Privacy Policy

Our Commitment to Your Privacy

Professional Recruitment Australia (PRA) is committed to protecting your privacy and handling your personal information with care, transparency and respect. This Privacy Policy explains how we collect, use, store, disclose and protect your personal information in the course of providing IT recruitment services across Australia and New Zealand.

 

We train our staff to respect the confidentiality of all personal information we handle, and we take our obligations seriously.

 

This policy applies to our clients, candidates, job applicants, referees and other individuals whose personal information we collect or hold. If you are a prospective employee who is ultimately employed by us directly, this Privacy Policy will not apply to personal information that forms part of your employee records, as that term is defined under the Privacy Act 1988 (Cth).

Applicable Law

In Australia, this Privacy Policy is developed in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth), as amended.

 

In New Zealand, we also comply with the Privacy Act 2020 (NZ) in respect of personal information collected from or relating to individuals in New Zealand.

 

Where there is any conflict between the two frameworks, we apply the higher standard of protection.

What Is Personal Information?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable. In the context of our recruitment services, this may include:

• Contact details (name, address, phone number, email address)
• Employment history, qualifications and skills
• Resume and cover letter content
• Referee details and reference check outcomes
• Results of competency, aptitude or psychometric assessments
• Background and criminal history check results
• Medical or health information relevant to a role
• Tax File Number (Australia) or IRD Number (New Zealand)
• Bank account and superannuation details (where applicable to contractor engagements)
• Salary expectations and history
• Work performance information and opinions
• Visa or work entitlement status
• Any other information provided to us in connection with a job search or placement

What Is Sensitive Information?

Sensitive information is a special category of personal information afforded higher protection under Australian and New Zealand privacy law. It includes information about:

• Racial or ethnic origin
• Political opinions or associations
• Religious or philosophical beliefs
• Trade union membership
• Sexual orientation or practices
• Criminal record
• Health or medical information

We will only collect sensitive information from you where it is reasonably necessary for our recruitment services and with your explicit consent, or where we are required or permitted to do so by law. For example, we may conduct criminal history checks or request health information where a role requires it, and will do so only with your written consent.

How We Collect Personal Information

We collect personal information directly from you wherever practicable. This may occur when you:

• Meet with us in person or attend an interview
• Register with us as a candidate
• Apply for a role advertised on our website or a job board
• Submit a resume or application form
• Contact us by phone, email or through our website
• Engage with us via social media platforms such as LinkedIn

We may also collect personal information about you from third parties, including:

• Job boards such as Seek, LinkedIn, CareerOne or equivalent NZ platforms
• Referees and former employers
• Background check and screening providers
• Medical or occupational health providers (with your consent)
• Publicly available sources such as professional profiles

Where we collect personal information about you from a third party, we will take reasonable steps to notify you of this unless doing so would be unlawful or impracticable.

How We Use Your Personal Information

We collect and use your personal information for the primary purpose for which it was provided, and for directly related purposes. Specific uses include:

Recruitment Operations - matching your profile to suitable roles, assessing your fit, and facilitating the recruitment and placement process for both candidates and clients.

Contractor and Workforce Management - managing your engagement if you work with us on a contract or temporary basis, including payroll and timesheet administration.

Communications and Job Alerts - notifying you of relevant roles, industry news, events and other information related to your career or hiring needs, where you have opted in to receive these.

Feedback and Quality Management - sending surveys to candidates and clients to help us improve our services.

Relationship Management - maintaining our business relationships and responding to enquiries from candidates and clients.

Legal and Compliance Obligations - meeting our obligations under applicable employment, taxation and privacy laws.

 

If you do not provide us with the personal information we require, we may not be able to provide you with recruitment services or match you to suitable opportunities.

Who We Share Your Personal Information With

We will only disclose your personal information where it is necessary for the purposes described in this policy, or where you have consented, or where we are required to do so by law.

