Our Privacy Policy

Introduction​

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Boutique Recruitment Pty Ltd, ABN 79 681 575 959, operating under the Boutique Consultancy brand (“Boutique”, “we”, “us” or “our”), is a Sydney-based recruitment consultancy providing permanent, temporary, interim and contract recruitment services.

Boutique respects the privacy of candidates, contractors, clients, referees, suppliers, website visitors and other individuals whose personal information we handle.

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What this Privacy Policy explains:

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• the kinds of personal information we collect and hold; 

• how we collect, use, hold and disclose personal information; 

• how individuals can access or correct their personal information; 

• how privacy concerns and complaints may be raised; 

• whether personal information is likely to be disclosed overseas; and 

• how we protect and retain personal information. 

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We are committed to handling personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles, where they apply. We also comply with other privacy and information-handling laws that apply to particular information or activities, including the Privacy (Tax File Number) Rule 2015 and applicable NSW health-information requirements.

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Who this policy applies to
 

This policy applies to personal information we collect about:

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• candidates, prospective candidates and job applicants; 

• temporary workers, contractors and other individuals engaged through Boutique; 

• referees and emergency contacts; 

• clients, prospective clients and their employees or representatives; 

• suppliers, professional advisers and other business contacts; 

• individuals who contact us, attend our events or subscribe to our communications; 

• visitors to our website and users of our online forms; and 

• current and former employees, except where an employee-record exemption or separate workplace policy applies. 

 

What is personal information?

 

“Personal information” generally means information or an opinion about an identified individual, or an individual who is reasonably identifiable.

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“Sensitive information” is a category of personal information that may include health information, disability information, racial or ethnic origin, religious beliefs, sexual orientation, trade union or professional association membership, criminal-record information and certain biometric information.

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Sensitive information receives a higher level of protection. We only collect sensitive information where it is reasonably necessary for our activities and where the individual has consented, unless collection is otherwise permitted or required by law.

4. Personal information we collect

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The information we collect depends on the individual’s relationship with Boutique.

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a) Candidates and prospective candidates

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We may collect:

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• name, address, email address and telephone number; 

• résumé, curriculum vitae, cover letter and application information; 

• employment history, job titles, responsibilities and achievements; 

• education, qualifications, licences, professional memberships and training; 

• skills, experience, language abilities and technical competencies; 

• salary, remuneration expectations and employment preferences; 

• preferred location, working arrangements, availability, notice period and upcoming leave; 

• information about current or previous employers; 

• professional profiles and information available through job boards or professional networking platforms; 

• interview notes, consultant assessments, candidate profiles and suitability assessments; 

• records of roles discussed, applications made and interviews attended; 

• client comments and feedback relating to an application or interview; 

• referee details and information obtained through reference checks; 

• work rights, citizenship or visa information where relevant; 

• proof of identity where required for a placement, assignment, check or legal obligation; 

• information relating to police checks, background checks, qualification checks or other pre-employment screening; 

• information about reasonable workplace adjustments, health, disability or medical circumstances where relevant and voluntarily provided or lawfully requested; 

• workers’ compensation or workplace incident information where relevant; 

• communications with Boutique, including emails, messages and telephone notes; 

• consent records and communication preferences; and 

• any other information reasonably necessary to provide recruitment or career-related services. 

 

We do not generally require candidates to provide tax file numbers, bank details or superannuation information during the initial recruitment process. This information will ordinarily only be collected when it becomes necessary to employ, pay or administer a temporary worker, contractor or employee.

 

b) Temporary workers and contractors

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Where Boutique employs, engages, administers or pays a temporary worker or contractor, we may also collect:

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• date of birth and proof of identity; 

• residential address and emergency-contact information; 

• bank-account details; 

• tax file number and taxation declarations; 

• superannuation details; 

• timesheets, attendance and assignment records; 

• pay rates, allowances, expenses and payroll information; 

• leave and absence information; 

• workplace health and safety information; 

• insurance and workers’ compensation information; 

• performance, conduct and assignment feedback; and 

• information required to comply with taxation, superannuation, immigration, workplace relations, insurance and other legal obligations. 

 

c) Referees

 

We may collect:

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• name, title and contact details; 

• relationship to the candidate; 

• current and former employer information; 

• opinions about the candidate’s employment, performance, skills and conduct; and 

• records of reference discussions and confirmations. 

 

d) Clients and business contacts

 

We may collect:

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• name, position, organisation and business contact details; 

• recruitment requirements, job descriptions and hiring preferences; 

• information about organisational structure, employees and reporting relationships; 

• records of meetings, calls, emails and other communications; 

• feedback about candidates, interviews and placements; 

• contracts, terms of business, invoices and payment information; 

• information about workplace arrangements, access requirements and assignment conditions; 

• marketing and communication preferences; and 

• information necessary to manage our commercial relationship. 

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e) Website visitors

 

When an individual visits our website or uses an online form, we may collect:

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• name, email address, telephone number and company; 

• information included in an enquiry or uploaded document; 

• internet protocol address; 

• browser, device and operating-system information; 

• pages viewed, links selected and time spent on the website; 

• referral source and approximate location; 

• cookie identifiers and website analytics information; and 

• records of consent and communication preferences. 

