Privacy Policy / Privacy Policy for Psychological Assessments / Online Security
Our commitment to you
Your security and privacy is important to us. We will ensure that we take all measures to protect the information of candidates, clients, suppliers and employees.
Privacy Policy
Intrepidus Pty Ltd / Intrepidus Human Resource Consulting (referred to as “Intrepidus”, “us”, "we" or “our”) is committed to protecting the privacy of the personal information that we collect from you, respecting your rights to privacy and complying with the Privacy Act 1988 (Cth) (the “Privacy Act”).
This Privacy Policy details how we comply with our privacy obligations and how we collect and manage the personal information you provide to us. By submitting personal information to us, you agree to our use of your personal information as described herein. Your use of all websites owned or operated by or on behalf of Intrepidus, including those available at or via www.intrepidus.com.au (collectively, the “Intrepidus Site”), is subject to this Privacy Policy. You may not use the Intrepidus Site if you do not agree to this policy. We also have a separate but interrelated privacy policy governing our psychological assessment services which is also available below.
1. What is your personal information?
When used in this policy, the term “personal information” has the meaning given to it in the Privacy Act. Personal information includes information or an opinion about an identified individual, or an individual who is reasonably identifiable from the information or opinion. In summary, personal information is any information about you that can be linked to you.
2. What personal information do we collect and hold?
The personal information collected may consist of your name, address, telephone number, photo, email address, age or birthdate, a unique site access ID, company or educational affiliations, profession or occupation, qualifications, titles, contact information, information from your CV / resume, employment records, details of our services you have used or enquired about and other information about you.
Sensitive information is a specific category of personal information. Such information includes membership of a profession or trade association or of a trade union, health information, criminal record and the like. We may need to collect, hold and disclose sensitive information about you in relation to the specific requirements of your placement with our clients or direct engagement by us or to provide you with services. If we do, we will get your specific consent to the collection and use of this information.
We may collect some information that is not personal information because it is not linked to you or any other identifiable person. This may include aggregated information about how users use the Intrepidus Site, anonymous answers to surveys and other information that is not linked to your identity.
3. How do we collect and hold your personal information?
We collect your personal information directly from you unless it is unreasonable or impracticable to do so. We can also collect personal information in a variety of ways, including via the Intrepidus Site (such as when users register or apply for employment), when you respond to e-mail questionnaires or when you provide personal information to us by other means, such as in-person during conversations with our representatives, via your employer for the purposes of providing services to your employer, providing a business card, over the phone or by email.
We may also collect personal information from third parties including:
- our service providers;
- business affiliates;
- clients; and
- other third parties such as employers and persons nominated by you as referees, credit agencies or government agencies.
Personal information is held by us in secure physical and electronic data systems.
4. For what purposes do we collect, hold and disclose your personal information?
We collect personal information about you so that we can perform our business activities and functions and to provide the best possible quality service to you. We collect, hold and disclose your personal information for the following purposes (in some cases we may only disclose information with your consent):
- to provide our services to you and or your employer, including to fulfil your requests for information and employment opportunities and to manage the recruitment process for third parties and ourselves;
- to manage our client and business relationships;
- to provide assessment and other consulting services;
- to provide you important work related information including workplace health and safety, work rosters and other information relating to your engagement by Intrepidus;
- to undertake psychometric testing;
- to perform statistical analyses of user behaviour in order to measure interest in specific areas and articles posted on the Intrepidus Site. The e-mail addresses provided at registration allow us to send e-mails to individuals based on the areas of interest that they may indicate during the employment registration process;
- to send communications requested by you, answer enquiries and provide information about existing or new services;
- to provide your updated personal information to related bodies corporate, our customers, contractors or service providers if such disclosure is required to administer our business functions or to provide our products and services to you;
- to update our records and keep your records up to date;
- to process and respond to any complaint made by you; and
- to comply with any law, rule, regulation, lawful and binding determination, decision or direction of a regulator, or in cooperation with any governmental authority of any country.
We will not intentionally disclose (and will take commercially reasonable steps to prevent the accidental disclosure of) your personal information to third parties, whether for such third parties' marketing purposes or otherwise, except when we believe we are under a legal duty to do so.
If we are unable to collect your personal information, we may be unable to fulfil some or all of the purposes listed above. In particular, we may be unable to provide our services to you or provide you with full access to the Intrepidus Site.
