Introduction

face2face Recruitment Pty Ltd (face2face) takes seriously its commitment to preserve the privacy of the personal information we collect.

We only collect reasonably necessary information for the proper performance of our activities and/or functions as a recruitment agency.

As a recruitment agency, face2face does not collect personal information if we have no need for it or for unlawful discrimination.

face2face’s privacy policy complies with the 13 Australian Privacy Principles (APPs) contained in Schedule 1 of the Privacy Amendment (Enhancing Privacy Protection) Act 2012, which amends the Privacy Act 1988.

Information collection

face2face collects personal information from you directly when you fill out and submit one of our registration forms, application forms, or any other form or request for information required in connection with your application to us for work.

As a contracted service provider to a range of Australian Government and state and territory government agencies, as well as private sector and not-for-profit organisations, we may need to collect and manage personal information as an agency under different privacy arrangements. To find out if this may apply, please contact face2face@f2frecruitment.com.au

Future policy changes

Our privacy policy may change over time. It is therefore important that you check it regularly, so you are aware of the latest version. This includes the extent of any consent, authorisation or permission you might give.

Types of information we collect and hold

The type of personal information we collect and hold is information that is reasonably necessary for us to conduct the proper performance of our activities or functions as a recruitment agency. The type of personal information is likely to differ depending on whether you are a:

  • Candidate – someone looking for a placement or work through face2face; or whom we have identified as a person who might be receptive to an offer of a placement or work through us.
  • Client – someone who is looking to use our services as a recruitment agency or whom we have identified as someone who might be interested in using our services.
  • Referee – someone from whom we have sought facts or opinions on the suitability of one of our candidates for work or positions through us; and who may be a referee nominated by the candidate, a client or face2face.

face2face only collects sensitive information with consent and where it is necessary for the performance of our functions and activities as a recruitment agency. We will need to collect sensitive information where it relates to a genuine occupational requirement, to verify the right to work in Australia, or for an inherent requirement of the job or work being considered. Our collection of some types of sensitive information is governed by equal opportunity and anti-discrimination laws.

If you choose not to provide us with your personal information or if you act under a pseudonym, we will not provide you with our recruitment services in seeking and being placed into work.

Candidates

The type of information face2face typically collects and holds about candidates is information necessary to assess your amenability to work offers and work availability; suitability for placements; or to manage the performance in work you have obtained through us.

This includes information in connection to your applications for work. That is information:

  • submitted and obtained from candidates, referees or clients
  • about personality, character, skills, qualifications and experience
  • about your career path and preferences
  • about your work entitlement and ability to undertake specific types of work
  • on your work performance
  • about incidents in the workplace you have been involved in
  • required for personnel reasons, such as contact details
  • relating to absences from work due to leave, illness or other causes
  • on your bank details and tax file number
  • required to undertake criminal history checks and obtain criminal history records
  • required to ascertain your right to work in Australia.

Clients

The type of information face2face typically collects and holds about clients is information necessary to help us manage the presentation and delivery of our services.

This includes information about:

  • our relationship with you as a client
  • the position, contracting and hiring authority
  • team structures and roles
  • incidents in the workplace
  • your facility addresses, ABN, key personnel and contact details
  • required credit check and financial information.

Referees

The type of information face2face typically collects and holds about referees is information necessary to help determine the suitability of one of our candidates for particular jobs or types of work.

This includes information:

  • about work position, authority to give a reference and preferred contact details
  • on the opinions of the referee regarding the candidate’s character and work performance or work environment
  • covering facts or evidence in support of those opinions, which sometimes involves the referee’s knowledge and experience of having worked with the candidate.

Purposes of collecting, holding, using and disclosing personal information

The purposes for which face2face collects, holds, uses and discloses your personal information are those that are reasonably necessary for the proper performance of our functions and activities as a recruitment agency.

Candidates

We typically collect personal information about you as a candidate for recruitment and work placement operations, pre-employment screening, staff management, training, remuneration, workplace health and safety, statistical purposes, and statutory compliance requirements.

