Privacy Policy

OUR PRIVACY POLICY (August 2024)

  1. Y Careers Privacy Commitment 

    1. Y Careers cares about protecting your privacy and is required by law to comply with  the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs). We take  our privacy obligations seriously and this Policy outlines our privacy practices. 
    2. It explains how:
      1. We collect, manage, use, store and secure your personal information;
      2. You may access and request correction of any record containing your personal information;

      3. You may make a complaint about a breach of privacy.

         

  2. Scope

    1. This Policy applies to our staff, contractors and suppliers who handle personal  information collected by Y Careers.
    2. It applies to personal information for individuals that are external to us, such as  visitors, clients and suppliers. 

    3. If personal information is collected during an application, recruitment or other  assessment process and you subsequently become an employee of Y Careers. Y Careers handling of such personal information may no longer be governed by the  Privacy Laws and in such circumstances, this policy may no longer apply to you. 

       

  3. Personal information we collect and hold

    1. We collect, hold and use personal information only for the primary purposes for which  it was collected, unless you have otherwise consented to collection and use for a  secondary purpose.  
    2. We will only collect information about you, with your consent, that is  reasonably  necessary for our services, functions or activities. This may include: 
      1. your name, address, contact details for clients and suppliers;
      2. information associated with web browsing, email, text messaging, phone calls or other electronic interaction with you including your phone number and user name;
      3. your image, video and sound recordings.
    3. Generally, personal information will be collected from you directly when you complete  an application form for employment or, or submit your resume, either online or in hard  copy, attend an interview, or otherwise provide us with personal information in person  or via telephone, email, post or other means, whether at Y Careers request, or at  your own initiative.  Which may include:
      1. other information relevant to the purpose of providing employment, for example, services, education qualifications, employment history; information about your work rights and your eligibility to work within Australia which may include details, copies or presentation of the originals of any applicable visa, passport, birth or citizenship certificate, or other relevant documentation;  
      2. where necessary, sensitive information gender, age, date of birth, health, racial or ethnic origin, information about your health, medical history or specific condition, criminal record; any results of relevant tests in which you participate including but not limited to testing carried out on Y Careers behalf or by other providers;   
      3. opinions of others about your work performance (whether true or not);  
      4. survey and questionnaire responses (other than anonymous surveys).

    4. Your Personal information may also be collected from a source* other than you when:  

      1. you apply or send your resume through a third party website;  
      2. we undertake reference checks by inquiring with, or we otherwise receive references or performance feedback (whether negative or positive) from, any of your former or current employers, work colleagues, professional associations or registration bodies (reference checks are only undertaken with your consent);  
      3. we receive results of any medical tests or criminal history checks, (which are only undertaken with your consent);  
      4. we receive results from any competency tests in which you participate;  
      5. we receive results from any other online process or testing including but not limited to assessments, induction courses and background checks carried out by Y Careers, or other provider on Y Careers behalf;  
      6. we undertake a check using an external agency to assess your eligibility to work within Australia. 

      *There may be other occasions when Y Careers collects your personal information from other sources such as an information services provider, your employer or ex-employer or a publicly maintained record, including records publicly available through social media. Generally, Y Careers will only collect your personal information from sources other than you if it is unreasonable or impracticable to collect your personal information from you.  
       

    5. Y Careers may also collect, hold, use or disclose your personal information for:  
      1. administrative and business management purposes;  
      2. marketing purposes and to identify and inform you of products, services and training courses that may be of interest to you;  
      3. its own internal recruitment processes; and/or  
      4. any other legal requirement.  
    6. Where Y Careers collects, holds, uses and discloses your personal information where  it is reasonably necessary for the purposes of recruitment, work placement services,  apprentice and training services, education and contracting services. This may  include using and disclosing your personal information to facilitate, or otherwise in  connection with:  
      1. your being offered a position as an apprentice or trainee of Y Careers;  
      2. you being offered employment or an engagement with a client of Y Careers;  
      3. your actual or potential work placements with clients of Y Careers;  
      4. undertaking performance appraisals in relation to your former or current work placements with clients of Y Careers;  
      5. any test, assessments or checks (including medical tests and assessments and criminal record checks) that you might be required to undergo for the purposes of assessing your suitability for a potential work placement or task with a client of Y Careers;  
      6. identifying, assessing or facilitating your training needs;  
      7. any necessary workplace rehabilitation during, or for the purposes of, a current or future work placement with a client of Y Careers in accordance with applicable legislation;  
      8. the management of any complaint, investigation or inquiry in which you are involved during a work placement with a client of Y Careers; or  
      9. any insurance claim or proposal in which Y Careers is involved by virtue of your current or previous work placements with a client of Y Careers 
    7. You are under no obligation to provide your personal information to Y Careers.  However, without certain information from you, or where information provided is  inaccurate or irrelevant, Y Careers may not be able to provide its services to you, or  may be limited in its ability to provide its services to you.  
       

