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Clarius Group Limited and its Subsidiary Companies (Clarius Group) are committed to safeguarding confidentiality and privacy of information obtained in the course of its professional practice.
Clarius Group’s Subsidiary Companies includes the following companies and trading entities in the following locations:
Candle ICT, The One Umbrella, One Umbrella Consulting, Lloyd Morgan International Pty Limited, Alliance Recruitment Pty Limited, SouthTech Personnel, Alliance Technical, JAV IT Group Pty Limited, and Ignite Management Services Pty Limited
Candle New Zealand Limited and Candle New Zealand Limited t/a JAV IT
Candle Recruitment Pte Limited
Lloyd Morgan China
Lloyd Morgan Limited, Lloyd Morgan Hong Kong Limited, and Candle Hong Kong.
Clarius Group manages personal information, in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
You will also be able to find out about the information flows associated with that information.
The type of personal information that Clarius Group collect and hold is information that is reasonably necessary for the proper performance of our functions or activities as an employment agency which engages in recruitment, labour hire, contractor management and payroll services and is likely to differ depending on whether you are a:
The type of information that Clarius Group typically collect and hold about Workseekers is information that is necessary to assess amenability to job offers and assignments; work availability; suitability for placements and assignments; or to manage the performance of work and assignments obtained through us. It includes:
The type of information that Clarius Group typically collects and hold about Clients Clients is information that is necessary to help us manage the presentation and delivery of our services and includes:
The type of information that Clarius Group typically collects and hold about Referees is information that is necessary to help to make determinations about the suitability of one of our Workseekers for particular jobs or particular types of work and may include:
Sensitive information is only collected with consent and where it is necessary for the performance of Clarius Group’s functions or activities. Sensitive information will need to be collected where it relates to a genuine occupational requirement or an inherent requirement of the job or work being considered. Clarius Group’s collection of some types of sensitive information is also governed by equal opportunity and anti-discrimination laws.
The purposes for which Clarius Group collect, hold, use and disclose your personal information are those purposes that are reasonably necessary for the proper performance of our functions and activities as an employment agency which engages in recruitment, labour hire, contractor management and payroll services and are likely to differ depending on whether you are a:
Information that Clarius Group collect, hold, use and disclose about Workseekers is typically used for:
Personal information that we collect, hold, use and disclose about Clients is typically used for:
Personal information that we collect, hold, use and disclose about Referees is typically used:
The following sections are also relevant to our use and disclosure of your personal information:
Clarius Group may sometimes use personal information for marketing purposes but only subject to the following:
The means by which we will generally collect your personal information are likely to differ depending on whether you are a:
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:
Personal information about you may be collected:
Personal information about you may be collected when you provide it to us:
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.
Clarius Group conducts transactions electronically as well as in hard copy and by face to face measures.
This section explains how Clarius Group handles personal information collected from our website and by other technology in the course of electronic transactions.
It is important that you understand that there are risks associated with 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 resource on Internet Communications and other Technologies:
It is important that you:
Please contact us by phone or mail if you have concerns about making contact via the Internet.
Sometimes, Clarius Group collects personal information that individuals choose to give us via online forms or by email, for example when individuals:
For more information see also:
In order to assess your suitability for positions and to assist you to find work, Clarius Group will need to collect, use and disclose personal information about you.
In addition to conducting Internet searches using search engines and entering your name and relevant identifying details, Clarius Group may look at your social media footprint on sites such as LinkedIn and Twitter to conduct background checking.
Clarius Group does not use software to mass import resumes from Google search results.
Clarius uses Broadbean as an application tracking system for applications received via its website. Using the Broadbean software, Clarius Group can automatically transfer suitable applicant’s resumes and contract information to the respective fields in Clarius’ secure candidate database.
When an individual looks at Clarius Group websites, Clarius Group’s internet service provider (AAPT) makes a record of the visit and logs (in server logs) for 31 days the following information for statistical purposes:
Clarius Group does not identify users or their browsing activities except, in the event of an investigation, where a law enforcement agency may exercise a warrant to inspect the internet service provider's server logs.
Cookies are uniquely numbered identification numbers like tags which are placed on individual’s browsers. By themselves cookies do not identify an individual personally, but they may link back to a database record about the individual. If an individual registers on one of Clarius Group’s sites, Clarius Group will then link the individual’s cookie back to the individual’s personal information details.
Clarius Group may conduct email tracking for analytics purposes. Such tracking includes open rates, click through rates and which links were clicked but are not used to collect sensitive information.
