CAREERS PORTAL PRIVACY NOTICE

The Aboriginal Health Council of Western Australia (AHCWA) is committed to protecting your privacy and handling personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Careers Portal Privacy Notice explains how AHCWA collects, uses, stores, protects and discloses personal information collected through the AHCWA Careers Portal and as part of the recruitment and selection process.

This Notice should be read together with AHCWA's Privacy Policy, which provides further information about how AHCWA manages personal information.

1. PERSONAL INFORMATION WE COLLECT

AHCWA collects personal information that is reasonably necessary for recruitment and selection. Depending on the position and stage of the recruitment process, this may include:

• your name and contact details;
• employment history and experience;
• education, qualifications, registrations and licences;
• information contained in your resume, cover letter and application;
• information provided during interviews, assessments and other stages of the recruitment process;
• referee details and information provided by referees;
• information required to verify your employment history, qualifications, registrations or licences;
• information about your right to work in Australia;
• information required for relevant pre-employment checks; and
• other information you choose to provide as part of your application.

We may collect personal information directly from you and, where reasonably necessary and permitted by law, from other sources such as referees, recruitment platforms, screening providers and publicly available information.

Where reasonably necessary for a particular position and permitted by law, AHCWA may also collect sensitive information. This may include health information, criminal record information, or information about racial or ethnic origin, including Aboriginal and/or Torres Strait Islander identity.

AHCWA will only collect sensitive information where it is reasonably necessary for the relevant recruitment purpose and will obtain your consent where required by law.

If you provide personal information about another person, such as a referee, you should ensure that you are authorised to provide their information to AHCWA.

2. HOW WE USE PERSONAL INFORMATION

AHCWA may use personal information collected during recruitment to:

• assess your suitability for a position;
• communicate with you about your application and the recruitment process;
• conduct interviews, assessments and relevant pre-employment checks;
• verify qualifications, registrations, licences, employment history and references;
• assess your ability to perform the inherent requirements of a position, where relevant;
• consider reasonable adjustments for the recruitment process or the position;
• meet legal, regulatory and workplace health and safety requirements;
• establish employment records if you are successful; and
• manage recruitment records and related workforce planning activities.

AHCWA will not use or disclose your personal information for unrelated purposes unless permitted or required by law, or with your consent where required.

3. WHAT HAPPENS IF YOU DO NOT PROVIDE INFORMATION?

You may choose not to provide personal information requested during the recruitment process.

However, where information is reasonably necessary to assess your application, conduct a required check or progress your application, AHCWA may be unable to proceed with your application or complete the relevant stage of the recruitment process.

Where AHCWA requests sensitive information, we will explain why it is being collected and obtain your consent where required by law.

4. HOW WE STORE AND PROTECT PERSONAL INFORMATION

Personal information collected during recruitment may be stored in AHCWA's recruitment and human resources systems and other authorised systems used to support the recruitment process.

This includes the ELMO recruitment platform and other authorised service providers used by AHCWA.

Access to recruitment information is limited to authorised AHCWA personnel and service providers who require access for recruitment or related purposes.

AHCWA takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

5. DISCLOSURE TO THIRD PARTIES

AHCWA may disclose personal information where reasonably necessary to support recruitment and selection. This may include disclosure to service providers that assist with:

• recruitment and applicant management;
• pre-employment screening and verification;
• reference checking;
• assessments or testing; and
• information technology and system support.

AHCWA requires relevant service providers to appropriately protect personal information and comply with applicable privacy obligations.

The Careers Portal is provided through ELMO Software. ELMO may use third-party service providers and subprocessors to support its services. ELMO states that customer data is hosted in Australia, while some services supporting its platform may involve service providers or personnel in Australia and other countries, including New Zealand, the United Kingdom, the Philippines and the United States.

ELMO maintains a current list of its subprocessors on its website. For more information, see the ELMO Data Privacy and Protection Policy and ELMO Subprocessors.

Where AHCWA discloses personal information to an overseas recipient, AHCWA will take the steps required by the Privacy Act and the APPs in relation to overseas disclosures.

6. RETENTION OF RECRUITMENT INFORMATION

AHCWA retains recruitment information in accordance with its records management and information retention requirements.

This may include information about unsuccessful applications where it is required to be retained for legitimate business, legal, regulatory or recordkeeping purposes.

When personal information is no longer required for any purpose for which AHCWA may lawfully use or disclose it, AHCWA will take reasonable steps to securely destroy or de-identify the information, unless AHCWA is required or permitted by law to retain it.

Where AHCWA seeks your consent to retain your application details for consideration for future employment opportunities, this will be addressed separately.

7. ACCESS AND CORRECTION

You may request access to personal information AHCWA holds about you and request that inaccurate, incomplete or out-of-date information be corrected.

To make a request or ask a privacy-related question, contact the People and Culture Team:

Email: People.Culture@ahcwa.org
Phone: (08) 9227 1631

Further information about accessing and correcting personal information is available in AHCWA's Privacy Policy.

8. PRIVACY COMPLAINTS

If you have concerns about how AHCWA has handled your personal information, you can contact the People and Culture Team using the details above.

AHCWA will manage privacy complaints in accordance with its Privacy Policy and applicable privacy requirements.

If you are not satisfied with AHCWA's response, you may also contact the Office of the Australian Information Commissioner (OAIC).

Further information about privacy complaints is available in AHCWA's Privacy Policy.

9. FURTHER INFORMATION

For more information about how AHCWA manages personal information, including information about privacy, access, correction, complaints and other privacy matters, please refer to AHCWA's Privacy Policy.

This Careers Portal Privacy Notice applies to the collection of personal information through the AHCWA Careers Portal and recruitment process. If there is any inconsistency between this Notice and AHCWA's Privacy Policy, AHCWA's Privacy Policy will apply to the extent required by law.