5. Are cookies and IP addresses used?
The Intrepidus Site uses “cookies” to identify you and your interests and to track usage of the Intrepidus Site in order to help personalise your browsing experience. Cookies are small pieces of text stored on your computer that help us know which browser you are using and where you have been on the Intrepidus Site and on websites to which you may link in order to use some of our features. Cookies also let us know whether you have registered with us and otherwise enable us to relate your current usage of the Intrepidus Site to your prior usage. If you do not wish to receive cookies, you can set your browser to refuse them. However, a user who does not accept the cookie from the Intrepidus Site may not be able to access certain areas and may limit your use of the Intrepidus Site and some of our services. In administering the Intrepidus Site and diagnosing potential system problems, we also log all IP addresses which access the Intrepidus Site.
6. To whom do we disclose your information?
We may disclose your personal information to:
- our customers;
- contractors or service providers if such disclosure is required to administer our business functions or to provide our products and services to you;
- our employees, related bodies corporate, contractors or service providers for purposes of operation of our website and to fulfil your requests including, without limitation, web hosting providers, IT systems administrators, mailing houses, couriers, payment processors, data entry service providers, electronic network administrators, debt collectors and professional advisors such as accountants, solicitors, business advisors and consultants;
- any organisation for any authorized purpose with your express consent; and
- should we intend to merge with, or sell the majority of our assets or equity to a third party, personal information may be disclosed to that third party.
7. Direct Marketing Materials
We may send you direct marketing communications and information about our products and services that we consider might be of interest to you. These communications may be sent in various forms, including mail, SMS, fax and email in accordance with applicable marketing laws, such as the Spam Act 2003 (Cth). If you indicate a preference for a method of communication, we will endeavour to use that method wherever practicable to do so. You consent to receiving direct marketing communications and information from us. However, at any time you may opt out of receiving marketing communications for us by contacting us (see details below) or by using opt out facilities provided in the marketing communications and then we will ensure that your name is removed from our mailing list.
We do not provide your personal information to other organizations for the purposes of direct marketing without consent by you.
8. Do we disclose your personal information to anyone outside Australia?
We may disclose personal information to our related bodies corporate, customers and third party service providers and suppliers located overseas for some of the purposes listed above. Those overseas entities may be located in England, New Zealand, Singapore, Hong Kong, India and China.
9. How can I access, change, and/or delete information?
You may request access to any personal information we hold about you at any time by contacting us. Where we hold information that you are entitled to access, we will try to provide you with a suitable means of accessing it (for example, by mailing or emailing it to you). We will not charge for making the request or for making any corrections to your personal information. To do so, please contact your Intrepidus representative or our Privacy Officer by the means set out in paragraph 12. We will then contact you to request sufficient information to allow us to confirm your identity. As soon as practicable after your request is received, we will give you access to your personal information.
There may be times when we cannot grant you access to the personal information we hold. For example, if access would interfere with the privacy of others or if it would result in a breach of confidentiality or law, we will not be required to grant you access. We will let you know if this is the case.
If you believe that the personal information we hold about you is incorrect, incomplete or inaccurate, you may request us to amend it by contacting our Privacy Officer. We will consider if the information requires amendment. If we do not agree that there are grounds for amendment then we will add a note to the personal information stating that you disagree with it. You may also have your personal information deleted. You should be aware that we are required by law to retain certain personal information (such as payroll records); such information will not be deleted. We will let you know if we cannot delete your personal information for legal or other reasons.
Of course, if your personal information has been deleted and you wish to apply for another position through us, you will need to repeat the application process.
10. Security
We take reasonable steps to ensure that your personal information is protected from misuse, loss and from unauthorized access, modification or disclosure. We may hold your information in either or both electronic or hard copy form. Only authorized personnel will be provided with access to personal information. These parties are required to treat this information as confidential and deal with it in accordance with this Privacy Policy. Personal information is destroyed or de-identified when no longer needed.
As the Intrepidus Site is linked to the internet and the internet is inherently insecure, we cannot provide any assurance regarding the security of transmission of information you communicate to us online. We cannot guarantee that the information you supply will not be intercepted while being transmitted over the internet. Accordingly, any information which you transmit to us online is transmitted at your own risk.
11. Links to third party sites
The Intrepidus Site may contain links to third party websites as a service to our users. We make no representations or warranties in relation to the privacy practices of any third party website and we are not responsible for the privacy polices or the content of any third party website. We encourage you to review and understand the privacy policies of the relevant third parties before providing any information to them.
