OUR COMMITMENT TO PRIVACY

We are committed to compliance with privacy laws and to the protection of the personal information you provide to us when you use the Site. The purpose of this policy is to explain to you how we collect, store and handle your personal information. Our goal is to have practices, procedures and systems in place to ensure that we always comply with the Australian Privacy Principles and any other applicable legislation or regulations, including the General Data Protection Regulation in the European Union to the extent that it applies to our collection of personal information from residents or citizens of the EU.

This Privacy Policy explains how we collect your personal information through our site when you access it on any device, or otherwise when you provide personal information to us.

This Privacy Policy is current as at August 2023. We may modify this privacy policy at any time to take account of changes to relevant laws, new technology, changes to our operations and practices and the changing business environment. Any changes will take effect from their posting on the website. Your access and use of the website constitutes your acceptance to this privacy policy.  You may not use our website if you do not agree to this policy.

WHAT PERSONAL INFORMATION DO WE COLLECT

The personal information collected may consist of your actual name, company or educational affiliations, qualifications, titles, contact information, information from your CV (including gender and date of birth), financial and other information from which you may be identifiable. We may also collect personal information about you from our service providers, business affiliates, clients and other third parties such as employers and persons nominated by you as referees.

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 and disclose sensitive information about you in relation to specific requirements for your placement by us. If we do, we will get your specific consent to the collection and use of this information.

Some information that we collect may not be personal information. This may include aggregated information about how users use the Williams Hall website, anonymous answers to surveys and other information that does not personally identify you. Information that is not personal information is not subject to the Privacy Act and we can use such information for any purpose.

HOW DO WE COLLECT AND HOLD YOUR PERSONAL INFORMATION

We collect personal information in a variety of ways, and it is our usual business to collect personal information directly.  This includes via the Williams Hall website (such as when users register, apply for employment), when you respond to online advertisements or when you provide personal information to us by other means, such as in person, over the phone, by email, or using the LinkedIn messaging tool.  Furthermore, there may be occasions when we will source information from an external party, or a publicly available source.

If you are a third party providing personal information about someone else, you represent and warrant that you have such person’s consent to provide the personal data to us.

Your personal information may be stored by us in paper form or in electronic form, including on our email system and our CRM (Customer Relationship Management) Database. The CRM we use is a product of JobAdder. The data security measures adopted by JobAdder are set out on their website at https://jobadder.com/. Our data is stored by JobAdder in Australia.

HOW DO WE USE PERSONAL INFORMATION

We use your personal information in order to provide our services to you and to manage our business operations. We may use your personal information to fulfil your requests for information and employment opportunities, to assist in the recruitment process and to manage our client and business relationships. The e-mail addresses provided at registration allow us to send e-mail to individuals based on the areas of interest that they may indicate during the employment registration process.  Information may be sent to you in a number of ways, including electronic mail, SMS and MMS.  Your consent to receiving such communication will remain current until you advise us otherwise.

WHO DO WE DISCLOSE PERSONAL INFORMATION TO

We may disclose your personal information for the purposes for which it is primarily collected or for a related secondary purpose and in some cases, we may only disclose information with your consent. Accordingly, Williams Hall may disclose your personal information to a number of third parties, including but not limited to: prospective employers, clients who may wish to engage your services as a contractor or temporary employee; suppliers or service providers, including (but not limited to) organisations that conduct psychometric assessments or payroll processing, or CV checking organisations.

We may also disclose your personal information to our related entities, business affiliates and third-party service providers, if such disclosure is required to administer our business functions or to provide our products and services to you.

We request that all third parties handle your personal information in accordance with this policy and the applicable privacy laws.

DISCLOSURE OF PERSONAL INFORMATION TO OVERSEAS ENTITIES

There may be situations where your information may be provided to, or accessed or stored overseas by, other entities who perform functions on our behalf, or who are overseas based clients. Although we have not appointed any suppliers who are based overseas it may be that in the ordinary course of business, such as through the sending of emails through our email provider – Microsoft Outlook, that personal information is transmitted or stored overseas. However, Microsoft operates data centres in Australia and we reasonably believe that data remains stored in Australia (see https://azure.microsoft.com/en-au/explore/global-infrastructure/data-residency/#overview)  

LINKS TO THIRD-PARTY SITES

This Privacy Policy applies in relation to the Williams Hall website.

