Who are we and what do we do?
We are ALRA Recruitment (Australia’s Leading Recruitment Agency) trading as ALRA Trust from Level 2, 54-56 Darley Street, Mona Vale 2103. We provide Recruitment, Advisory and Professional Staffing Solutions to Companies and Job Seekers.
At ALRA, we respect your right to manage your personal data and information and do our absolute best to ensure our actions match your expectations.
If you have any questions about the management of your personal data, please don’t hesitate to get in touch at any time:
1300 002 572
What Personal Data do we Collect?
In our capacity as a Recruitment Agency, the personal information about you we collect is based upon enabling the ALRA team to be successful in helping you find suitable career opportunities.
This may include but is not limited to: name (first and surname), IP address, residential address / location, email address(es), phone number, mobile phone number, job title, current and past places of employment, salary and financial information, role responsibilities, education records, resume / CV and previous work history, right to work in Australia, applicable identification documents, emergency contact details, references (work and personal), and access to professional profiles (such as on LinkedIn).
We may at times collect sensitive personal data about you in response to the needs of the recruitment process. It is your right to refuse to provide this data and if you do provide it, we will only collect it upon your explicit consent. This data may include: trade union memberships, medical records (as applicable to your ability to perform your role), ethnicity / racial origins, sexual orientation, political leanings, religious beliefs and biometric data.
Where we Collect Data
Your personal data may be collected by us in a number of ways including:
- Directly: through interviews, email and phone conversations and / or in person.
- When you complete one of our registration forms or provide information in an application on our website.
- Through a 3rd Party including online job boards, job board databases, social media networks, other agencies acting on your behalf, referring parties, colleagues, past employers etc.
- We may receive information of any complaints or other information from or about you of conduct in the workplace.
- We may receive any information about any insurance investigations, litigation, registration or professional disciplinary matters, criminal matters, inquest or inquiry in which you were involved.
- We may receive results of inquiries that we might make of your former employers, work colleagues, professional associations or registration bodies.
- We may receive the results of any competency or medical test or background checks including but not limited to work rights, credit and criminal record checks
- Social media sites: LinkedIn, Twitter, Facebook, Instagram and other networking sites.
- Corporate Websites.
- Publicly available sources and databases.
How we use your Personal Data
We endeavour to use your data in an ethical manner and never send it to potential employers and interested parties (referees etc.) without your consent.
How & why we use your data includes:
- For potential or actual work placements.
- Career guidance.
- To accurately keep you informed about potential job opportunities that match the career prospects you are looking for and / or that may be of interest to you.
- To provide detailed information to a company in order to progress a job opportunity through to the interview stage, offer stage and through to company onboarding.
- To provide relevant and accurate career advice, guidance and management.
- To accurately manage ALRA’s relationship with you.
- To allow the ALRA consultants to best respond to any personal or career related requests.
- To provide any and all recruitment related services including candidate management, consulting services, market analysis and market research.
- To contact you as a client, or potential employer with candidates that are suitable for your advertised needs or company structure, culture or skills.
- To ensure cooperation with relevant authorities.
- Performance assessments (which may include medical tests / assessments) that you may be required to undergo in relation to a possible placement.
- ALRA management and / or resolution of any complaint, inquiry or investigation in which you are involved
- Any workplace insurance claim or proposal that requires disclosure of your personal or sensitive information
- Undertaking checks to verify your work rights status, criminal history and any other background checks, including credit checks for positions in Australia involving significant financial risk and otherwise as permitted by law
- To occasionally contact you with relevant marketing communications by email, SMS, post or through social media.
Where does your data go?
In line with relevant laws, practices and our confidentiality compliance obligations, your data may be shared by ALRA to the following:
- Out client companies who have positions to fill that match your skills and expertise. These could include local small businesses, SMEs, national and global enterprises across numerous industries in any country or location where ALRA Recruitment conducts its business (primarily but not limited to Australia, New Zealand, the APAC region & UK).
- Other employees that may be able to assist your career goals within the ALRA team / offices.
- Suppliers, 3rd parties, professional advisers (accountants, lawyers, insurance brokers, background check companies, consultants), marketing agencies and events organisers.
- Government authorities or law enforcement agencies. We have a duty to comply with the Australian Authorities where we believe we have an obligation to do so or to protect, defend or enforce ALRA’s rights.
- We may also need to provide your information to your referees, former employers or clients or relevant third parties in order to verify the information that you have provided.
