Leading Roles is committed to maintaining the privacy and protection of the personal information it holds, in accordance with the Privacy Act 1988 (Cth) (Privacy Act). Leading Roles complies with the Australian Privacy Principles to the extent required by the Privacy Act.
“Personal information” means information or an opinion about an identified individual, or an individual who is reasonably identifiable:
whether the information or opinion is true or not; and
whether the information or opinion is recorded in a material form or not.
Personal information includes your name, signature, address, telephone number, date of birth, vocational reference or assessment, aptitude tests, qualifications, work experience, as well as additional information we collect or receive in relation to your employment.
COLLECTING PERSONAL INFORMATION
Leading Roles provides a number of services. You will only be asked to provide information that is necessary for delivery of the particular service which you have requested.
When we collect your personal information, we check that it is reasonably necessary for our functions or activities as a recruitment agency and that the information is current, complete and accurate. We record and hold your information in our Information Record System. Some information may be accessible to our third-party suppliers (refer to Section 8 Disclosures).
TYPE OF INFORMATION
The personal information we collect and hold is likely to differ depending on whether you are a Client, Candidate or Referee.
The type of information we typically collect and hold about candidates assists Leading Roles to assess the amenability to work, suitability for placements or to manage the work performance obtained through us and can include:
CV and application forms (including any document you complete for Leading Roles).
Identification records and contact details (e.g. name, address, telephone number, email, date of birth).
Publicly available information (e.g. information available on the internet and social media).
References or other information which Leading Roles receives about you from referees you nominated to us.
Information provided by your previous employers, associations for which you hold membership, former colleagues or other bodies you have been employed by or associated with.
Test results, including medical checks, health tests, background checks, competency profiles or personality tests.
Work history, qualifications, certificates and proof of accreditations.
Residency or citizenship status (such as, but not limited to whether you are on a visa or citizen of Australia to ensure that you are able to work legally in Australia).
Licence details, including your driver’s licence number and other licences as required (e.g. truck licence).
Information about your hobbies and interests.
Information relating to any workplace injury or accident you have been involved in.
Any other information about you which we receive from you or other persons or entities.
The type of information we typically collect and hold about Clients is information that is necessary to help us manage the presentation and delivery of our services and includes:
Information on the role you provide us with.
Information on the organisation structure, team attributes, salary structures, planned services and projects, budget information and other details that you disclose during the provision of our services.
Information in relation to a candidate that applies for a role or expresses an interest in a role.
The type of information we typically collect and hold about Referees is information that is necessary to help to make determinations about the suitability of one of our jobseekers for particular jobs or particular types of work and includes:
Information you provide us with about a candidate, company and contact information.
PURPOSES FOR COLLECTION
Leading Roles provides recruitment services to the Australian local government sector and related service providers. We collect personal information about candidates and their referees in order to identify, verify, assess, promote, and process job applications. We commit to managing our candidates' applications with respect, confidentiality and care. We will take the time to assess each application, to understand each candidate’s strengths and represent each candidate to the best of our ability.
Leading Roles also collects personal information about our clients in order to manage recruitment and HR related projects on their behalf. We identify the specific requirements of each role, employ best-practice recruitment strategies that recruit to fit, utilise external professional assistance to assess candidate competencies and attributes, and only recommend candidates that meet the brief.
Leading Roles may use your personal information for or in connection with each the following purposes:
To provide the particular service/s you have requested.
To provide our clients with your application for recruitment and information regarding your application to actual or potential positions within their organisation.
To identify areas in which you require further training.
To assist an insurer or other body dealing with an insurance claim which requires your personal information.
To arrange for necessary testing or assessments to be carried out as required, either as part of the recruitment process or performance management process.
To verify your skills, knowledge and experience from your nominated referees.
To provide career advice, evaluations or appraisals you have requested.
To deal with external bodies undertaking criminal history reference checks or other statutory/legislative checks (i.e. Blue card system check for working with children and young people in Queensland).
To provide you with information about employment opportunities, events, training or information opportunities through various communication mediums.
For us to provide you with information about industry events, news, direct marketing about services and other information.
For us to assess your performance in the position as well as your prospects into the future.
To assist us in dealing with queries, complaints, reviews or investigations relating to you.
For various business purposes to help us provide our services to you (including research and development).
If you do not give us the information we seek:
We may be limited in our ability to locate suitable work for you;
We may be limited in our ability to place you in work;
We may be limited in our ability to fill the position.
HOW WE COLLECT INFORMATION
Leading Roles may collect your personal information from a variety of sources.
When you visit our website, Leading Roles collects information about our website users collectively, which may include data about your location (i.e. city & country), internet browser type, language, operating system, service provider, screen resolution and whether you are visiting for the first time or revisiting our website. This data is anonymously collected and only used in aggregate, and as such no identifying information is collected. Leading Roles uses this data to help us improve our website and its useability and to help us determine what is most beneficial to our users so that we can provide you with the best possible experience.
From you at your point of contact with us – including when you provide us with information through email, phone, in person and in documents (e.g. applications and CVs).
