Privacy policy.

1. Introduction

We manage personal information in accordance with the Privacy Act 1988 and Australian Privacy Principles. This condensed policy applies to information collected by TRP Recruitment. We only collect information that is reasonably necessary for the proper performance of our activities or functions.

1.1. APP Entity

TRP Recruitment manages personal information, as an APP Entity, under the Australian Privacy Principles (APPs). Because we are a contracted service provider to a range of Commonwealth, State and Territory government agencies, it sometimes becomes 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 agency.

  • 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 confidential Information Record System.

  • We retrieve your information when we need to use or disclose it for our functions. 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.

2. Kinds of information that we collect and hold

Personal information that we collect & hold is information that is reasonably necessary for the proper performance of our functions & activities as a recruitment agency.

2.1. For 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: 

  • Personal contact details

  • Work eligibility, Visa checks

3. Purposes

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; 

  • Information about incidents in the workplace 

  • Information obtained in relation to absences from work due to leave, illness or other causes. 

  • Information obtained to assist in managing client and business relationships

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 - see the section in this policy on Electronic Transactions.

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. Personal information is also collected when: 

  • You apply for one of our jobs online 

Your are required to undergo specific client inductions as well as police and medical checks 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. Photos & Images

We request that you supply photo ID as proof of identity as well as other documents that would be sufficient in the circumstances.

4.3. 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; 

  • Require text messages to be sent to their phone as form of correspondence 

  • Are required to complete an online induction

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.

Your personal information is held as a hard copy in our filing system, as well electronically on our internal database.

5.1. Access Policy

Subject to some exceptions that are set out in privacy law, you can gain access to the personal information that we hold about you. Important exemptions include evaluation opinion material obtained confidentially in the course of our performing reference checks and access that would impact on the privacy rights of other people. If you wish to obtain access to your personal information, you will need to be in a position to verify your identity, please contact our privacy coordinator via email; info@trprecruitment.com.au

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.

7. Complaints

You have a right to complain about our handling of your personal information if you believe that we have interfered with your privacy. 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, who is John Rigler and can be contacted on 9330 1881.

You can also make complaints to the Office of the Australian Information Commissioner as well as to the RCSA, the industry association of which we are a member of. 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.

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 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.