 

We may share your personal information with:

• Prospective employers and our clients who have relevant job vacancies
• Your referees and former employers (with your consent)
• Educational institutions for qualification verification
• Background screening providers
• Our professional advisors, including lawyers and accountants
• Our technology and platform service providers (see below)
• Related entities within our business group

We will not sell, rent or trade your personal information to any third party.

 

We will only disclose sensitive information for the purpose for which it was collected, or a directly related purpose, or with your explicit consent.

Overseas Disclosure of Personal Information

Some of our service providers are located outside Australia and New Zealand. We currently use service providers based in the Philippines and Pakistan in connection with the delivery of our services.

 

Before disclosing personal information to overseas recipients, we take reasonable steps to ensure that those recipients handle your information in a manner consistent with the Australian Privacy Principles and New Zealand Privacy Act 2020. We have data handling agreements in place with all overseas service providers.

 

By engaging with our services, you acknowledge that your personal information may be transferred to and processed in these countries.

Our Technology Platforms

We use JobAdder as our primary candidate relationship management (CRM) platform to store and manage candidate and client information. JobAdder operates with appropriate security standards.

 

We may also use other cloud-based platforms for communication, document management and business operations. All significant platforms holding personal information are subject to our data handling requirements.

How We Keep Your Information Safe

We take the security of your personal information seriously. Our measures include:

• Storing personal information in secure, access-controlled systems
• Restricting access to authorised staff who require it to perform their duties
• Using encryption for data transmitted online, including SSL/TLS technology
• Maintaining security procedures to prevent misuse, loss, unauthorised access, modification or disclosure
• Training our staff on privacy obligations and data handling

We will hold your personal information for as long as is necessary to provide our recruitment services, or as required by law. When personal information is no longer required, we will take reasonable steps to destroy or permanently de-identify it.

Your Rights: Accessing and Correcting Your Information

Access: You have the right to request access to the personal information we hold about you. To make a request, please contact us in writing using the details below and provide proof of identity. We will respond within a reasonable timeframe. In some cases, a modest administration fee may apply. If we are unable to provide access, we will explain why in writing and advise you of any available escalation options.

Correction: If you believe personal information we hold about you is inaccurate, incomplete or out of date, please contact us and we will take reasonable steps to correct it. If we have shared inaccurate information with third parties, we will take reasonable steps to notify those parties of the correction.

Withdrawal of Consent: You may withdraw your consent to our collection and use of your personal information at any time. Please note that withdrawing consent may affect our ability to provide you with recruitment services. To withdraw consent, please contact us using the details below.

Opt-Out of Marketing: If you no longer wish to receive marketing communications or job alerts from us, you may unsubscribe using the link in any email we send you, or by contacting us directly.

Our Website

 We collect non-personal statistical information about visitors to our website, including pages visited, time and date of visit, browser type, referring site and IP address. This information is used in aggregate form to improve our website and is not linked to individual identities.

 

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies independently.

Complaints

If you have a concern or complaint about how we have handled your personal information, we want to hear from you.

 

Please contact us in writing using the details below, providing sufficient information for us to investigate your concern. We will acknowledge your complaint promptly and aim to resolve it within 30 days. If we require additional time or information, we will let you know.

If you are not satisfied with our response, you may escalate your complaint to:

• Australia: The Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au
• New Zealand: The Office of the Privacy Commissioner at www.privacy.org.nz

Fair Trading Notice

As an IT recruitment and employment placement service provider, we confirm that:

• We do not charge candidates a fee for the purpose of finding them employment
• We do not advertise roles that do not exist
• We do not provide misleading information to candidates about the nature of a position

Any candidate who believes we have acted inappropriately may contact the Recruitment and Consulting Services Association (RCSA) at www.rcsa.com.au.

Contact Us

For any privacy-related queries, access requests, corrections or complaints, please contact us at: admin@pra.com.au

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. Where changes are material, we will notify you by email or through a prominent notice on our website. The current version of this policy will always be available on our website.

Last updated: May 2026