Clients

We typically collect personal information about you as a client for client and business relationship management, to review workplace operations and health and safety management, to check credit, for statistical purposes, and to meet statutory compliance requirements.

Referees

We typically collect personal information about you as a referee to confirm your identity and to seek authority to provide references and to assess the suitability of candidates.

How we collect your personal information

Generally, face2face collects personal information about you directly from you.

Candidate

We collect personal information about you as a candidate through your application, from referees, from the results of any competency or similar test, and through other sources such as registrations or any professional disciplinary matter.

Client

We collect personal information from you as a client that is needed for business purposes.

Referee

We collect personal information about you as a referee that we need for you to provide a reference or information an applicant (candidate) needs in the course of applying for work.

Publicly sources of personal information

face2face may also collect personal information from publicly available sources. This can include newspapers, journals, directories, the Internet and social media sites. We only include personal information sourced this way in our records if it is reasonably necessary for the performance of our activities or functions as a recruitment agency.

Photos and images

We may request proof of identification from you. This includes copies of your passport, visa, driver’s license or other relevant licences. We only collect this information for the performance of our activities or functions as a recruitment agency.

Electronic transactions

We collect personal information through our websites and social networking services such as LinkedIn and Facebook. We use this information to improve our website.

How we hold your personal information

face2face holds all personal information we collect in our Client Relationship Management SystemWe only keep information on this system for the length of time we need it. After that, we de-identify or destroy it.

We store all personal information in our secure cloud-based recruitment database and document storage system. We carefully monitor, control and restrict the use of this information. It can only be accessed by staff through individual log-in credentials.

face2face takes all reasonable steps to ensure that the personal information you provide remains secure and confidential and is only used for the performance of our functions or activities as a recruitment agency. All of our data is stored safely in Australia.

General disclosures

face2face usually only discloses personal information internally, to perform our functions or activities as a recruitment agency. We may disclose personal information to related entities, to our clients and to referees for suitability and screening purposes.

We may also disclose your personal information for any purpose for which it is primarily held or for a related purpose where lawfully permitted. We may therefore disclose your personal information where we are under a legal duty to do so, including circumstances where we are under a contractual duty to disclose information.

Related purpose disclosures

face2face outsources some services to contracted service suppliers from time to time, such as software solutions providers, information technology providers and/or background checking and screening agents.

While these contracted service suppliers may see some of your personal information, we take reasonable steps to ensure that our terms of service with these  suppliers are bound by obligations to protect the privacy of your personal information. These terms ensure that these all suppliers will not do anything that would cause face2face to breach any obligations.

Access to and correction of your personal information

Access

Subject to some exceptions set out in privacy law, you can gain access to the personal information face2face holds about you. To do so, you will need to verify your identity. There are some exceptions to providing access, such as when opinions have been provided confidentially in the course of our performing reference checks and access would impact on the privacy rights of other people.

Correction

If you find that any personal information face2face holds about you is inaccurate, out of date, incomplete, irrelevant or misleading, you can ask us to correct it by contacting our Privacy Coordinator.

We will take such steps as are reasonable in the circumstances to correct that information, so it is up-to-date, complete, relevant and not misleading.

Please advise face2face at any time if you wish to be removed from our Client Relationship Management System We will amend your status to ‘inactive’ and will remove information we have no need for or obligation to retain.

There is no charge to correct or remove personal information held on at face2face. We will generally respond to your request for access within 5 working days.

Complaints about our handling of your personal information

You have a right to complain about the way face2face handles your personal information if you believe we have interfered with your privacy. You must first submit your complaint to us in writing, outlining your concerns. Send this by email to face2face@f2frecruitment.com.au

You can also:

More information

If you have questions, or would like more information on our privacy policy, you can:

  1. email face2face@f2frecruitment.com.au
  2. phone us on 02 6199 5750 and ask to talk to our Privacy Coordinator
  3. write our office at Unit 10 3-5 Phipps Close Deakin ACT 2600.