As you use our services, we want you to be clear how we're using information and the ways in which you can protect your privacy.

Goulburn Murray Group Training Ltd trading as Monarch Personnel
ABN 65 088 323 273

General Policies

Adherence to RCSA Code for Professional Conduct

As a Member of RCSA Limited we must take reasonable steps to maintain the confidentiality and privacy of information obtained in the course of our professional practice.

We must also take reasonable steps to ascertain the extent to which any information we collect may be confidential.

RCSA administers Disciplinary & Dispute Resolution Procedures that you may have access to if you consider that we have breached the RCSA Code for Professional Conduct. For more information visit www.rcsa.com.au

A copy of the RCSA Code for Professional Conduct is available at www.rcsa.com.au or upon request.

Privacy Principles

• For information subject to New Zealand law, the Personal Privacy Information Principles established by the Privacy Act 1993 (NZ) and
• For Information subject to Australian law, the National Privacy Principles established by the Privacy Act 1988 (C’th) apply to Monarch Personnel.

How to contact us

If you wish to contact us about your personal information you should contact the Monarch Personnel Manager on 5831 5880 during normal office hours which are 8.30 am – 5pm.

Necessary 

We will only collect information that is necessary for the proper performance of our tasks or functions.

We do not collect personal information just because we think it could be useful at some future stage if we have no present need for it.

We do not routinely conduct criminal history checks and only do so in order to obtain relevant criminal history with regard to particular jobs you are offered or for which you are shortlisted.

We do not collect or use personal information for the purposes of unlawful discrimination.

We may decline to collect unsolicited personal information from or about you and may take such measures as we think appropriate to purge it from our systems.

Type of Personal Information Held

Personal information that we collect and hold usually falls into the following categories:

• Candidate information submitted and obtained from the candidate and other sources in connection with applications for work;
• Work performance information;
• Information about incidents in the workplace;
• Staff information;
• Information submitted and obtained in relation to absences from work due to leave, illness or other causes;
• Information obtained to assist in managing client and business relationships;

How your information will be collected

Personal information will be collected from you directly when you fill out and submit one of our application forms or any other information in connection with your application to us for work.

Personal information is also collected when:

• We receive or give 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;
• We receive performance feedback (whether positive or negative);
• We receive any complaint from or about you in the workplace;
• We receive any information about a workplace accident in which you are involved;
• We receive any information about any insurance investigation, litigation, registration or professional disciplinary matter, criminal matter, inquest or inquiry in which you are involved;
• You provide us with any additional information about you;
• Electronically through our telecommunications and technology systems – see the section in this policy on electronic transactions;

Purposes for which we hold personal information

We primarily hold personal information for the following:

• Employment placement operations;
• Recruitment;
• Staff management;
• Training;
• Risk management;
• Client and business relationship management:
  • Marketing services to you; but only where this is permitted and whilst you are registered with us;
  • Statistical purposes and statutory compliance requirements;

Disclosures

We may disclose your personal information for any of the purposes for which it is primarily held or for a related purpose where lawfully permitted.

We may disclose your personal information where we are under a legal duty to do so, including circumstances where we are under a contractual or lawful duty of care to disclose information.

We do not share personal information about you with government agencies, organisations or anyone else unless one of the following applies:

• You have consented;
• You would reasonably expect, or have been told, that information of that kind is usually passed to those individuals, bodies or agencies;
• It is required or authorised by law;
• It will prevent or lessen a serious and imminent threat to somebody's life or health;
• The disclosure is reasonably necessary for the enforcement of the criminal law or of a law imposing a pecuniary penalty, or for the protection of public revenue.

Outsourced Service Suppliers

We outsource a number of services to contracted service suppliers (CSPs) from time to time. Our CSPs may see some of your personal information. Typically our CSPs would include:

• I.T. contractors and database designers and service internet service suppliers, some of whom may be off shore;
• Legal and other professional advisors who are hired or instructed by GMGT Ltd.
• Insurance brokers, loss assessors and underwriters;
• Superannuation fund managers;
• Background checking and screening agents;

We take reasonable steps to ensure that terms of service with our CSPs recognise that we are bound by obligations to protect the privacy of your personal information and that they will not do anything that would cause us to breach those obligations.

Direct Marketing

Monarch Personnel staff will require written permission from a candidate regarding reverse marketing or floating.

Once written permission has been sought your personal resume will be emailed to the organisation.

From time to time Monarch Personnel may email or sms you regarding positions available, newsletters or updates. If you choose to no longer be a registered candidate or employee with Monarch Personnel or do not want to receive these notifications, you will need to advise us so that we can ensure your details are made inactive so you will no longer receive any communication from us.

Personal Information Quality

We require employees to keep Monarch Personnel informed of any changes to his/her personal information.

Children, Minors and Persons under a Legal Disability

Determining the decision making capabilities of a person who is under a legal disability can be a complex matter, often raising ethical and legal issues. We endeavour to address each case individually with a view to deciding whether the individual is able to give consent or receive notifications based upon an assessment of whether the individual has sufficient understanding to comprehend the nature and quality of what is being proposed. In some circumstances, it may be appropriate for a parent, guardian, holder of an enduring power of attorney (or like authority) or next of kin whom to be contacted in any case in which consent is required or notification is to be given and where it is not practicable to obtain it from or give it directly from the individual.

