Metal Earth Investments Pty Ltd trading as Property Recruitment Partners (PRP, we, us or our) is a specialist recruitment business. This Privacy Policy explains how we collect, hold, use and disclose personal information about candidates, referees, clients, employers, website users and other people who deal with us.
We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles to the extent they apply to us. We also use those principles as our general privacy standard.
1 Scope of this policy
This policy applies to personal information handled through our website, recruitment services, candidate network, employer accounts, direct communications and business operations. It should be read with any collection notice shown when information is collected and, for clients, any separate recruitment agreement or terms of business.
Personal information is information or an opinion about an identified person, or a person who is reasonably identifiable, whether the information is true or recorded in a material form.
2 Personal information we collect
The information we collect depends on how you deal with us. It may include:
- identity and contact details, including your name, phone number, email address, general location and preferred contact method
- career information, including your CV, employment history, qualifications, licences, professional memberships, skills and work preferences
- recruitment information, including remuneration, salary expectations, notice period, availability, work rights, role preferences and mobility
- communications and assessment information, including emails, messages, interview notes, feedback, reference information and records of our dealings with you
- identity, work-right, qualification, licence, reference or background-check information where relevant to a genuine recruitment process
- client and employer information, including work contact details, company details, position briefs, hiring requirements and records of services provided
- employer account information, including registration details, authentication information, access status and security or audit records
- website and technical information, including IP address, device and browser information, pages visited, referring pages, form activity and cookie preferences
- billing, complaint, access-request and other administrative records needed to operate our business or meet legal obligations
Sensitive information
We only collect sensitive information where it is reasonably necessary for our work and we have your consent, or where the law otherwise permits or requires it. This may include health or disability information relevant to workplace adjustments, racial or ethnic origin, professional or trade association membership, or criminal history relevant to a role. Please do not provide sensitive information that is not relevant to your dealings with us.
3 How we collect information
We may collect personal information:
- directly from you through our website, JobAdder application forms, email, telephone, video meeting, interview, message or other contact
- from job boards, professional networking services, publicly available sources and recruitment databases where collection is lawful
- from people who refer you to us, prospective employers, clients, referees, former employers, education providers and screening providers
- from service providers that support our website, recruitment systems, communications, analytics, security or administration
If we receive personal information that we did not request, we will decide whether we could lawfully have collected it. If not, we will take reasonable steps to destroy or de-identify it where lawful and practical.
Where we collect information about you from someone else, we will take reasonable steps to ensure you are made aware of the collection where required.
4 Why we use personal information
We collect, hold, use and disclose personal information to:
- provide recruitment, search, advisory and related services
- understand a candidate's experience, preferences and suitability for relevant roles
- identify and contact people about employment opportunities that may be relevant
- present or introduce a candidate to a prospective employer after obtaining the candidate's authority
- arrange interviews, obtain feedback, conduct authorised checks and support offers and placements
- manage client relationships, position briefs, employer registrations and approved employer accounts
- operate candidate profile features where the candidate has given separate, recorded permission
- maintain and improve our systems, website, data quality, security and service delivery
- send relevant business or marketing communications where we have consent or are otherwise permitted by law
- respond to enquiries, complaints, access requests and legal or regulatory obligations
5 Candidate authority and profile information
Sending us a CV or discussing a role allows us to assess and manage your enquiry. It does not give us unrestricted permission to identify you to employers. We obtain your authority before sending your identity or full candidate information to a prospective employer for a particular opportunity.
If we offer an online candidate profile or talent feature, we will obtain separate permission before publishing or disclosing profile information. The permission should record the information to be shown, whether it will be public or limited to approved employers, and how long it may remain available. You may withdraw that permission by contacting us.
We take reasonable steps to minimise identifying details in an anonymised or limited profile. A person who already knows a candidate may still be able to infer identity from a combination of details. We therefore use broad information where practical and do not treat anonymisation as a substitute for candidate permission.
6 Automated tools and artificial intelligence
We may use software or artificial intelligence assisted tools for administrative tasks such as transcription, note preparation, document drafting, data organisation, searching and preliminary matching. PRP staff review relevant outputs and remain responsible for recruitment judgement.
We do not use a computer program alone to make a final decision that significantly affects a candidate, including whether to represent, shortlist or recommend that person. If this practice changes, we will update this policy and provide any additional notice required by law.