12. Contact our Privacy Officer
If you have any questions in relation to your Personal Information, our Privacy Policy or any concerns or a complaint regarding the treatment of your Personal Information by us, please e-mail us at Privacy@intrepidus.com.au, write to us at 89 Bayswater Road, Kensington, VIC Australia 3031, or call 0401 716 818. We will treat your requests or complaints confidentially. Our Privacy Officer will contact you within a reasonable time after receipt of your request or complaint to discuss your concerns and to outline options regarding how they may be resolved.
General information about privacy may be found via http://privacy.gov.au and http://oaic.gov.au.
We may change this Privacy Policy from time to time and all personal information held by us will be governed by the most recent version of our Privacy Policy. Any updated versions of this policy will be posted on the Intrepidus Site.
How to contact us
If you wish to contact us about your personal or sensitive information you should contact:
Mr Simon Campbell
Privacy Officer
Intrepidus Pty Ltd
89 Bayswater Road
Kensington, Victoria 3031, Australia
M: +61 (0)401 716 818
Further Resources and Help
Contact details for the Office of the Privacy Commissioner
or the Office of the Australian Information Commissioner
Enquiries Line 1300 363 992 (local call charge)
GPO Box 5218, SYDNEY NSW 2001.
To view Intrepidus Human Resource Consulting’s Privacy Policy for Psychological Assessments, please see below.
Privacy Policy for Psychological Assessments
Intrepidus Pty Ltd / Intrepidus Human Resource Consulting, Privacy Policy for Psychological Assessments (Assessment Privacy Policy)
When Intrepidus Pty Ltd / Intrepidus Human Resource Consulting (“Intrepidus”) carries out a psychological assessment on you to assist a prospective employer to make a fair selection decision or to give your current employer an accurate understanding of your potential they are collecting personal information about you (“Personal Information”) as defined in the Privacy Act 1988 (Cth) (“Privacy Act”) and the National Privacy Principles under the Privacy Act (“NPPS”). Intrepidus has a Privacy Policy, that applies to Intrepidus’s use, storage and disclosure of Personal Information, see above.
Due to the nature of these reports Intrepidus has provided this Assessment Privacy Policy in relation to their use, storage and disclosure which draws on the Australian Psychological Society’s document “ A Privacy Policy for Recruitment Related Psychological Assessments dated April 2002 and amended June 2003 and the Australian Health Practitioners Regulation Agency (AHPRA) Psychologist Registration Board’s Guidelines and Codes of Conduct.
If you want access to your assessment information you should contact the psychologist who assessed you.
Use of Personal Information collected
The assessment will be provided to the organisation who requested it for the purposes mentioned above. If the information is not collected in whole or part, the psychologist will not be able to provide the assessment report to the client organisation who requested it.
The client organisation requesting the report may need to send the report to its affiliated organisations overseas as part of their ordinary procedures for handling such information. Your consent to this will be requested at the time of undertaking the assessment.
Assessment reports are managed as confidential documents by Intrepidus and are only accessed by those officers of Intrepidus and client organisations who have a reasonable need to know and are provided the reports “in confidence”. In most cases the people viewing the reports will have been through the assessment process themselves, and will have a proper and respectful attitude towards the management of them. The reports are used to add objective information obtained at arm’s length to human resource decisions about the individuals assessed.
Intrepidus holds all original assessment materials, results and reports generated by the assessment process. The information is collected directly from you and held in secure storage. Similarly the client organisation will hold the reports in secure storage.
Sometimes the information collected may be used by Intrepidus or the client organisation in technical research to review how the assessment process is functioning. When that research is conducted, the information is de-identified and grouped together with other data so that an individual’s information cannot be recognised or reconstructed.
Client organisations may provide a position description, candidate specification, organisation chart or briefing on points of interest to them in relation to the assessment. This is the client organisation’s confidential information and intellectual property.
Data quality and Security
You provide the personal information, and are relied upon to disclose it accurately. It is the psychologist’s responsibility to administer and interpret the assessment tools accurately.
The information is held in secure storage separate from any other files and is accessed by the assessor and client officers with a reasonable need to know. Intrepidus hold the assessment reports for a minimum of 7 years, but may destroy them thereafter if it is unlikely that the assessee will return for re- assessment or if the data is not needed for research. Any destruction of assessment information follows the practices for destroying confidential information.
Access and Correction
NPP 6 provides an individual with the right to access and correct their Personal Information held by an organisation. Access will be provided to you through feedback given by the assessing psychologist at a mutually convenient time after the outcome of your candidacy is known. The only exception to this is if the assessment is being undertaken expressly by the client organisation for its employees for developmental purposes in which case a developmental report may be prepared for the individual. One of the key reasons for this is to prevent the information obtained at the assessment from interfering with negotiations between the candidate and the potential employer. This is an exception to an individual’s right to access Personal Information under NPP6.1(f).