  4. How we Manage Your Personal Information:  

    1. 4.1 Y Careers holds personal information in both hard copy and electronic forms in  secure databases on secure premises, accessible only by authorised staff.  
    2. Y Careers takes all reasonable steps to ensure personal information it holds is  protected against misuse, interference and loss and from unauthorised access,  modification or disclosure. 
    3. Y Careers will securely destroy or de-identify personal information in circumstances  where it is no longer required, unless Y Careers is otherwise required or authorised by  law to retain the information.  
    4. We will: 
      1. take all reasonable steps to ensure we are open and transparent about the way we manage your personal information;
      2. establish reporting channels to receive privacy inquiries from you and for reports of privacy breaches to be received and acted upon;
      3. conduct risk assessment for all new and significant business projects which consider privacy impacts; 
      4. where appropriate, provide an option for you to use a pseudonym or otherwise be anonymous unless it is impermissible, impractical or inhibits the adequacy or quality of service provided to you; 
      5. oversee privacy governance processes, ensure compliance with the APPs and report on privacy issues to our Executive Management and the Board;
      6. provide relevant work training and privacy awareness on how the APPs apply to us and how they are reflected in privacy practices, procedures and systems;
      7. periodically review this Policy as well as the privacy practices, procedures and systems across our organisation to ensure that they remain appropriate to the changing environment we operate in and will notify you by, informing you in our regular communications or posting an updated version of this Policy on our websites.
         

  5. Personal Information Disclosed to a Third Party:  

    1. We will not disclose your personal information to other external organisations except: 
      1. as required by law;
      2. where we have your consent to do so through your acceptance of this Policy and the  disclosure relates to the services we provide to you;
      3. for a purpose permitted by this Policy; or 
      4. if you request us to do so.
    2. Y Careers will only disclose personal information about you for the purposes of  recruitment or employment (e.g. for example, recruiting you to specific positions or  for work placement services). This may include disclosing your personal information to:  
      1. clients of Y Careers who may be your potential or actual employer, or with whom you may be placed on a work placement;  
      2. your referees;  
      3. other divisions and departments within Y Careers, for the purpose of recommending and facilitating courses or programs through which you can upgrade your skills and undertake further training;  
      4. Y Careers insurers;  
      5. a professional association or registration body if relevant to the provision of Y Careers services or otherwise with your consent;  
      6. a workers compensation body in accordance with applicable legislation; Y Careers contractors and suppliers including external providers of on-line training and induction i.e. mandatory on-line health and safety induction and background checking agencies, and IT contractors and database designers;  
      7. a federally registered Job Services Provider, for the purpose of confirming hours of work and hourly rate of pay;  
      8. Y Careers professional advisors;  
      9. any other entity, with your consent, or to whom disclosure is required or authorised by law; and/or  
      10. any other third parties engaged to perform administrative or other services. This disclosure is always on a confidential basis or otherwise in accordance with law. 
         

  6. Direct Marketing: 

    1.  From time to time we may send you direct marketing communications and information  about products or services offered by us and our partners, which we think may be of  interest to you. This includes information about our education programs and events. 
      These communications may be sent in various forms including by email, text, social  media, instant messaging and other electronic messaging in accordance with  applicable marketing laws, such as the Spam Act 2003 (Cth).
    2. Y Careers may use personal information (other than sensitive information) about an  individual for direct marketing if Y Careers collected the information from the  individual and:
      1. the individual would reasonably expect Y Careers to use or disclose the information for direct marketing;
      2. Y Careers has provided a simple means so that the individual can easily request not to receive direct marketing communications from Y Careers; and
      3. The individual has not made a request to the Foundation to not receive direct marketing communications from Y Careers.
    3. If you do not wish to receive such communications, you can opt-out via the  unsubscribe mechanism contained in a marketing communication to you.  
       

  7. Accessing and Correcting Your Personal Information:  

    1. Y Careers takes steps reasonable in the circumstances to ensure personal information  it holds is accurate, up-to-date, complete, relevant and not misleading. Under the  Privacy Act, you have a right to access and seek correction of your  personal  information that is collected and held by Y Careers. If at any time you would like to  access or correct the personal information that Y Careers holds about you, or you  would like more information on Y Careers approach to privacy, please contact Y  Careers via privacyofficer@ycareers.org.au  
    2. To ensure that we can assist with your request, Y Careers requests that you be  reasonably specific about the information you require. You will be required to provide  proof of  identity. This requirement is necessary to ensure that personal information is  provided only to the correct individuals and that the privacy of others is protected.
    3. Y Careers will endeavor to respond to your request to access or correct your personal  information within 30 days from your request.
    4. If Y Careers refuses your request to access or correct your personal information, Y  Careers will provide you with written reasons for the refusal and details of complaint  mechanisms. Y
    5.  Careers will also take steps reasonable in the circumstance to provide you with  access in a manner that meets your needs and the needs of Y Careers.
       

  8. Complaints Process  

    1. Please direct all privacy complaints to: privacyofficer@ycareers.org.au
    2. At all times, privacy complaints: 
      • will be treated seriously;  
      • will be dealt with as promptly as reasonably possible;  
      • will be dealt with in a confidential manner; and  
      • will not affect your existing obligations, or impact any arrangements between you and Y Careers.

 

Definitions 

  • “Personal Information” means information or an opinion about an identified individual
    • whether the information of opinion is true or not, and
    • whether the information of opinion is recorded in a material form or not.
       
  • “Sensitive data” includes:
    • Personal data revealing racial or ethnic origin;
    • Personal data revealing political opinions;
    • Personal data revealing religious or philosophical belief;
    • Personal data regarding an individual’s criminal convictions or record.

Document Control

A review of this guideline will be undertaken annually, or prior as required by law, in consultation with appropriate Y personnel.