Our website may contain links to other websites operated by third parties.  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 policies or content of any third party website.  If you visit these websites, they will be governed by their own terms of use (including privacy policies). Our website uses Cookies and Google Analytics which allows us to identify the browsers used by those using our site. This information allows us to track usage patterns to measure the level of interest in various areas of our site. All browsers have the facility to notify users when they receive a Cookie and elect to either accept it or not. You can opt out of your information being tracked by Google Analytics by visiting https://tools.google.com/dlpage/gaoptout. In addition, the Internet Service Provider of each third party website should be able to assist users with their preferences.

The information collected on our website will depend on your usage of the website and may include some personal details. For example, if a person visits the website to browse or download information, our system will record the date and time of the activities, the information viewed or downloaded. In the event that you enter information in the process of completing an email or any other on-line forms, we will collect the information submitted.

DATA SECURITY AND STORAGE

We take reasonable steps to protect your personal information from misuse and unintended disclosure, alteration, or deletion, for example by use of physical security and restricted access to electronic records. Only authorised personnel will be provided with access to personal information. These parties are required to treat this information as confidential, and in accordance with this Privacy Policy.

Where we no longer require your personal information we will take reasonable steps to destroy or de-identify it.

Unfortunately, potential security and privacy issues are inherent in the nature of the internet and no data transmission over the internet can ever be absolutely guaranteed.  As such, you provide information to us over the internet at your own risk.

YOUR RIGHTS - HOW TO ACCESS, CHANGE, AND/OR DELETE INFORMATION

You have the following rights, to the extent that they apply to you and to us pursuant to the Privacy Act and/or the General Data Protection Regulation.

Choice and consent:

You have the right to refrain from providing your personal data to us, however, if you do, it may affect your ability to use our website, our services, and to communicate with us.  By providing your personal information to us, you consent to us collecting, holding, using and disclosing your personal data in accordance with this Privacy Policy.

If you are a third party providing personal data about somebody else, you represent and warrant that you have such person's consent to provide the personal data to us.

Access:

You have the right to obtain confirmation that we collect, hold and use your personal data, and a copy of your personal data that we hold.

Rectification:

You have the right to have inaccurate personal data rectified and incomplete personal data completed, where relevant.

Erasure:

You have the right to have personal data that we hold about you erased, in circumstances where:

• the personal data is no longer necessary for the purpose for which it was originally collected;

• you have withdrawn your consent (where consent was the sole basis for us holding the data);

• you object to the use of your personal data for the purpose of direct marketing;

• we have collected, held or used your personal data unlawfully; or

• we are legally compelled to erase the data. 

Restriction of processing:

You have the right to limit and restrict the way we use your personal data (as an alternative to the data being erased), in circumstances where:

• you would like to verify the accuracy of the personal data that we hold about you;

• we have collected, held, or used your personal data unlawfully, and you request restriction of the data as opposed to erasure;

• we no longer need your personal data but you have requested we continue to hold it in order for you to establish, exercise or defend a legal claim; or

• you dispute our right to use your personal data.

Data portability:

You have the right to receive personal data that we hold about you in a structured, commonly used and machine readable format, and to request that we transmit the data directly to another party, in circumstances where we carry out the processing of your personal data by automated means (that is, excluding paper files).

Objection:

You have the right to object to our use of your personal data.

To exercise these rights, please send an e-mail to our Privacy/Data Protection Officer, details below in Contact Us.

QUERIES OR COMPLAINTS

If you have any questions in relation to our Privacy Policy please contact our Privacy / Data Protection Officer at the details below under the heading ‘Contact Us’.

If you have a complaint regarding the treatment of your privacy or personal information by us please also contact our Privacy / Data Protection Officer at the details below under the heading ‘Contact Us’. We will promptly investigate your complaint and respond to you in writing, setting out the outcome of our investigation and the steps we have taken or will take to deal with your complaint. You also have the right to contact the office of the Australian information Commissioner (or if you are an EU resident or citizen – the Information Commissioner’s Office in the United Kingdom (or the equivalent office in your jurisdiction).

CONTACT US

You can contact us by sending an email to our Privacy / Data Protection Officer here