From you when you provide information via our website – including by making an enquiry, registering by filling out a form or connecting through LinkedIn, applying for current vacancies, or creating an alert for future job types.
Through third party website used by Leading Roles to advertise employment positions, including all information and documents you upload to third party websites in response to advertisements placed by Leading Roles (such third party websites include SEEK, NRM Jobs, the Planning Institute of Australia, Australian Local Government Job Director, LinkedIn, Twitter and Facebook).
By contacting referees, professional registration authorities and educational institutions.
From your completion of personal information through third-party websites used for obtaining referee information and information required to undertake criminal history checks, immigration checks and qualification checks.
From our clients when we provide them with services.
Through accessing publicly available information (for example by conducting searches on the internet, as well as on social media sites including Facebook, LinkedIn, Twitter etc.).
If you provide us with the personal information of others (e.g. of your referees for an application) you should seek their prior permission to disclose that information to Leading Roles and advise them that Leading Roles may contact them.
Some laws such as taxation law, immigration law, laws regulating employment agencies, laws relating to national security, laws relating to professional or trade registration and laws for the protection of certain classes of people (such as children and young people or the elderly) may require that we collect certain types of information (including criminal history and evidence of your right to work) from you that is relevant to the position/s for which you may be applying.
There may be cases where our duties require us to obtain and disclose certain types of personal information relevant to specific jobs.
When requesting information of this type we will tell you whether the supply of that information by you is mandatory or voluntary for the particular position you are applying for.
When you provide it to us for business or business-related social purposes.
When you fill out and submit one of our enquiry forms.
In the course of our references with you or when we are checking information that we obtain from you about candidates.
HOW WE HOLD AND STORE PERSONAL INFORMATION
The security of your personal information is important to us. We aim to take all steps reasonably necessary to ensure that your personal information is safeguarded from loss, interference, misuse, unauthorised access, or disclosure.
Leading Roles stores personal information in our 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 security procedures along with our technological systems provide a vigorous security environment which restricts access to authorised staff only.
Leading Roles uses third-party online or ‘cloud’ service providers to store personal information and to provide services to Leading Roles that involve the use of personal information, such as email services. Some limited personal information may also be provided to these service providers to enable them to authenticate users that access their services.
This personal information may reside on a cloud service provider’s server which may be situated outside Australia. We are aware that these service providers may store, process and transmit information in other countries and can provide further information about these providers specific privacy policies upon request. Typically, our third-party providers include software solutions providers, IT service suppliers, insurance brokers, legal and other professional advisers, superannuation fund managers, background checks and screening agents. We take reasonable steps to ensure that the terms of service with these providers recognise that we are bound by obligations to protect the privacy of personal information.
DISCLOSURE OF PERSONAL INFORMATION
Leading Roles routinely discloses personal information to provide a range of benefits to you and to our clients. We may disclose your personal information to clients who are recruiting for the specific position(s) you have applied for.
We may also disclose your personal information to the following external entities and individuals:
Our contractors (e.g. individuals who assist with our computer systems), professional advisers, agents, consultants and representatives.
Our clients (i.e. your potential and actual employers).
External providers of services such as training and inductions.
Our insurance providers.
Entities to whom we are required/authorised by law to disclose your information to.
Certain professional associations.
Any other person or entity to whom Leading Roles is authorised or required by law to release the information.
Each of Leading Roles’ employees understand the responsibilities which the Privacy Act imposes on our organisation. Our employees are cognisant of their obligation to maintain the confidentiality of your personal information and respect your privacy rights.
We will treat any breach of privacy seriously and conduct a thorough investigation and assessment of how the breach occurred, to ensure that it does not happen again.
Leading Roles will advise you of news and industry updates, events, promotions, reports, resources and other information. Where we do so you will be able to unsubscribe from such communications. These communications will be delivered by Leading Roles and no information will be provided to a third-party for marketing purposes unless we specifically disclose to you. Leading Roles does not obtain customer lists from third parties for marketing purposes.
ACCESS AND CORRECTION
Subject to some exceptions set out in privacy law you can gain access to your personal information that we hold. Important exceptions include evaluative opinion material obtained confidentially in the course of our performing reference checks and access that would impact on the privacy rights of other people.
If you find that personal information that we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, you can ask us to correct it by contacting us.
You may also request that Leading Roles stops using your information and contacting you and we will comply with your request. However, if this involves a request for deletion of your files please be aware that we may not be required or able to do so, particularly where your file also holds information about our clients.
If you choose to contact us anonymously, or by using a pseudonym we may be limited in the services and assistance we can offer you. If you are contacting us anonymously or through a pseudonym we may be unable to assist you if the circumstances make it impracticable to do so, or if we are required or authorised by law to only assist you personally.
ENQUIRIES OR COMPLAINTS
We will do our best to ensure that we address the queries, concerns and complaints you raise with us.
The Office of the Australian Information Commissioner provides more information about the Privacy Act, your privacy rights and obligations. If you are interested in learning more, you can access the website here: www.oaic.gov.au.
Last Updated: May 2020