERSONAL INFORMATION
We will not sell, rent, or trade your personal information to any third parties. We may disclose your personal information to external services providers, who perform services on our behalf, for the purposes disclosed above. These external providers are required to maintain the confidentiality of the information and are prohibited from using it for any other purposes. Hatrix Recruitment will review the privacy policy of the external providers for which personal information is to be disclosed to. We will take all reasonable steps to ensure they comply with the same privacy principles that govern our collection of your personal information. Your information will also be provided where it is obliged or permitted by law.
MANAGEMENT, STORAGE, AND PROTECTION OF PERSONAL INFORMATION
Your personal information is stored on our Customer Relationship Management system, Payroll System, and data storage devices which are password-protected and only accessible to Hatrix Recruitment staff members who have authorised access.
All Hatrix Recruitment’s staff members are responsible for respecting the confidentiality of the information we hold for individuals and companies. Any breach by a staff member will be taken very seriously in line with legislative requirements and may result disciplinary action against the staff member responsible for the breach.
Hatrix Recruitment will retain personal information about an employee whilst they are employed and for seven (7) years after employment is concluded. Personal data may be kept longer if required in connection with a dispute, in which case it will be kept until the end of the dispute; and if required to comply with any legal or regulatory obligations, in which case it will be kept for as long as required by that obligation. When your personal information is no longer required to be kept for the purpose it was obtained, Hatrix Recruitment will take reasonable steps to permanently remove it from storage.
GENERAL INFORMATION COLLECTED FROM VISITORS TO OUR WEBSITE
Data is collected anonymously from visitors to our website and social media channels. This data may include, but is not limited to:
- unique visitors
- duration of visit
- website pages visited
- bounce rate
- country location of visitor
- device used to visit website
Collecting analytical data from our website and social media channels allows us to better understand those visiting our website and social media channels to customise the experience to ensure Hatrix Recruitment meets the expectations of employees and clients. From time to time, you may be required to provide personal information in order to access resources. For example, your name and email address to download a informational guide.
WHAT ARE COOKIES AND HOW DO WE USE THEM?
A cookie is a small text file created and stored on a user’s device (desktop, tablet or smartphone) by a website when it is visited. These cookies allow our website to recognise users, enhance browsing experiences, and collect information about a user’s preferences and interactions. Please note cookies do not capture identifiable personal or sensitive information. Some cookies may include third-party cookies embedded within our website for the purpose of targeted marketing, for example advertising jobs or services we think you may be interested in.
HOW TO REJECT COOKIES?
Cookies can be blocked or controlled by reviewing your devices settings and cookie preferences. It is important to note that by blocking or controlling cookies, your browsing experience may be impacted and you may encounter limitations when cookies are required for proper functioning.
DIRECT MARKETING
We may send you direct marketing communications and information about our services and jobs available that we consider may be of interest to you. These communications may be sent via email, SMS or mail in accordance with the relevant marketing laws. Consent for receiving direct marketing communications or information from us could have come from, but not limited to:
- opting-in on an enquiry form
- submitting a job application
- completing a client application
- consenting via email correspondence, SMS or phone conversation with a staff member
At any time, you may opt-out of receiving marketing communication or information from us by contacting us via the below contact details or by using the opt-out option provided in the marketing communications. Once received we will ensure that your name is removed from our mailing list. Please note your personal information is not provided to other organisations for the purposes of direct marketing without consent by you.
ENQUIRIES & COMPLAINTS
You can make enquiries, requests to access or update your information, or complain about alleged breaches of the APPs to our office:
Hatrix Recruitment
You may access the personal information held about you and to update and/or correct it, subject to certain exceptions. All requests for information must be placed in writing and may be subject to a moderate fee for the retrieval of such information. Any corrections of information held will be undertaken providing you can establish that the information held is incorrect or incomplete. To protect your personal information, proof of identity from you will be required before releasing the requested information.
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