The only other exception may be through the use of automated candidate debrief reports, if this is an option it would only apply to bulk volume assessment processes such as bulk labour hire assessments.
You are also not offered a copy of your assessment report but access to the assessing psychologist so that you obtain contemporary and relevant interpretations of assessment information and you are not left to try and interpret something new from a report written for a particular purpose at a particular point in time. This procedure is consistent with best practices in occupational testing specified by the Australian Psychological Society. An analogy to this would be a medical doctor interpreting any test results you have undertaken. This practice parallels the practice within client organisations whereby they consult the assessor before using an existing report for purposes other than the original one. To provide the report would also have the potential to expose Intrepidus or the Clients intellectual property and commercially sensitive information. This is an exception to an individual’s right to access Personal Information under NPP6.2.
At the time of access you will have to establish your identity via a standard validation process such as by providing your date of birth or other information.
If you disagree with an opinion in your assessment you should advise your assessing psychologist in the first instance. The feedback procedure includes a complete read through the assessment data and any corrections or updates offered by you can be noted when made. If the amendments offered by you are material to the content or purpose of the assessment, then the means of resolving the difference between the assessor and you are pursued, for example through reference checking or some other form of observed behaviour or performance. The results of the resolution process are also noted in your file.
Further advice or complaints
Should you require further advice on any of the above matters, please approach your assessing psychologist and then if you require further information or have a complaint in regard to Intrepidus’s handling of Personal Information please contact the Intrepidus Privacy Officer at Privacy@intrepidus.com.au. See Privacy Policy above.
How to contact us
If you wish to contact us about your personal or sensitive information you should contact:
Mr Simon Campbell
Privacy Officer
Intrepidus Pty Ltd
89 Bayswater Road
Kensington, Victoria 3031, Australia
M: +61 (0)401 716 818
Further Resources and Help
Contact details for the Office of the Privacy Commissioner
or the Office of the Australian Information Commissioner
Enquiries Line 1300 363 992 (local call charge)
GPO Box 5218, SYDNEY NSW 2001.
To view Intrepidus Human Resource Consulting’s Online Security advice, please see below. Online Security
Online scams are becoming more frequent and sophisticated through websites and mobile devices. Your online safety is important to Intrepidus and your experience of our Website should be safe too.
What is phishing, hoax websites or other scams?
The fraudulent practice of sending emails or texts or establishing hoax websites posing as your bank, a reputable company (like Intrepidus) or similar, to get your private details such as personal information, bank account or credit card details, passwords or to get you to pay money.
What should I look out for?
Hoax websites:
- The Website URL – Scammers often use web addresses that resemble the names of well-known companies but are slightly altered. Fake web addresses have subtle differences from the real one, so double check the URL to see if there are any variances to the original one.
- Design and Layout – Check for differences in the design. Certain elements of the website design may not be exactly the same.
Phishing:
- Spelling of emails – Poor grammar and spelling is often an indication of phishing emails. If you notice mistakes in an email, it might be a scam.
- Personal information request – Always be extremely cautious with emails asking you for personal information. Never provide personal details such as your bank account information or your home address when you’re uncertain who will be receiving the information as you can be susceptible to identity theft
- Links in email – If you see a link in a suspicious email message, don't click on it. Rest your mouse (but don't click) on the link to see if the address matches the link that was typed in the message.
A New Contact – Be careful when you receive an email that don’t relate to recent contact from Intrepidus, or is not addressed to you personally e.g. ‘Dear candidate’.
Scams:
- Spoofing popular websites or companies – Emails from people, businesses, popular websites or companies that you do not know or have not ever dealt with can be a warning sign of a scam email. The email will often contain links or pop-up windows that take phony scam sites that take you to what looks like a legitimate website.
- ‘Too good to be true’ offers – Scams often involve asking you to provide personal details or pay a small amount now in return for the promise to receive a larger amount later.
What should I do?
Please contact your Intrepidus consultant / recruitment consultant or the Intrepidus Privacy Officer on 0401 716 818 or at Privacy@intrepidus.com.au if you receive any suspicious emails or messages or other requests reportedly from Intrepidus or another entity in relation to Intrepidus.
Opening their message is ok. Just don’t click on links or attachments. Please note that you should only ever provide personal details in response to an expected request or one you have initiated.
To learn more about phishing, hoaxes other similar scams and online security visit staysmartonline.gov.au.