Personal Information Security

We take reasonable steps to destroy or permanently de-identify personal information when it is no longer required for any purpose for which it may be used or disclosed. However it is not always practicable to destroy or de-identify electronic data. Where it is not reasonable to destroy or permanently de-identify personal information in electronic form, we will take reasonable steps to prevent inadvertent access to it.

Enquiries and Complaints

You can make further inquiries or complaints about our privacy policies to our Monarch Personnel Manager whose contact details are 03 5831 5880.

You can also make complaints to the Privacy Authorities in your national, state or territory jurisdiction:

Australia; ACT; NSW; NT; QLD; SA; TAS; VIC; WA; New Zealand

Complaints may also be made to RCSA with regard to Member conduct.

Other Parties

We cannot guarantee that any recipient of your personal information will protect it to the standard to which it ought to be protected. The costs and difficulties of enforcement of privacy rights in foreign jurisdictions and the impracticability of attempting to enforce such rights in some jurisdictions will mean that in some instances, we will need to seek your consent to disclosure.

Access

Subject to some exceptions that are set out in privacy law, you can gain access to the personal information that we hold about you.

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. We do refuse access if it would breach any confidentiality that attaches to that information or if it would interfere with the privacy rights of other people. In many cases evaluative material contained in references that we obtain will be collected under obligations of confidentiality that we make and which the communicator of that information is entitled to expect will be observed.

If you wish to obtain access to your personal information you should contact Monarch Personnel. You will need to be in a position to verify your identity. We will need to sight a current drivers licence and/or passport.

We might impose a moderate charge in providing access. We will notify you of the charge at the time of making the request.

You should also anticipate that it may take a little time to process your application for access as there may be a need to retrieve information from storage and review information in order to determine what information may be provided. We will generally respond to your request for access within 20 working days.

Electronic Transactions

This section explains how we handle personal information collected from our website and by other technology in the course of electronic transactions.

It is important that you understand that there are risks associated with use of the internet and you should take all appropriate steps to protect your personal information. It might help you to look at:

• Australia
• New Zealand

It is important that you:

• Know your rights: read our privacy policy, collection statement and consent to electronic transactions.
• Be careful what information you share on the Web.
• Use privacy tools on the site - control access to your search listing and profile.
• Make sure your anti-virus and data protection software is up to date.

Please contact our office by phone or mail if you have concerns about making contact via the internet. For further information see the How to contact us in this document.

Sometimes, we collect personal information that individuals choose to give us via online forms or by email, for example when individuals:

• ask to be on an email list such as a job notification list;
• register as a site user to access facilities on our site such as a job notification board;
• make a written online enquiry or email us through our website;
• submit a resume by email or through our website;

Cookies

A cookie is a small amount of data, which includes a unique identifier that is sent to your computer or mobile phone. Your phone and computer are simply known as a device. The browser from a website's computer is stored on each individual device's hard drive. Any website can send its own cookie to your browser if your browser's preferences allow cookies to be sent. To protect your privacy your personal browser will only permit a website to access the cookies it has already sent to your device, your device will not allow cookies sent to you by other websites.

On this website we use sessional cookies that last only for the duration of users using the website. The web browser normally deletes session cookies when it quits. As a web user you have the opportunity to control cookies in a number of ways, you can set your devices to accept all cookies, to notify you when a cookie is issued, or even not to receive cookies at any time.

Uploading photographs

Please make sure that you do not upload photographs of any individuals who have not given consent to the display of their photograph. Displaying photographs without that person’s consent may breach privacy laws, and you may be responsible for any legal consequences.

Emails

Our technology systems log emails received and sent and may include voting, and read and receipt notifications to enable tracking.

When your email address is received by us because you send us a message, the email address will only be used or disclosed for the purpose for which you have provided it and it will not be added to a mailing list or used or disclosed for any other purpose without your consent other than as may be permitted or required by law.

Call and message logs

Our telephone technology (systems and mobile phones) logs telephone calls and messages received and sent and enable call number display.

When your call number is received by us because you phone us or send us a message, the number will only be used or disclosed for the purpose for which you have provided it and it will not be added to a phone list or used or disclosed for any other purpose without your consent other than as may be permitted or required by law.

Teleconferences and Video conferences

Teleconferences and video conferences may be recorded with your consent. In cases where it is proposed that they be recorded, we will tell you first the purpose for which they are to be used and retained.

Database

We use recruiting software and databases to log and record recruitment operations.

Paperless Office

Recognising the environmental advantages and efficiencies it provides, we operate a wholly/partially paperless office as a result of which your paper based communications with us may be digitised and retained in digital format, the paper based communications may be culled.

It is therefore important that, except where specifically requested, you do not send us originals of any paper based document and that you retain copies for your own records.

Where we do request original paper based documents we will return them to you once they are no longer required by us for the purpose for which they may be used or disclosed.

Future Changes

This policy may change over time in light of changes to privacy laws, technology and business practice. If you use our website regularly it is important that you check this policy regularly to ensure that you are aware of the extent of any consent, authorisation or permission you might give.

We cannot guarantee that any recipient of your personal information will protect it to the standard to which it ought to be protected. The costs and difficulties of enforcement of privacy rights in foreign jurisdictions and the impracticability of attempting to enforce such rights in some jurisdictions will mean that in some instances, we will need to seek your consent to disclosure.