Job Applicant Privacy Notice — Australia
Explains how ARMF handles personal information about applicants, candidates and prospective workers.
About this Notice
ARM Financial Services Pty Ltd trading as ARM Financial and ARMF respects the privacy of people who apply to work with us. This Job Applicant Privacy Notice explains what personal information we may collect during recruitment, how we use and disclose it, and how you can contact us.
The Privacy Act 1988 (Cth) can apply to personal information about prospective employees, including unsuccessful applicants. The employee-records exemption that may apply to certain records of current or former employees does not generally apply to a future employment relationship before it is formed.
Information we may collect
| Category | Examples |
|---|---|
| Identity and contact | Name, address, email, phone number, date of birth where relevant, identification and right-to-work information. |
| Application information | CV or resume, cover letter, qualifications, skills, employment history, portfolio, work samples and role preferences. |
| Assessment information | Interview notes, assessment results, technical or aptitude tests, availability, salary expectations and relocation information. |
| Reference and verification | Referee details, reference responses, professional memberships, qualifications and information used to verify statements in your application. |
| Background checks | Where lawful, proportionate and relevant to the role: criminal-history, sanctions, financial-integrity or other screening information, generally with appropriate notice or consent. |
| Public professional information | Information from professional networking sites, public business profiles, professional registers and other relevant public sources. |
| Recruitment communications | Emails, messages, interview scheduling information, feedback and records of interactions with ARMF or recruitment agencies. |
| Sensitive information | Information such as health, disability, diversity or other sensitive information only where lawful and reasonably necessary, including where voluntarily provided for workplace adjustments or equal-opportunity purposes. |
How we collect information
We may collect applicant information:
- directly from you through applications, emails, forms, interviews and assessments;
- from recruitment agencies or recruitment platforms you use;
- from referees you nominate;
- from publicly available professional sources such as LinkedIn or professional registers; and
- from screening or verification providers where a check is lawful, relevant and appropriate for the role.
Why we use applicant information
We may use your personal information to:
- communicate with you about your application;
- assess your skills, experience, qualifications and suitability for a role;
- conduct interviews, testing, references and appropriate pre-employment checks;
- verify identity, work rights, qualifications and other application information;
- make recruitment and remuneration decisions;
- make reasonable adjustments to the recruitment process where requested;
- protect ARMF, its customers and systems from fraud, security or integrity risks;
- comply with legal, regulatory, immigration, workplace or record-keeping obligations;
- manage recruitment analytics and improve our recruitment process using appropriately limited information; and
- with your permission where appropriate, consider you for future roles.
If you do not provide information
You do not have to provide every item of personal information we request. However, if information is reasonably necessary to assess your application or satisfy a legal or role-specific requirement, we may be unable to continue the recruitment process without it.
Sensitive information and background checks
ARMF will seek to collect sensitive information only where it is reasonably necessary for recruitment or a related function and where the collection is permitted by law, including where consent is required.
Background checks should be proportionate to the role. For example, a role involving access to customer funds, sensitive identity information, security systems or regulated compliance functions may justify checks that would not be appropriate for another position.
Who we may disclose information to
We may disclose applicant information to:
- ARMF directors, managers, HR personnel and employees involved in recruitment;
- related entities where they are involved in the recruitment decision or role;
- recruitment agencies and candidate-management platforms;
- identity, right-to-work, reference and background-check providers;
- technology, cloud, communications and document-management providers;
- professional advisers where necessary; and
- government agencies, regulators, courts or law-enforcement bodies where disclosure is required or authorised by law.
We do not sell applicant personal information to third parties for their independent marketing purposes.
Overseas disclosure
Some recruitment, communications, cloud or technology providers may process applicant information outside Australia. Depending on the systems used, likely locations may include the United States, United Kingdom, European Union and Singapore. The actual locations can change as providers and hosting arrangements change.
Where APP 8 applies, ARMF will take reasonable steps in the circumstances to ensure that overseas recipients handle personal information consistently with applicable Australian privacy requirements, unless an exception applies.
Recruitment technology and automated tools
ARMF may use recruitment software to organise applications, schedule interviews, identify duplicated applications or assist recruiters in reviewing role-related information. ARMF should not use an automated tool as the sole basis for a materially adverse recruitment decision unless the process has been assessed as appropriate and lawful.
If ARMF materially uses automated decision-making in a way that requires additional disclosure under Australian privacy law, this Notice will be updated accordingly.
How long we keep applicant information
We retain applicant information for as long as reasonably necessary for the recruitment process, to manage legal or regulatory risks and to respond to recruitment-related questions or disputes.
If you are unsuccessful, we may ask whether you would like us to retain your application for consideration for future roles. Where we rely on your consent for a talent-pool retention period, you can withdraw that consent at any time.
If you become an employee or contractor, relevant recruitment records may become part of your employment or personnel records and may then be handled under different legal rules and internal policies.
Security
ARMF uses reasonable technical and organisational measures designed to protect applicant information against misuse, interference, loss and unauthorised access, modification or disclosure. Access should be limited to people who reasonably need the information for recruitment or related functions.
Access and correction
You may request access to or correction of personal information ARMF holds about you by contacting privacy@armf.com. We may need to verify your identity and may refuse or limit access in circumstances permitted by law.
Privacy complaints
If you have a privacy concern about recruitment, contact ARMF's Privacy Officer at privacy@armf.com. We will consider the complaint and respond within a reasonable period.
If you are not satisfied with our response and the Privacy Act applies, you may be able to complain to the Office of the Australian Information Commissioner (OAIC).
Changes to this Notice
We may update this Notice when our recruitment practices, systems or legal obligations change. The latest version will be made available through the ARMF careers or recruitment channel where practicable.
Privacy contact
ARM Financial Services Pty Ltd | ABN 35 659 595 570 | ACN 659 595 570
Suite 110, Level 1, 530 Little Collins Street, Melbourne VIC 3000, Australia
Email: privacy@armf.com | Phone: +61 3 8679 2233 | Website: armf.com