- Internal and external auditors of ALRA or our clients when we are required to share this data upon request to comply with our contractual or regulatory obligations.
- ALRA Recruitment Insurers.
- A Workers Compensation body
- Any person or entity with a reasonable, lawful entitlement to request & obtain the information
- For any disclosures outside of Australia, we take reasonable steps to ensure that the recipients of such information do not breach the APP’s in relation to that information. We will endeavour to take reasonable steps to ensure, for instance pursuant to a contractual agreement, that your personal information receives an adequate level of protection, for example your information will be stored on secure servers that are protected in controlled facilities. We have put in place appropriate procedures with the third parties we share your personal information with to ensure that (a) your personal information is treated by those third parties in a way that is consistent with and which respects the privacy laws of Australia as appropriate and (b) will only use your information for the purpose of providing services to ALRA and will not use your information for any other purpose.
Refusal of data:
- It is your right to refuse giving the ALRA team any data.
- Please be aware that if you do not provide the data we seek, we may be limited in our ability to provide & locate suitable work to place you in.
How Long do we Keep your Data?
ALRA keeps your data information for as long as you are happy for us to do so. We may retain your information after your services with ALRA cease for legal, HR and / or accounting & tax reasons.
When determining the retention period we may take the following into consideration.
- Legal obligations to retain data.
- ALRA’s Contractual obligations.
- Our legitimate interests and ethical use intentions.
- The Statute of Limitations.
- Accounting, Tax & HR data retention necessities.
- Information required for the settlement of disputes (potential or actual).
- Your communications and requests regarding the use of your data.
- Guidelines as laid out in the Australian Privacy Act.
How do we keep your information secure?
Safeguarding the privacy of your information is important to the ALRA team, whether you interact with us personally, by phone, mail, over the internet or any other electronic medium. We hold personal information in a combination of secure computer storage facilities and paper-based files and other records and take such steps as are reasonable in the circumstances to protect the personal information we hold from misuse, interference and loss, unauthorised access, modification or disclosure. We may need to maintain records for a significant period of time. However, when we consider information is no longer needed, we will remove any details that will identify you or we will securely destroy the records.
If you are a client of ALRA, while providing or offering your company services, w we will need to collect and use information about you, or individuals at your organisation. We collect client personal data that we either receive directly from you or collect / receive from other sources. This information may include (where appropriate and in accordance with any applicable laws and requirements), more information about you or your colleagues from other sources generally by way of due diligence or other market intelligence; third party market research and by analysing online and offline media.
The main reason for using information about clients is to enable us to properly introduce ourselves to you and to ensure that the contractual arrangements between us can properly be implemented so that the relationship runs smoothly for both parties. This will involve providing you with our various recruitment and related advisory services. The more information we have, the more tailored & relevant we can make our service to your company.
We manage your data to facilitate this by:
- Storing your details (and updating as necessary) on our database, so that we can contact you in relation to recruitment activities. This information may be disclosed to ALRA employees including Recruiters, Administration & IT who assist with maintenance and development of our IT systems.
- Keeping records of our conversations and meetings
- Processing your data for the purpose of targeting appropriate marketing campaigns for our services, to do this we use marketing technology platforms
ALRA conducts regular analysis of our systems in relation to your data to ensure that our retention and processing is both necessary and in line with our legal obligations and your rights.
For candidates, potential ALRA employees, contractors, clients and referees, our processing of your data is necessary for our legitimate interests or our ability to accurately and suitably assess the best career matches, location of new candidates and ability to contact clients and referees.
We may also require the processing of your data to adequately perform a job search for you or find suitable candidates for your company.
Where sensitive information is required from you, we will only obtain this with your explicit consent. It will not be referred to any third parties without your explicit consent.
Legally, we may also use your information for legal purposes (to establish, exercise or defend legal claims) or where personal information already exists within the public domain. The legal basis for this processing activity is that it is in the public interest.
Digital & Security Measures
We utilise security (technical and organizational) measures to ensure the security of your data and endeavour to ensure all our staff is fully trained in these areas. Whilst we cannot guarantee that unauthorised access will not occur as the internet in general is not a completely secure medium, our systems are designed, to the best of our ability, to digitally and managerially protect your personal data from unauthorised access, destruction, transmission, misuse, or unethical / inaccurate alteration.
Whilst we encourage security in any third parties ALRA deals with, we cannot ensure they adhere to best practice data management and therefore accept no responsibility for third party compliance to relevant data and privacy laws.
