We like to make sure our practices and the information we share with you about how we collect and handle your personal information are transparent and easy to understand. It’s why we’d like to step you through the ins and outs of our approach to data privacy, and how it might relate to you.

So who is this policy relevant to?

This policy applies to you if you’re currently working with us (as a client, jobseeker, contractor or referee), if you visit or use our website, or if you engage with Samuels Donegan as a business.

APP Entity

Samuels Donegan manages personal information, as an APP Entity, under the Australian Privacy Principles (APPs). Samuels Donegan manages personal information in accordance with the Privacy Act 1988 and Australian Privacy Principles. Samuels Donegan is committed to protecting the privacy of all individuals and does not collect personal or sensitive information unless it is necessary for the performance of our tasks or functions.

The type of personal information we collect will generally depend on the type of relationship we have with you.

If you’re one of our jobseekers or clients (or potential one), you’ve likely shared personal information with us. This may include your name, email, address, occupation, and details of other communications we’ve had with you.

For jobseekers, contractors, or potential staff members, the type of information we’ve collected might be more detailed. This could include the examples above, as well as your bank details, superannuation account, residency status, CV, or emergency contacts. We’ll only keep this information if it will help us work with you as a contractor or potential staff member!

If you’ve visited our website, we might collect information that you’ve shared with us directly and indirectly. Direct information could include the details you’ve chosen to share with us when making a contact inquiry or submitting a job application. Indirect information might be data we capture from cookies. Rest assured, this type of information is always anonymous and doesn’t identify you personally.

For anyone who interacts with us, if you choose to share information that’s considered ‘sensitive’ under the Privacy Act, this is entirely up to you. This could include things like racial or ethnic origin, or religious and political views. If a third party shares this type of information with us, we’ll get in touch with you so you can let us know if you’re okay with this or want us to remove this information from our records.

How we do it.

How we collect personal information.

Usually, the information we collect has been shared directly from you! But in some cases, it might be provided by a third party.

For example, if you’re a potential jobseeker, someone may refer your CV to us – that could be a mutual contact or close acquaintance. If this happens, we’ll always let you know why we have the information, and what we’ll be using it for.

Here’s how we use it. Information Flow

When we collect your personal information:

  • We ensure that it is reasonably necessary for our functions or activities as a recruitment agency.
  • We verify that it is current, complete, and accurate. This sometimes requires us to cross-check the information we collect from you with third parties, which we won’t do without your consent.
  • We record and store your information in our applicant tracking system, JobAdder. Some information may be accessible to our third-party suppliers.
  • We retrieve your information when we need to use or disclose it for our functions and activities. At that time, we verify that it is current, complete, accurate, and relevant. This sometimes requires us to cross-check the information we collect from you with third parties (not without your consent) once again – especially if some time has passed since we last checked.
  • Subject to some exceptions, we permit you to access your personal information in accordance with APP: 12 of the (apps).
  • We correct or attach associated statements to your personal information in accordance with APP: 13 of the (apps).
  • 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.

How we use it.

How we will use and disclose personal information.

Remember the information we mentioned? We’ll only ever use it for the purpose you shared it with us. This means we’ll use your contact details to get in touch with you about an enquiry or send you an email if you’ve signed up for our newsletter.

The 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 agency, and is likely to differ depending on whether you are:

  • A Jobseeker
  • A Client
  • A Referee

For Jobseekers: The type of information that we typically collect and hold about Jobseekers 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 resume or any registration paperwork.
  • Information recorded when you attend our office for an interview or participate in a telephone or Teams interview with us.
  • Any references about you we receive.
  • Results of inquiries that we might make of your former employers, work colleagues, professional associations or registration body.
  • Results of any competency or medical test we receive.
  • Performance feedback (whether positive or negative) we receive.
  • Any complaint from or about you in the workplace we receive.
  • Any information about a workplace accident in which you are involved we receive.
  • Any information about any insurance investigation, litigation, registration or professional disciplinary matter, criminal matter, inquest or inquiry in which you are involved we receive.
  • Any additional information about yourself you provide us with.

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:

  • Information on a role you provide us with.
  • Information in relation to a candidate you have met that you provide us with.
  • Information on a business, structure, contact details etc.
  • 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 Jobseekers for particular jobs or particular types of work and includes:
  • Information you provide us with about a candidate, company and contact information.

How we store it.

How we hold your personal information.

We typically have everything stored in a digital format, we always work towards making sure your information is safe and secure. We’ve got it locked down.

We do that by making sure we do the data equivalent of locking the doors, double-checking the alarm and leaving the lights on only for the team members that need it.

This includes things like applying password protection, using secure server and document management systems and ensuring any inactive data is archived.

We believe that prevention is the best defence…

But in the unlikely event of a break in, we will do everything we can to comply with digital and legal best practice when managing and mitigating unauthorised access.

Our Policy on Direct Marketing

We will advise you of news and industry updates, events, promotions, reports and other information. Where we do so, you will be able to unsubscribe from such communications. These communications will be delivered by SD and no information will be provided to a third party for marketing purposes. We do not obtain, nor provide customer lists from, or to third parties for marketing purposes.

Electronic Transactions

You can visit our website and browse without the need to disclose any personal information. When you visit our website, we record anonymous information such as the date and time of your visit, the server/IP address, which page was visited and the information viewed and/or downloaded.

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.
  • Submit a vacancy description by email or through our website.
  • Submit a timesheet via our website.

It is important that you understand that there are risks associated with the 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 resources on Internet Communications and other Technologies.

You control the data you share with us.

Under Australian privacy laws, you have the right to request that we provide you with access to the personal information we hold about you. If necessary, you can also request a correction of any of this information.

Get in touch with us if you’d like to make a request about any details you’ve shared. We have a dedicated contact for all privacy related questions. You can email us using hello@samuelsdonegan.com.au. If there’s any reason why we can’t update your personal information, we’ll let you know and explain why.

We hope to discuss any concerns or complaints you have with our policy personally, but if you’re not satisfied with our response you can get in touch with the Office of the Australian Information Commissioner by phone (1300 363 992) or online at  www.oaic.gov.au