This Privacy Policy applies to Career Scout Pty Ltd and Terrington Pty Ltd (TR3 Recruitment) (collectively referred to as "we", "us", "our", or "the Group"). It outlines our commitment to safeguarding your personal information across all of our services, including recruitment and consulting activities and our SaaS platform, Career Scout.
This document incorporates the Privacy Regulation 2013 amendments to the Privacy Act 1988 that came into effect on 1 July 2018, to ensure the responsible handling of any personal information provided to us. In order to comply with relevant legislation and regulations, we ask that you read this information carefully and retain a copy for future reference.
1. What This Policy Covers
This policy explains:
- What personal and sensitive information we collect
- How we collect, use, store, and share your information
- Your rights regarding access and control over your data
- Specific information about our website, platform (Career Scout), cookies, and data security
2. Personal Information We Collect
Personal information is any information or opinion that identifies or could identify an individual. This may include:
- Full name, contact details, employment history
- Qualifications, test results, referees' opinions
- Health or psychological assessments (with consent)
- Criminal background or other screening data
We collect only the information necessary for recruitment, employment screening, or platform registration/use, including use of our Career Scout platform.
Personal information is any information or opinion about an individual. It may include basic contact details, as well as more sensitive information such as medical history, employment experience, qualifications, aptitude or test results, referees’ opinions, or other relevant information.
Sensitive information is only disclosed to nominated parties with your consent and is collected in strict accordance with the Australian Privacy Principles (APPs). This includes psychological appraisal results where applicable. We may request personal information where it is reasonably believed that collection, use, or disclosure is necessary for your engagement or activities with us.
3. How We Collect Information
We may collect your information through:
- Application forms and resumes
- Interviews and psychometric testing
- Information provided during registration on the Career Scout platform
- Referee or background checks
- Use of our websites or client portals
In some cases, we may collect data from publicly available sources, third parties, or from your interactions with our digital systems.
Information may be collected through interviews, psychological assessments, the Career Scout platform, CVs, job applications, or our recruitment processes. Additional information may be gathered from job descriptions, referees, police checks, and background screening to ensure accuracy, relevance, and completeness.
Data from psychometric assessments may be used for research and statistical analysis, but only in anonymised form to prevent personal identification.
4. Use of Information
We use personal and sensitive information for purposes including:
- Recruitment and job placement services
- Deliver recruitment, assessment, and consulting services
- Career guidance and psychometric assessment
- Providing access to, and managing, the Career Scout SaaS platform
- Conduct evaluations for employment or development purposes
- Client workforce planning and candidate shortlisting
- Perform platform-related communications and user management
- Platform performance analytics and service improvement
We may also use de-identified data for research or statistical analysis to enhance the quality and reliability of our services and software tools.
5. Career Scout Platform Users
Career Scout is our proprietary SaaS platform used for recruitment, candidate engagement, and assessment. We collect and manage platform data including account credentials, usage history, and application-related details. If you register for or use our SaaS product Career Scout, we may collect user-specific data including:
- Account credentials and usage logs
- Responses to assessments or application forms
- Client-specific hiring or role data
All data stored via Career Scout is:
- Hosted securely and encrypted
- Accessible only by authorised users
- Used solely for permitted recruitment, selection, and business purposes
Use of Career Scout is also governed by our Terms of Use and Data Protection Agreement, which are available in the platform or upon request.
6. Cookies and Website Analytics
Our websites and platforms may use cookies and similar technologies to:
- Enhance functionality and personalisation
- Monitor traffic via analytics platforms such as Google Analytics
- Personalise content and remember user preferences
You may choose to disable cookies in your browser settings, though this may impact your experience with some features.
7. Third-Party Disclosure
We may disclose your information to trusted third parties where necessary, including:
- Clients seeking to hire candidates or in relation to a recruitment process
- Technology providers supporting our platforms
- Background screening vendors or authorities
- Service providers handling secure cloud storage, communications, and analytics
- Legal or regulatory authorities if required by law
All third parties are bound by contractual obligations to protect your data and to comply with privacy and confidentiality laws.
8. Overseas Data Storage
Some of our service providers may store or process data on servers located outside Australia. We take reasonable steps to ensure any overseas recipients comply with Australian privacy laws or equivalent standards.
9. Data Security
We take all reasonable steps to protect your personal data from misuse, interference, loss, or unauthorised access. We implement robust security measures, including:
- Password-protected databases and secure servers (including those powering Career Scout)
- Controlled access to physical and digital records
- Confidentiality agreements with all personnel
- Secure destruction or de-identification of records when no longer required
In the event of a data breach, affected individuals will be notified in accordance with Notifiable Data Breach (NDB) obligations.
10. Data Retention
We retain personal information only for as long as it is required for the purposes it was collected, or as required by law. When no longer needed, the information will be securely destroyed or de-identified.
11. Accessing and Updating Your Information
Under the Freedom of Information Act 1982, individuals can request access to their personal information by writing to us via the contact details below. This may includes, but is not limited to, reference information and psychometric assessment data.
Requests will be acknowledged within 14 business days and completed within 30 business days, where reasonable and compliant with legislation. Note: Some assessment or psychometric results may only be disclosed after the completion of a selection process or in summary form. Learn more at https://www.oaic.gov.au.
To support accurate and compliant service delivery, individuals’ obligations include:
- Provide correct and current information
- Notify us if employment status changes
- Avoid applying for roles directly or via other agencies when referred by us
- Disclose criminal or professional disqualifications
- Disclose any medical or psychological conditions that may affect employment suitability
12. Your Rights and Responsibilities
To support the integrity of our services, individuals engaging with us agree to:
- Provide accurate and current information
- Inform us promptly of changes to contact details or employment status
- Avoid dual representation by other agencies when referred to a client by us
- Disclose any criminal history, legal restrictions, or health conditions that may impact employment suitability
You may opt out of marketing communications at any time using the unsubscribe link or by contacting us directly.
By engaging with us, you consent to the collection and use of your personal information as outlined in this policy. You may opt out of non-essential communications at any time via the unsubscribe function or by contacting us.
13. Policy Updates
This Privacy Policy may be updated occasionally. The latest version will always be available on our website, with the date of the most recent revision clearly noted. We recommend checking this page periodically for changes.
14. Contact Us
If you have any questions, concerns, or complaints regarding your privacy or how we handle your personal information, please contact:
Email:
Website: www.careerscout.com.au/contact
You may also contact the Office of the Australian Information Commissioner (OAIC) for more support:
Website: www.oaic.gov.au
Phone: 1300 363 992
Email: