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Privacy Agreement 

Privacy
This statement summarises how Intelematics collects, uses and manages your personal information provided during the recruitment process.
 
Purpose
The purpose of employee personnel records is to maintain current employee information for business and employment related purposes, or where authorised or required by law. The personal information in these files relates to the employee and may include:
  • Application(s) for employment including the employee's résumé(s), statement(s) addressing the criteria and referee reports
  • Written tasks undertaken by the employee during the selection process
  • Notes from the selection committee during the selection process
  • The employee's employment contract, and other records relating to their terms and conditions of employment
  • Details of financial and other personal interests supplied by some employees and their immediate family members for the purpose of managing perceived or potential conflicts of interest
  • A national criminal check which covers criminal history information recorded by Australian State and Territory Policy Forces
  • A personal name search of the civil debt databases
  • An Australian Security Investment Commission (ASIC) personal name search
  • Proof of Australian citizenship
  • Certified copies of academic qualifications
  • Records relating to the employee's salary, benefits and leave
  • Medical certificates or health related information supplied by an employee or their medical practitioner
  • Contact details of employees and their emergency contact
  • Taxation details
  • Superannuation contributions
  • Information relating to the employee's training and development
  • Information relating to the employee’s Performance Plan and Review process
The purpose of keeping records on candidates for employment ("applicant files") is to allow us to assess the suitability of candidates for employment with Intelematics. Information that we hold may include:
  • Application(s) for employment including the employee's cover letter(s), résumé(s), statement(s) addressing the criteria and referee reports
  • Written tasks undertaken by the employee during the selection process
  • Notes from the selection panel during the selection process
  • Contact details.
  • Intelematics may also keep applicant files for a period of 6 months to cover situations where the position is not successfully filled initially. With your consent, your application may be held for future vacancies (eligibility lists).
Collection
Intelematics generally collect personal information directly from employees and applicants but may also collect personal information from intermediaries such as recruitment agents and personnel providers.

Intelematics may also collect personal information about employees and applicants from third parties when it is relevant to the selection process.


Use and disclosure

Personal information in personnel files is only used for the purpose of maintaining current employee data and information for business and employment related purposes.

We only use personal information in applicant files for the purpose of assessing and processing applications for employment and other employment related matters such as future promotion or training requirements.

We do not give personal information held in these files to other agencies, organisations or anyone else without consent unless the individual would reasonably expect, or has been told, that information of that kind is usually passed to those agencies, organisations or individuals, or the disclosure is otherwise required or authorised by law.


Data quality

Intelematics maintain and update personal information in our personnel and applicant files as necessary, or when we are advised by individuals that their personal information has changed.


Data security

Intelematics will take all reasonable steps to ensure that all personnel or application files in its possession or control are protected against loss, unauthorised access, misuse, disclosure or modification and that only authorised employees have access to such material.

Personnel files are stored in locked cabinets in paper form. Previous employee files are archived in boxes and stored in a locked compactus. Personal information relating to payroll is stored in a secure database or in a locked cabinet.

Employee payroll related files are filed and stored on password protected electronic media or in a locked and secure cabinet. These employee payroll files are stored for 7 years and then destroyed in a secure manner or deleted in accordance with the Australian Taxation Office (ATO).

The following staff members have access to personnel and applicant files on a need to know basis:

  • Senior Management Team
  • Payroll, Accounting and HR

Declaration

I confirm that the information provided by me in this form is accurate and complete and I understand that if I provide false, misleading or incomplete information, it may result in a decision not to employ me, or if already employed, may lead to disciplinary action against me which could include termination of my employment. I also agree to the collection, use and disclosure of my personal information for the purposes outlined above.