Your Data Rights
Legally, you have many rights when it comes to the retention and use of your personal information. These include:
- The Right to Rectification. You have the right to have your information corrected if it is inaccurate or incomplete.
- The Right to Erasure. This enables you to request the removal / deletion of any and all of your personal data from the ALRA system where there is no compelling reason for us to be holding it. This does not necessitate a general right to erasure as there are necessary exceptions.
- The Right to Restrict Processing. You have the right to prevent of restrict further use of your personal information. In this event, ALRA may still store your information but may no longer use it.
- The Right to Data Portability. You have the right to obtain and reuse your personal data for your own personal use across different services such as moving your information to a different recruitment agency. This allows your data to be safely transferred without affecting its usability.
- The Right to Object to Data Processing. You have the right to object to certain forms of data processing (direct or indirect marketing or in the event you no longer wish to be contacted for career opportunities).
- The Right to Lodge a Complaint. You have the right to lodge complaints about how ALRA handles your data with your national protection regulator.
- The Right to Withdraw Consent. If you have previously given consent for ALRA to use your data, you have the right to withdraw this at any time. This does not retroactively negate previous consent given but restricts future use.
If any of the above are requested, this information is provided free of charge with potential fee considerations made to cover administrative costs where baseless or excessive / repeated requests are made or further copies of the same information or requested. There are some circumstances in which we may deny the request where it is in line with ALRAs rights and not in conflict with your legal rights. We respectfully ask that you carefully consider any request in a responsible manner before submitting it. In response, we will respond as quickly as is possible.
Data Collection as Pertaining to the ALRA Website
Unless you specifically submit a form to the ALRA team, we gather information about our website users collectively, such as what areas users visit more frequently and what services users access the most. Such data is anonymous and in the aggregate. This information helps us determine what parts of the website are most beneficial for our users, and how we can continually create a better experience. Websites where this general (not specific or personal) information is gathered include: www.alra.com.au and www.alrarecruitment.co.uk
If more specific information is required such as name, address, email address, telephone number etc. This information is only collected if you apply for a job or sign up for a service or enquiry via our website. We may also ask you for other information such as the types of jobs you are interested in to provide you with the best possible recruitment service.
What are ‘Cookies’ and how are they used on the ALRA website?
If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. Cookies are either:
Session cookies: these are temporarily stored on your computer during your web session and are deleted when you close your browser – they generally store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any information from your computer; or
Persistent cookies: a persistent cookie is stored as a file on your computer and remains when you close your browser. The cookie can be read by the website that created it when you visit that website again. We use persistent cookies for Google Analytics (these can be deleted by removing your browser history).
Strictly necessary cookies: Essential cookies enabling effective website use, e.g. when applying for a job, and therefore cannot be turned off. Without these cookies, the services available to you on our website cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet.
Performance cookies: These cookies enable ALRA to monitor and improve the performance of our website and determine which sections of the website need changing or are working well to provide the best experience for you.
Functionality cookies: These cookies allow our website to remember choices you make (such as your username, language or the region you are in) and provide enhanced features. For instance, we may be able to provide you with news or updates relevant to the services you use. These cookies can also be used to remember changes you have made to text size, font and other parts of web pages that you can customise. They may also be used to provide services you have requested such as viewing a video or commenting on a blog. The information these cookies collect is usually anonymous.
Personalisation cookies: These cookies help us to advertise details of potential job opportunities that we think may be of interest based on what you have looked at previously. These cookies are persistent (for as long as you are registered with us).
How to Reject Cookies?
If you don’t want to receive cookies that are not strictly necessary to perform basic features of our site, you may choose to opt-out by changing your browser settings. Most web browsers will automatically accept cookies but if you would rather we didn’t collect data in this way you can choose to accept all or some, or reject cookies in your browser’s privacy settings. Rejecting all cookies means that you may not be able to take full advantage of all our website’s features. For further information on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.
Get in Touch
If you are not satisfied with how we have handled your personal information or the processing of your data, you may contact us at:
1300 002 572
Sydney: L2 – 54-56 Darley St, Mona Vale, Sydney Australia 2103
We aim to acknowledge receipt of all complaints within 10-15 working days and aim to resolve all complaints within 30 working days. This may not be possible in all circumstances depending on the contents of the complaint. In this situation, we will respond to your complaint in a reasonable time. If you are not satisfied with our response to your complaint, in Australia you can contact the Australian Information Commissioner (OAIC).