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As part of our compliance with the Australian Privacy Principles (APP) in Australia & Information Privacy Principles (IPP) in New Zealand, Hays Specialist Recruitment (Australia) Pty Limited in Australia and New Zealand Zealand and its related companies (including without limitation Emposo) requests you read the following information regarding how we collect your personal and sensitive information (sensitive information relates to Australia only) and how we maintain, use, store and disclose your personal and sensitive information in connection with your possible or actual work placements and otherwise in connection with your interactions with Hays.

We may collect personal or sensitive information about you when

• You complete one of our registration forms or provide any information in connection with your application or otherwise
• We receive any reference about you
• We receive results of inquiries that we might make of your former employers, work colleagues, professional associations or registration body
• We receive the results of any competency or medical test or background checks including but not limited to work rights, credit and criminal record checks
• We receive any complaint or other information from or about you in the workplace
• We receive any information about any insurance investigation, litigation, registration or professional disciplinary matter, criminal matter, inquest or inquiry in which you were involved
• We collect information about you from public domain sources

Your personal and sensitive information may be used in connection with

• Your actual or possible work placement
• Career guidance or management
• Our assessment of your performance and prospects or any training needs
• Any test or assessment (including medical tests and assessments) that you might be required to undergo
• Informing you of possible work opportunities or other events such as training or information sessions or our direct marketing to you by mail, email, SMS or Instant Messaging by Hays and its related companies
• Any workplace rehabilitation
• Our management and resolution of any complaint, inquiry or investigation in which you are involved
• Any 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 New Zealand involving significant financial risk and otherwise as permitted by law
• For research, development, business systems and infrastructure testing and other business purposes to assist us in providing our services to you

Your personal and sensitive information may be disclosed to

• Potential and actual employers and clients of Hays and trusted third parties, who may be based outside of Australia and New Zealand

• Hays and its group companies' employees (including without limitation Emposo) and potential employers located in:

  • Australia, Belgium, Brazil, Canada, Chile, China, Czech Republic, France & Luxembourg, Germany, Switzerland & Austria, Hong Kong, Hungary, India, Ireland, Italy, Japan, Malaysia, Mexico, Netherlands, New Zealand, Poland, Portugal, Singapore, Slovakia, Spain, Sweden & Denmark, UAE, United Kingdom, USA (and any other countries where Hays may provide its services in the future) regarding possible or actual work placements and to assist us in providing our services to you. For example, Hays group company employees in India who assist with maintenance and development of our IT systems and infrastructure located in Australia, and Hays employees in the UK as required due to Hays’ ultimate holding company being Hays plc listed on the UK stock exchange 

• Referees
• External providers used in providing our services to you - eg on-line inductions and training providers, background checking agencies - eg criminal record, work rights, and credit checking
• Third party outsourced IT, including cloud-based storage providers, and document storage providers where we have an appropriate processing agreement (or similar protections) in place providing us with specialised and efficient database management, development and storage who may be based in Europe
• Marketing technology platforms and suppliers who assist us with the provision of marketing communications to you, and customer feedback survey providers, such providers being based in the USA or Germany
• Third parties used by our clients as part of their recruitment, administration, screening and selection processes
• Internal and external auditors of Hays or our clients when we are required to share this data with them upon request in order to comply with our contractual or regulatory obligations
• Third parties who assist us by developing services and processes to optimise and improve the quality and efficiency of recruitment services
• Third party contractors/service providers, job boards, job platforms, job aggregators, software providers and cloud-based databases for the purposes of assisting us to provide you with our services, and/or to improve the services we offer you. Such service providers/contractors may be based outside of Australia and New Zealand, including the USA and Canada
• Our insurers
• A professional association or registration body that has a proper interest in the disclosure of your personal and sensitive information
• A Workers Compensation body
• Any person with a lawful entitlement to obtain the information
• If Hays merges with or is acquired by another business or company in the future, (or is in meaningful discussions about such a possibility) we may share your personal data with the (prospective) new owners of the business or company
• Artificial Intelligence Tools such as algorithms or machine learning (including those provided by third parties)

For any disclosures outside of Australia or New Zealand as the case may be, we take reasonable steps to ensure that the recipients of such information do not breach the APP’s or IPP’s in relation to that information. We will 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 or New Zealand as appropriate and (b) will only use your information for the purpose of providing services to Hays and will not use your information for any other purpose.

Use of Artificial Intelligence

We also sometimes use automated systems such as filtering tools, or occasionally more complex tools which use an element of artificial intelligence, such as algorithms or machine learning (including those provided by third parties), to help us quickly, efficiently and more accurately to analyse data we have about you and other Candidates, as well as data we hold on our Clients' needs, and this ultimately helps us to make decisions based on this data. This can include applying tools which use algorithms (such as filtering tools or machine learning) to Candidate personal data in order to help us come up with the best possible shortlist for a particular role. Such technology should reduce significantly the amount of time needed to consider when Candidates might be the best fit for relevant jobs. This should in turn make the recruitment process much more efficient and effective, which, we hope, will improve your overall experience with us.

If you do not give us the information we seek

• We may be limited in our ability to locate suitable work for you; and
• We may be limited in our ability to place you in work

Additional information contained in our privacy policy

Our privacy policy which is located on the bottom of our website, www.hays.com.au or www.hays.net.nz contains further information about the type of information we hold and how we manage your information, including how you can, subject to some exemptions, access personal and sensitive information about you that we hold and request that it be corrected. It also sets out how you can complain about any alleged breaches of the APP or IPP and how we will deal with any complaints.

Changes to our privacy notice

If at any time our privacy notice or privacy policy changes, the updated details will be available on the privacy policy on our website. Any information we hold about you will be governed by the most current version of the privacy policy.

Contact details

Information Statement: your rights as a candidate in NSW and QLD

• We will not charge you a fee for the purpose of finding employment including in contravention of the QLD Industrial Relations Act 1999, s408D
• We will not engage in misleading or deceptive conduct (such as advertising a position as being available when we know no such position exists or knowingly giving misleading information to you about the nature of a position) and we will make all placements as required under applicable legislation
• We and our employees have a working knowledge of State and Commonwealth legislation affecting the placement and employment of persons seeking work
• If you believe that we have acted inappropriately, illegally, or in a false and misleading way you may contact the relevant department (eg Office of Fair Trading in NSW or the Department of Justice and Attorney-General in QLD, GPO Box 69, Brisbane, 4001) for information on possible action that may be taken

FM-021-25
© March 2026