Privacy Policy.

1. What we collect

Depending on your relationship with HPI, we may collect:

• identity and contact details;
• résumés, employment history, qualifications, skills and references;
• professional registration, licences, work rights and availability;
• screening and compliance information, such as police, NDIS Worker Screening, Working with Children and aged-care-related checks;
• information about employers, vacancies, workplaces, workforce needs, enquiries, contracts and service interactions;
• feedback, complaints, incidents and communications with us; and
• technical information generated when you use our website, such as device, browser, IP address and basic usage or security records.

Some information may be sensitive information under Australian privacy law, including health information, professional or criminal-record information, or information about racial or ethnic origin. We collect sensitive information only where it is reasonably necessary for our functions and with consent, or where another lawful basis applies.

Please submit only the information requested. When initially uploading a résumé, do not include identity documents, police checks, banking details or unnecessary health information.

2. How we collect information

We usually collect information directly from you through website forms, résumé uploads, email, telephone, interviews, applications and service delivery. With your authority, or where otherwise permitted, we may also collect information from referees, employers, professional registers, screening services, education providers, government bodies, migration or recruitment partners and community-service partners.

If you provide personal information about another person, you should have authority to do so and make them aware of this policy where appropriate.

3. Why we use it

We may use personal information to:

• respond to enquiries and workforce requests;
• assess applications, suitability, readiness and role requirements;
• verify credentials, screening, registration and work rights;
• match and present candidates for potential opportunities with their knowledge or consent;
• coordinate mobilisation, placement support and retention activity;
• manage client, candidate and partner relationships;
• handle feedback, complaints, incidents, safety and safeguarding;
• meet legal, regulatory, insurance, audit and contractual obligations;
• protect our systems, people and services from misuse or fraud; and
• improve our services using aggregated or de-identified information.

We do not sell personal information. We will not use your information for an unrelated purpose unless you consent or the use is otherwise permitted or required by law.

4. When we disclose information

Where reasonably necessary for the purposes above, we may disclose relevant information to prospective or current employers and host organisations; referees and credential-verification bodies; screening providers; professional, regulatory or government authorities; insurers and professional advisers; and contracted technology, storage, communications and service providers.

We disclose only information reasonably required for the relevant purpose. Candidate information is not presented to a prospective employer without appropriate authority, except where disclosure is authorised or required by law.

Where community engagement or settlement support forms part of an agreed programme, relevant information may be shared with the Multicultural Communities Support Centre (MCCSC) or another authorised partner under an appropriate arrangement and only for the agreed purpose.

5. Overseas handling

HPI may communicate with candidates, referees, service providers or authorised partners located outside Australia. Some technology and cloud-service providers may also process or store information using infrastructure in Australia and overseas, including the United States. Other countries may be relevant where an applicant, referee or authorised partner is located.

Before disclosing personal information to an overseas recipient, HPI will take reasonable steps required by Australian privacy law, where applicable. You may contact us for current information about likely overseas locations relevant to your circumstances.

6. Security and retention

We take reasonable administrative, technical and physical steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Measures may include access controls, secure storage, role-based permissions, logging, staff responsibilities and controlled deletion.

No internet transmission or storage system is completely secure. Please do not send identity, financial, police-check or other highly sensitive documents through general email or the initial résumé-upload form unless HPI has specifically requested them through an approved channel.

We retain personal information only for as long as reasonably needed for the purpose collected, to maintain appropriate business and compliance records, or as required by law, contract, insurance or dispute-management needs. When information is no longer required, we take reasonable steps to destroy or de-identify it.

7. Access and correction

You may request access to personal information HPI holds about you or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. Contact us using the details below. We may need to verify your identity and may refuse or limit a request where Australian law allows or requires us to do so. If that occurs, we will ordinarily explain the reason and available complaint options.

8. Direct marketing and website use

We may send relevant service or opportunity communications where you have consented or where otherwise permitted. You can unsubscribe from marketing communications at any time. Operational communications about an active application, workforce request or service are not marketing.

Our website may use essential technical storage, security tools and limited analytics. Third-party links are governed by the privacy practices of those third parties.

9. Privacy enquiries and complaints

Contact our Privacy Officer if you have a question, want to request access or correction, or believe your information has not been handled appropriately. Please provide enough detail for us to investigate. We aim to acknowledge privacy concerns within two business days and provide an outcome within 10 business days, or explain why more time is needed.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

10. Updates to this policy

We may update this policy when our services, systems or legal obligations change. The current version will be published here with its effective date. Material changes will be communicated where reasonably appropriate.