Clarius Group uses Google analytics to track website traffic such as visits, time spent on site, search terms. Clarius Group does not collect personal or sensitive information using this method of tracking, which shows how many people have visited the website, but not who.
If Clarius Group uses web bugs we will display a clearly visible icon on the page. The icon will include the name of the company collecting information and will be labelled as a tracking device. The Web bug will be linked to a page disclosing what data is collected, how it is used, and which companies receive the data. Web visitors will be able to opt out of data collection by Web bugs. Web bugs will not be used to collect sensitive information.
In cases where Clarius Group uses cloud computing services we will take reasonable steps to ensure that:
Please make sure that you do not upload photographs of any individuals who have not given consent to the display of their photograph. Displaying photographs without that person’s consent may breach privacy laws, and you may be responsible for any legal consequences.
Clarius Group’s telephone technology (telephone systems and mobile phones) logs telephone calls and messages received and sent and enables call number display in most offices.
When your call number is received by Clarius Group because you phone or send the Clarius Group a message, the number will only be used or disclosed for the purpose for which you have provided it and it will not be added to a phone list or used or disclosed for any other purpose without your consent other than as may be permitted or required by law.
Teleconferences and video conferences may be recorded with your consent. In cases where it is proposed that they be recorded, we will tell you first the purpose for which they are to be used and retained.
Clarius Group use recruiting software and databases to log and record recruitment operations.
Clarius uses Broadbean as an application tracking system for applications received via Clarius Group’s website or job boards (such as Seek and Mycareer). Using the Broadbean software, Clarius Group can automatically transfer suitable applicant’s resumes and contract information to the respective fields in Clarius’ internal secure candidate database. Our internal candidate and client database provides searching and job matching facilities.
Some Clarius Group staff may use laptops, tablets, mobile phones and other portable electronic devices that allow them to access, retrieve and store your personal information. Where Clarius Group staff ustilise protable devices, they are subject to Clarius Group’s remote access and acceptable IT use policies.
Recognising the environmental advantages and efficiencies it provides Clarius Group operate a partially paperless office as a result of which your paper based communications with us may be digitised and retained in digital format. The paper based communications may be destroyed.
It is therefore important that, except where specifically requested, you do not send us originals of any paper based document and that you retain copies for your own records.
Where we do request original paper based documents we will return them to you once they are no longer required by us for the purpose for which they may be used or disclosed.
See also the section on
Clarius Group will not request that you supply photographs, scan photo ID, or capture and retain video image data of you in cases where simply sighting photographs or proof of identity documents would be sufficient in the circumstances.
At times video surveillance which operates in or near our premises may capture images of you.
You should also read the section about Electronic Transactions because sometimes your communications with us may attach profile images of yourself that you have uploaded to the Internet.
When your personal information is collected it will be held in Clarius Group’s 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.
Our Information Record System
Peronsal information is stored in Clarius Group’s secure candidate and client database and payroll system.
Where personal information is received in hard copy form, and the information is to be held, the hard copy is scanned into the Clarius Group internal candidate and client database and uploaded into the relevant client or candidate file, and the hard copies subsequently destroyed.Where personal information is received in electronic form, and the information is to be held, the soft copy/electronic format is uploaded into the relevant client or candidate file in the Clarius Group secure candidate and client database.
Where a workseeker has been offered an assignment by us and the information received includes payroll details (such as bank details, tax file number and superannuation information) this information is eneted into the secure payroll system and stored in a secure electronic archiving solution.
Your personal information may be accessed by Clarius Group staff and disclosed in accordance with the APPs.
We take a range of measures to protect your personal information.
Clarius Group takes a range of measures to protect your personal information from:
For more information see:
Clarius Group trains its staff to respect the confidentiality of client information and the privacy of individuals.
Clarius Group’s Information Record Systems have multi-layer permission access which includes password protection and permission level access.
Clarius Group’s software is protected as follows:
Clarius Group’s hardware is protected as follows:
Clarius Group do not as a matter of practice issue their staff with laptops, tablets, mobile phones or other portable electronic devices in order to protect personal information from misuse, interference and loss. Where Clarius Group staff ustilise their own protable devices, they are subject to Clarius Group’s remote access and acceptable IT use policies.
Clarius Groups adopts record management practices in accordance with legislative requirements and policies and guidelines on recordkeeping and management of electronic communications.
Where information is lawfully destroyed this is done by secure means of disposal.
All client and third party information accessed and used by Clarius Group’s on-hired personnel during the course of their assignments with our clients is protected from disclosure or unauthorised use by:
There are some inherent risks in the use of the Internet Communications and other Technologies.
It is important that you read the section on Electronic Transactions if you are using Internet communications or other technologies to communicate with Clarius Group.
You should also read the section on Cross-Border Disclosures
This section deals with our disclosure policies. Personal Information that we hold about you is only disclosed for the primary and related purposes for which it was collected. In this section you will find out about our policies dealing with:
Clarius Group may disclose your personal information for any of the purposes for which it is primarily held or for a related purpose where lawfully permitted.
Clarius Group may disclose your personal information where we are under a legal duty to do so.
Disclosure will usually be:
In addition to disclosures for general purposes, we may also disclose your personal information for a range of Related Purposes
Clarius Group may outsource a number of services to contracted service providers (CSPs) from time to time. Clarius Group’s CSPs may see some of your personal information. Clarius Group’s CSPs may include:
Clarius Group take reasonable steps to ensure that terms of service with our CSPs recognise that Clarius Group are bound by obligations to protect the privacy of your personal information and that they will not do anything that would cause Clarius Group to breach those obligations.
Some of your personal information is likely to be disclosed to overseas recipients. The likely countries, type of information disclosed and likely recipients are indicated, so far as is practicable, in the following table:
Type of Information
All personal data held by Clarius Group Limited
Clarius Group’s subsidiary company – Candle New Zealand Limited and Candle New Zealand Limited t/a JAV IT
Clarius Group’s subsidiary company – Candle Recruitment Pte Ltd
Clarius Group’s subsidiary company - Lloyd Morgan China Limited
Clarius Group’s subsidiary company - Lloyd Morgan Hong Kong Limited
Clarius Group will take such steps as are reasonable in the circumstances to ensure that the overseas recipient does not breach the APPs.
However Clarius Group cannot guarantee that any recipient of your personal information will protect it to the standard to which it ought to be protected. The costs and difficulties of enforcement of privacy rights in foreign jurisdictions and the impracticability of attempting to enforce such rights in some jurisdictions will mean that in some instances, we will need to seek your consent to disclosure.
See also Electronic Transactions
You have a right to access and correct personal information under the APPs.
This section sets out Clarius Group’s policy dealing with
Subject to some exceptions that are set out in privacy law, you can gain access to the personal information that Clarius Group hold about you.
Important exceptions include:
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. We will generally respond to your request for access within 20 working days.
If we refuse to give access to the personal information or to give access in the manner requested by you, we will give you a written notice that sets out:
If you find that personal information that Clarius Group hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, you can ask us to correct it by contacting us.
Clarius Group will take such steps as are reasonable in the circumstances to correct that information to ensure that, having regard to the purpose for which it is held, the information is accurate, up to date, complete, relevant and not misleading.
If Clarius Group have disclosed personal information about you that is inaccurate, out of date, incomplete, irrelevant or misleading, you can ask us to notify the third parties to whom we made the disclosure and we will take such steps (if any) as are reasonable in the circumstances to give that notification unless it is impracticable or unlawful to do so.
You should also anticipate that it may take a little time to process your application for correction as there may be a need to retrieve information from storage and review information in order to determine what information may be corrected. We will generally respond to your request for access within 20 working days.
There is no charge to correct information.
In some cases Clarius Group may not agree that the information should be changed.
If Clarius Group refuses to correct your personal information as requested by you, we will give you a written notice that sets out:
You may also ask Clarius Group to associate a statement that the information is contested as being inaccurate, out of date, incomplete, irrelevant or misleading and we will take such steps as are reasonable to do so.
See also: Complaints
You have a right to complain about Clarius Group’s handling of your personal information if you believe that Clarius Group have interfered with your privacy.
In this section you can learn:
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, whose contact details are:
Tel: +61 2 9250 8193
Post: Level 5, 1 York Street, Sydney, NSW, 2000
Complaints may also be made to ITCRA and RCSA the industry associations of which Clarius Group or its subsidiaries are a member.
ITCRA and RCSA both administer Dispute Resolution Procedures that you may access if you consider that Clarius Group have breached the ITCRA Code of Conduct or RCSA Code for Professional Conduct.
NOTE: The ITCRA and RCSA Code and Dispute Resolution Rules do NOT constitute a recognised external dispute resolution scheme for the purposes of the APPs; but are primarily designed to regulate the good conduct of ITCRA and RCSA members.
You can also make complaints to the Office of the Australian Information Commissioner.
When Clarius Group receive your complaint:
If the complaint cannot be resolved by means that Clarius Group 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.
See also the section dealing with Access & Correction
Download a PDF of our Collection Notice and Consent to Electronic Transactions here