Privacy Information Statement – Recruitment and Selection
The Privacy Act 1988 regulates how personal information is handled. All references to personal information in this document include sensitive information where applicable. Summarised below is how the Privacy Act requirements may impact the recruitment and selection process and how we store personal information important to an individual’s privacy.
This privacy information statement applies to all related entities of Prosperity and all of the entities it owns or controls. We are committed to protecting your privacy and handling your personal information in an open and transparent way.
What types of information do we collect on prospective employees?
- Full name (including current name and other names by which you have been known)
- Address
- Telephone Number
- Date of birth
- Employment History and relevant details
- Resume
- Education and Training records
- Professional memberships or accreditations
- Skills
- Referee contact details
- Reference details
- Any other information that you provide on your resume
- Medical information relating to workplace rehabilitation, any complaint, investigation, injury or accident you may have been involved in
Why do we collect personal information during the recruitment and selection process?
We collect this type of information to determine suitability for employment opportunities that may be available. Refusal to provide such information may result in us being unable to consider your suitability for a position. By applying for a position with Prosperity you are deemed to have read and accepted this Privacy Information Statement – Recruitment and Selection.
How do we collect personal information during our recruitment and selection process?
- Information that you submit on your resume/curriculum vitae when applying for a position (for example on Seek, LinkedIn or directly)
- Information that is provided to Prosperity by a recruitment agency that has been engaged by the firm to find suitable candidates for a position
- Information that you have made public on online profiles such as LinkedIn
- Information that you provide to us during the interview process
- Information that we collect via email, telephone, mail, fax, website or external sites on which we may advertise
- Referees that you provide for Prosperity to contact in support of your application for a position
- Candidate assessments including psychometric, technical assessment and medical assessment (where applicable) relevant to the role that you have applied for
- Transcripts and certificates that demonstrate you have attained qualifications
- Professional associations and memberships
- Credit rating authorities where applicable for role (financial services)
- Australian Federal Police checks where applicable for role
- Through other third parties such as insurance companies or medical practitioners
How do we use and disclose your information?
Your personal information will usually be disclosed to any party that is part of your recruitment and selection process. This generally includes the HR department, directors, managers and any other employees that are relevant to the process. There may also be a requirement to disclose personal information to relevant third parties, such as external recruitment agencies, referees, assessment agencies and where necessary legal advisors.
Other than the listed parties we wouldn’t generally disclose personal and sensitive information to third parties without your consent or unless we are specifically required to do so to comply with legal or regulatory obligations, or where there is a legal or professional right or duty to disclose.
We may share non-personal, de-identified and aggregated information with third parties for business related purposes including data analytics, research, submissions, thought leadership and marketing collateral.
What happens to your personal information if you become an employee?
The information that is collected during your recruitment and selection process will form part of your employee record with Prosperity.
Employee records are exempt under the Privacy Act and therefore the access rights mentioned above generally don’t apply.
Storage and security of information
Prosperity will take all reasonable steps to protect all personal information entrusted to us. All information that is collected and stored about you will be securely stored in physical and/or electronic form.
Your information is stored on secure servers and is protected by various security measures. Access to information and databases is restricted to our staff who need to access the information to perform their duties. Unfortunately, no data transmission over the internet can be guaranteed to be 100% secure, so we are unable to guarantee the security of your information at all times. Prosperity will not be responsible for events arising from unauthorised access to such information.
Access and correction of information we hold about you
You can access the information that we have collected about you, however there are laws that allow us to decline in limited circumstances. We may charge you a reasonable fee for providing you with access to that information.
We are committed to keeping up to date records of your personal information. If you believe that personal or sensitive information we hold about you is inaccurate we will take reasonable steps to correct that information. If we can not agree on the correctness of the information you can request us to place a statement on your file, which you will provide outlining what you believe to be inaccurate and why.
Who to contact for further information
Our Privacy Policy Statement has further information on how we meet our privacy law obligations and explains how you may:
- Access and seek correction to your personal information
- Make a privacy complaint and how we deal with any complaint you make