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How we collect personal information

 

We generally collect personal information directly from the individual, including when the individual:
 

• submits a résumé or job application; 

• registers as a candidate; 

• completes an online form; 

• communicates with us by telephone, email, video call, social media or messaging service; 

• attends an interview, meeting or event; 

• provides information for an assignment, placement or payroll purpose; 

• subscribes to job alerts, market updates or other communications; or 

• otherwise deals with Boutique. 

 

We may also collect information from third parties, including:

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• referees and former employers; 

• current or prospective clients; 

• people who refer a candidate to us; 

• job boards and recruitment platforms; 

• professional networking websites; 

• publicly available sources; 

• background-check, qualification-check and identity-verification providers; 

• migration, payroll, insurance or workplace service providers; 

• government agencies and regulatory bodies where permitted; and 

• other recruitment agencies or service providers where the individual has authorised the collection. 

 

Information being publicly available does not mean that it may be collected or used for any purpose. We will only collect information from public sources where it is reasonably necessary for our recruitment or business activities and it is lawful and fair to do so.

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Unsolicited information
 

Boutique may receive personal information that it did not request, including unsolicited résumés, referrals and candidate information.
 

Where this occurs, we will determine whether we could lawfully have collected the information. If the information is not reasonably necessary for our functions or cannot lawfully be retained, we will take reasonable steps to destroy or de-identify it, subject to any legal requirement to retain it.

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Anonymity and pseudonyms
 

Individuals may make a general enquiry without identifying themselves, or by using a pseudonym, where this is lawful and practicable. However, Boutique will generally need an individual’s correct identity to:

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• assess their suitability for employment; 

• verify qualifications, experience or work rights; 

• conduct reference or background checks; 

• introduce or represent them to a prospective employer; 

• arrange interviews or placements; 

• enter into an employment or contracting arrangement; 

• process payroll and superannuation; or 

• comply with legal obligations. 

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Why we collect, use and disclose personal information

 

We may collect, hold, use and disclose personal information to:
 

• provide recruitment, executive search and employment-related services; 

• assess a candidate’s experience, qualifications and suitability; 

• identify and discuss suitable employment opportunities; 

• prepare candidate profiles and shortlists; 

• introduce candidates to prospective employers; 

• arrange and administer interviews; 

• obtain and provide feedback; 

• conduct reference, identity, qualification, work-right and background checks; 

• manage permanent placements, temporary assignments and contract engagements; 

• process timesheets, payroll, taxation, superannuation and expenses; 

• provide career advice, salary information and market updates; 

• understand and respond to client recruitment requirements; 

• establish and manage client and supplier relationships; 

• communicate about current and future opportunities; 

• administer our website, systems and online services; 

• improve our recruitment processes and services; 

• manage risk, security, insurance and workplace safety; 

• prevent or investigate fraud, misconduct or unlawful activity; 

• establish, exercise or defend legal claims; 

• meet taxation, superannuation, immigration, employment, workplace, regulatory and other legal obligations; and 

• conduct ordinary business administration, auditing, reporting and record keeping. 

 

Where we wish to use personal information for a materially different purpose, we will seek consent or ensure the use is otherwise authorised by law.

 

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Candidate introductions and consent

 

Boutique will ordinarily obtain a candidate’s permission before sending their résumé, candidate profile or other identifying information to a prospective employer.

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Permission may be obtained verbally, electronically or in writing and may relate to a particular role, client or agreed search process.

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Candidates may withdraw their permission before information is disclosed. Withdrawal cannot reverse a disclosure that has already been made lawfully, although Boutique will take reasonable steps to respect the candidate’s updated instructions in relation to future disclosures.

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We will generally obtain the candidate’s permission before contacting referees or arranging background, police, qualification or other pre-employment checks, unless the collection or check is otherwise authorised or required by law.

 

Sensitive information

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Boutique may occasionally need to collect sensitive information, such as information relating to:

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• health, disability or workplace adjustments; 

• medical restrictions relevant to safely performing a role; 

• workers’ compensation matters; 

• criminal history or police checks; 

• professional or trade association membership; 

• racial or ethnic origin where voluntarily provided for a lawful diversity initiative; or 

• other sensitive circumstances relevant to a placement or legal requirement. 

 

We will only collect sensitive information where it is reasonably necessary and the individual has consented, unless an exception under applicable law permits or requires collection without consent.

Providing sensitive information is generally voluntary unless it is required for a particular role, workplace-safety requirement or legal obligation.

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Government identifiers

 

Boutique may collect government-related identifiers such as passport details, visa information, driver-licence details, tax file numbers or other identity information where necessary.

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We will only collect, use and disclose government identifiers where permitted by law. We will not ordinarily use a government identifier as our own internal candidate or client identification number.

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Tax file numbers will only be collected and handled for lawful taxation, payroll or superannuation purposes.

