Hire Personnel Services (ABN 31 684 360 843), trading as HPS Recruitment (“HPS”, “we”, “us”, or “our”), is committed to protecting the privacy of your personal information. This Privacy Policy explains how we collect, use, store, and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By using our website at hpsrecruitment.com.au (“the Site”) or engaging with our services, you consent to the collection and use of your information as described in this policy.

1. Information We Collect

The types of personal information we collect depend on how you interact with us. This may include:

From Candidates

Full name, date of birth, and contact details (phone, email, address);
Employment history, qualifications, licences, tickets, and trade certifications;
Right to work status and visa information;
Emergency contact details;
Bank account details for payroll purposes;
Tax file number and superannuation details;
Results of pre-employment checks including police clearances, drug and alcohol screening, and medical assessments;
Workplace health and safety records, including incident reports and induction records; and
Referee contact details and feedback.

From Clients

Business name, ABN, and contact details;
Names and contact information of key personnel; and
Site-specific requirements, including safety and compliance information.

From Website Visitors

Information submitted via our contact form (name, email, phone, message);
Technical data such as IP address, browser type, and pages visited; and
Cookies and similar tracking technologies (see Section 7).

2. How We Collect Information

We collect personal information through:

Direct interactions, including phone calls, emails, in-person meetings, and form submissions on our Site;
Job applications submitted to us directly or via third-party platforms such as SEEK;
Referees and previous employers you have nominated;
Third-party screening and verification services;
Publicly available sources, including professional networking platforms; and
Automated collection through our website (cookies, analytics).

Where possible, we collect personal information directly from you. If we collect information from a third party, we will take reasonable steps to notify you.

3. Why We Collect Information

We use your personal information to:

Assess your suitability for employment opportunities;
Match candidates with appropriate roles and client requirements;
Manage the recruitment and onboarding process, including compliance checks;
Administer payroll, superannuation, tax, and workers' compensation;
Manage workplace health and safety obligations;
Communicate with you about employment opportunities, placements, and our services;
Maintain and improve our services and business operations;
Respond to enquiries submitted through our Site;
Comply with our legal and regulatory obligations, including under the Fair Work Act 2009 (Cth) and applicable WA legislation; and
Prevent fraud and protect the security of our systems.

4. Sharing Your Information

We may share your personal information with the following parties, only to the extent necessary to fulfil the purposes described above:

Clients: We share relevant candidate information (such as name, qualifications, experience, and compliance documentation) with clients for the purpose of assessing suitability for roles. We do not share sensitive information such as tax file numbers or bank details with clients.
Service providers: Including payroll processors, background check providers, drug and alcohol testing services, medical assessment providers, insurance providers, and IT service providers who support our operations.
Government bodies and regulators:Including the Australian Taxation Office, workplace health and safety authorities, and workers' compensation insurers, as required by law.
Professional advisers: Including lawyers, accountants, and auditors where necessary.

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

5. Data Storage and Security

We store personal information using a combination of secure electronic systems and, where necessary, physical records. We take reasonable steps to protect your information from unauthorised access, modification, disclosure, or destruction, including:

Restricting access to personal information to authorised personnel only;
Using secure, encrypted systems for storage and transmission of sensitive data;
Maintaining up-to-date security software and firewalls; and
Training staff on privacy and data security obligations.

Some of our service providers may store data on servers located outside Australia. Where this occurs, we take reasonable steps to ensure those providers comply with the APPs or are subject to substantially similar privacy protections.

6. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Specifically:

Employee and payroll records are retained for seven years after the end of the employment relationship, as required by the Fair Work Act 2009;
Tax records are retained for five years as required by the Australian Taxation Office;
Workplace health and safety records are retained in accordance with applicable WA legislation; and
Candidate records for unsuccessful applicants are retained for up to two years, unless you request earlier deletion.

When personal information is no longer required, we take reasonable steps to securely destroy or de-identify it.

7. Cookies and Analytics

Our Site uses cookies and similar technologies to improve your browsing experience and to collect analytical data about how the Site is used. This may include:

Essential cookies: Required for the Site to function correctly.
Analytics cookies: Help us understand how visitors interact with the Site, including pages visited, time spent, and referral sources. We may use third-party analytics services for this purpose.

You can control cookie preferences through your browser settings. Disabling cookies may affect the functionality of the Site.

8. Your Rights

Under the Australian Privacy Principles, you have the right to:

Access: Request access to the personal information we hold about you. We will respond to your request within 30 days.
Correction: Request that we correct any personal information that is inaccurate, out of date, incomplete, or misleading.
Deletion: Request that we delete your personal information, subject to our legal obligations to retain certain records.
Opt out: Unsubscribe from marketing communications at any time by contacting us or using the unsubscribe mechanism in our emails.

To exercise any of these rights, please contact us using the details in Section 11. We may need to verify your identity before processing your request.

9. Direct Marketing

We may use your contact information to send you relevant job opportunities, industry updates, or information about our services. We will only do so where you have consented or where we have an existing relationship with you and the communication is relevant to that relationship, in accordance with the Spam Act 2003 (Cth).

You can opt out of marketing communications at any time by contacting us or using the unsubscribe link in our emails.

10. Complaints

If you believe we have breached the Australian Privacy Principles or have a complaint about how we have handled your personal information, please contact us using the details below. We will investigate your complaint and respond within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

11. Contact Us

If you have any questions about this Privacy Policy or wish to make a request regarding your personal information, please contact us:

Email: info@hpsrecruitment.com.au
Phone: 0479 158 941
Address: 699 Marshall Road, Malaga WA 6090

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The updated policy will be published on this Site with the revised date. Your continued use of the Site or our services after any changes constitutes acceptance of the updated policy.