7 Who we disclose information to
Depending on the purpose and your instructions, we may disclose personal information to:
- prospective employers and clients after obtaining the relevant candidate authority
- approved employer account users who are permitted to view a candidate profile
- referees, former employers, education providers and background or qualification-checking providers, where authorised or otherwise lawful
- technology and service providers that support our applicant tracking, recruitment database, website, cloud storage, email, communications, document handling, analytics, security and administration, including JobAdder for online applications
- our staff and authorised contractors who need the information to perform their work
- professional advisers, insurers, regulators, courts, law enforcement bodies or government agencies where reasonably necessary or required by law
- a purchaser or adviser involved in a proposed sale, restructuring or transfer of our business, subject to appropriate confidentiality controls
We do not sell or rent personal information.
8 Overseas access and disclosure
Some technology providers, support teams or authorised contractors may access, store or process personal information outside Australia. The relevant countries depend on the provider or engagement and can change. Where an overseas disclosure is likely, we take reasonable steps required by Australian privacy law and, where practicable, identify the relevant country in this policy or in the collection notice given at the time. You may contact us for current information about overseas handling relevant to your information.
9 Direct marketing and recruitment contact
We may contact candidates about roles and career matters reasonably related to their dealings with us. We may also send clients and business contacts relevant service updates, insights or marketing where we have consent or the law otherwise permits it.
You can opt out of marketing at any time by using the unsubscribe option in a message or contacting us. We will action the request within the period required by law. Opting out of marketing does not prevent us from sending administrative messages or contacting you about an active recruitment process or service request.
10 Cookies and website analytics
Our website may use essential cookies for security, forms, navigation, sessions and saved preferences. With your choice where required, it may also use analytics or marketing technologies to understand website use and measure communications or campaigns.
You can manage non-essential cookies through the site's cookie settings or your browser. Blocking some cookies may affect site functions. Third-party services may handle information under their own privacy terms.
11 Data quality and your choices
Please tell us if your contact, employment, availability or preference information changes. If you do not provide information we reasonably need, we may be unable to assess an application, contact you about a role, establish an employer account or provide the requested service.
Where practical, you may make a general website enquiry without identifying yourself or by using a pseudonym. Recruitment, employer verification and many service requests usually require accurate identity and contact information.
12 Storage security and retention
We hold information electronically and, in limited cases, in paper records. We use reasonable technical and organisational safeguards appropriate to the nature of the information, including access controls, account security, staff and contractor confidentiality, secure service providers and processes for responding to suspected incidents.
No system can be guaranteed completely secure. If a data breach occurs, we will assess and respond to it, including notifying affected people and the Office of the Australian Information Commissioner where the Notifiable Data Breaches scheme requires this.
We keep personal information for as long as it is reasonably needed for recruitment, relationship management, legal, insurance or business-record purposes. We periodically review records and take reasonable steps to destroy or de-identify information that is no longer required, subject to lawful retention needs and backup cycles.
13 Access correction and deletion requests
You may ask to access personal information we hold about you or request that it be corrected. You may also ask to be removed from our active candidate network or request deletion where the information is no longer required. Some information may need to be retained for legal, dispute, security or record-keeping purposes.
Contact the Privacy Officer at [email protected], (02) 8313 5591, or PO Box 1134, Leichhardt NSW 2040. We may need to verify your identity before giving access or making a change. We will respond within a reasonable period. If the law permits us to refuse all or part of a request, we will explain the reason and available complaint options where required.
14 Privacy complaints
Please send a privacy complaint to the Privacy Officer at [email protected] or PO Box 1134, Leichhardt NSW 2040. Include enough detail for us to understand the issue and the outcome you are seeking.
We will acknowledge the complaint and aim to provide a substantive response within 30 days. If we need more time, we will explain why and provide an updated timeframe.
If you are not satisfied after giving us a reasonable opportunity to respond, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au or on 1300 363 992.
15 External websites and services
Our website may link to JobAdder, job boards, professional networks and other third-party websites or services. Their privacy practices are governed by their own notices. We encourage you to read them before providing information directly to those services.
16 Changes to this policy
We may update this policy when our services, technology or legal obligations change. The current version and its last-updated date will appear on our website. If a change materially affects how we handle information already collected, we will take reasonable steps to notify affected people where appropriate.
17 Contact us
Privacy Officer
Property Recruitment Partners
Email [email protected]
Phone (02) 8313 5591
Post PO Box 1134, Leichhardt NSW 2040