This document sets out the policy and procedures of Command Recruitment Group in
relation to the handling and management of personal and sensitive information.
Policy and statement of commitment
Command Recruitment Group respects the privacy rights of all individuals in the
workplace. Command Recruitment Group is committed to ensuring that all directors and
staff involved in the management of Command Recruitment Group comply at all times
with their obligations under the Privacy Amendment (Private Sector) Act 2000.
National Privacy Principles (NPP)
Command Recruitment Group is bound by the NPP from December 21, 2001. Under
the NPP, an organisation is only entitled to collect personal information where that
information is necessary for one or more of its functions or activities; and must only
collect that information by lawful and fair means and not in an unreasonably intrusive
Command Recruitment Group currently holds some information in relation to its
employees, temporary staff, contractors and other workplace participants. This
information includes, but is not limited to:
- Tax file numbers
- Candidate information submitted and obtained from the Candidate ano other sources in connection with applications for work;
- Information documenting the work history of workplace participants (such as their letter of appointment and bank account details as well as records of any salary adjustments, work performance information, salary sacrifice documents and sick leave taken).
- Information obtained to assist in managing client and business relationships
There are a variety of reasons why Command Recruitment Group is required to hold
this information. Some of the reasons include:
- Ensuring that both Command Recruitment Group and any workplace participants are meeting their obligations under relevant legislation as well as their contract of employment
- Placement operations
- Staff management
- Client and business relationship management
- Ensuring the health, safety and welfare of all workplace participants at times when they are performing work for Command Recruitment Group; and
- Allowing appropriate insurance cover for these workplace participants
Procedures for collection, management, use and disclose of information
1.1 Information will only be collected with the consent of all workplace participants. All candidates registering for employment through Command Recruitment Group will be asked to sign a verification and consent clause.
1.2 Information will only be collected that is necessary in order to carry out the function of Command Recruitment Group's work.
1.3 Information will only be collected in a fair and lawful manner.
2. Management and use
2.1 All candidates will be informed why we are collecting information about them and
who else we might give it to. A copy of this policy and procedure will be made
available to all workplace participants.
2.2 Command Recruitment Group will use or disclose personal information for the
primary purpose of collection.
2.3 All employees are to take reasonable steps to ensure the personal information
we collect, use or disclose is accurate, complete and up-to-date. This may
require updating the information from time to time.
2.4 All current candidates hard copy files are to be kept in the filing room or in
consultants work in progress files. All placed candidates files will be archived
in a security storage area. All candidate files that are no longer needed will be
disposed of via the shredder or security bins provided.
3.1 Information relating to candidates will only be disclosed to potential employers if
deemed as relevant. Relevant information may include, but is not limited to:
- Relevant education and training
- Test results
- Career summary (employment history)
- Salary/hourly rate expectations
- Current job options
- Availability to start
3.2 Access to the above information is limited to a need to know and/or consent basis.
For permanent employees
|| Access restricted to:
|Full personnel files, including: employment history, performance appraisals, interview notes, training records and salary
||Directors, the employee's direct divisional manager and the human resources manager
|Payroll and salary records
||The Financial Controller, the Managing Director, the Operations Manager and Payroll Officer
|Leave history records
||The Financial Controller, the Managing Director, the Operations Manager and Payroll staff
|Employee relations records
||The Financial Controller, the Managing Director, the Operations Manager and Payroll staff, the Team Leader
For temporary and casual staff:
|| Access restricted to:
|Candidate files, including employment history, interview notes, reference check and test results
||Directors, consultants and divisional managers and database administration staff
||The Financial Controller, the Managing Director, the Operations Manager and payroll staff and consultants
|Quality control reports
3.3 Disclosure of information
We may disclose your personal information for the purposes for which it is primarily held
or for a related secondary purpose.
In some cases we may only disclose information with your consent.
We may disclose your personal information where we are under a legal duty to do so, including circumstances where we are under a lawful duty of care to disclose information.
3.4 Compulsory release of information
There may be circumstances where Command Recruitment Group is contacted in relation to the compulsory release of some of the above information. For example, as a result of Command Recruitment Group supplying the Australian Taxation Office (ATO) with an employee's tax declaration, a statutory body such as Centrelink or the Child Support Agency may require us to release relevant information to their authority. In such cases Command Recruitment Group are obliged to comply with the request, without necessarily seeking the employees permission.
4. Complaints and contact details
Anyone who feels that there has been an unwarranted invasion of their privacy should
contact Paul Tee, Director (Privacy Officer), who can be contacted on
(02) 9262 5656.
Further information about the NPP or Command Recruitment Groups policies relating
to privacy issues can be obtained from the Privacy Contact Officer.
Subject to some exceptions that are set out in the National Privacy Principles, you can gain access to the personal information that we hold about you.
We do refuse access if it would interfere with the privacy rights of others persons or if it breaches any confidentiality that attaches to that information.
If you wish to obtain access to your personal information you should contact our Privacy Co-ordinator. You will need to be in a position to verify your identity.
We might impose a moderate charge in providing access. Our Privacy Co-ordinator would discuss these with you.
You should also anticipate that it may take a little time to process your application for access as there may be a need to retrieve information from storage and review information in order to determine what information may be provided.
- Command Recruitment Group is an iProfile Compatible Organisation;
- Command Recruitment Group also collects candidate’s personal information for the purpose of creating an iProfile for the candidate;
- The candidate’s personal information may be disclosed to iProfile for the purpose of creating an iProfile;
- The candidate’s personal information contained in the iProfile may be shared with other Recruitment Agencies that the candidate has previously provided his/her CV to; and
- The candidate consents to the use and disclosure of its personal information in this manner.