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Who we may disclose personal information to

 

Depending on the circumstances, Boutique may disclose personal information to:
 

• prospective and current employers or clients; 

• authorised client representatives and interview participants; 

• referees and former employers; 

• background-check, police-check, qualification-check and identity-verification providers; 

• migration, work-right and visa-check providers; 

• payroll, taxation, superannuation and accounting providers; 

• workers’ compensation and insurance providers; 

• occupational health, medical or workplace-safety providers where appropriate; 

• job boards, recruitment platforms and professional networking services; 

• applicant-tracking, candidate-management and customer-relationship-management providers; 

• cloud storage, email, telecommunications, website-hosting and information-technology providers; 

• document-management, electronic-signature and records-storage providers; 

• professional advisers, including lawyers, accountants, auditors and insurers; 

• government departments, courts, tribunals, regulators and law-enforcement bodies where authorised or required; 

• a purchaser, successor or adviser involved in a proposed sale, restructure or transfer of Boutique’s business; and 

• any other person authorised by the individual or permitted by law. 

 

Boutique does not sell or rent candidate databases or personal information to unrelated organisations for their own marketing purposes.

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Overseas disclosures and storage

 

Boutique undertakes recruitment activities across Australia and the broader APAC region. Where relevant to an authorised recruitment search, personal information may be disclosed to prospective employers, clients or service providers located outside Australia. Countries in which recipients may be located include:
 

• New Zealand; 

• Singapore; 

• Hong Kong; 

• Japan; 

• the United Kingdom; 

• the United States; and 

• other countries in the APAC region relevant to a candidate search, client engagement or technology provider. 

 

Some of our technology, cloud, communications, website, recruitment or data-storage providers may process or store information outside Australia. The exact countries may depend on the systems and providers used by Boutique.

Before disclosing personal information overseas, Boutique will take reasonable steps required by applicable privacy law to ensure that the recipient handles the information appropriately. In some circumstances, we may seek informed consent to an overseas disclosure or rely on another legally available exception.

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A candidate will be informed where a particular opportunity involves disclosure to an overseas client or prospective employer.

 

Technology-assisted recruitment and automated decisions

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Boutique uses recruitment and business software to organise, search, manage and communicate information about candidates and employment opportunities.
 

Boutique may use technology-assisted tools to:
 

• search candidate records; 

• identify possible skills or experience matches; 

• organise applications; 

• summarise information; 

• remove duplicate records; 

• schedule communications; or 

• support a consultant’s assessment of a candidate or role. 

 

The following must be confirmed before publication:

 

Boutique uses computer programs, artificial intelligence or automated screening tools to make, recommend or substantially assist with decisions that could significantly affect a candidate’s interests.

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Where such technology is used, this policy will identify:
 

• the kinds of personal information used by the program; 

• the kinds of decisions made or supported by the program; 

• the role of human review in those decisions; and 

• how an individual may request further information or raise a concern. 
   

Unless expressly disclosed otherwise, final decisions about whether Boutique introduces or recommends a candidate to a client are made or reviewed by an experienced recruitment consultant.
 

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Website cookies and analytics

 

Our website may use cookies and similar technologies to operate the website, remember preferences, understand website usage and improve our services.

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Cookies may collect device, browser, usage and approximate-location information. Some cookies may be placed by third-party website, analytics, security, embedded-content or social-media providers.

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Individuals may be able to block or delete cookies through their browser settings. Disabling some cookies may affect website functionality.

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The website’s actual cookie, analytics and tracking providers should be identified in a separate cookie notice or within this policy.

 

Direct marketing, job alerts and communications

 

Boutique may use contact information to send:
 

• suitable employment opportunities; 

• candidate or client updates; 

• salary and employment-market information; 

• invitations and business updates; 

• newsletters; and 

• information about our recruitment services. 

 

We will only send electronic marketing communications where permitted by law.

Individuals may opt out at any time by:
 

• using the unsubscribe option in an electronic communication; 

• replying and asking to be removed; 

• contacting the consultant responsible for their account; or 

• contacting our Founder/Privacy Officer. 

Opting out of marketing will not prevent Boutique from sending communications that are reasonably necessary to manage an active application, placement, assignment, contract or client engagement.

 

Data quality

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Boutique takes reasonable steps to ensure that personal information is accurate, current, complete and relevant for the purpose for which it is used.

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Candidates and clients are encouraged to advise us when their information changes, including changes to contact details, employment, availability, work rights or recruitment requirements.


Security

Boutique takes reasonable technical, organisational and physical steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.
 

Depending on the system and information involved, these measures may include:
 

• restricted and role-appropriate access; 

• password protection and multi-factor authentication; 

• secure cloud-based systems; 

• device and network security; 

• confidentiality requirements; 

• staff privacy and information-security training; 

• secure document transfer; 

• backups and business-continuity arrangements; 

• service-provider due diligence; 

• secure disposal and deletion procedures; and 

• data-breach response processes. 

 

No electronic system or method of transmission is completely secure. Boutique regularly reviews its practices and responds to identified risks.

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Data breaches

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Boutique maintains processes for responding to suspected loss, unauthorised access or unauthorised disclosure of personal information.

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Where a data breach is likely to result in serious harm and notification is required by the Notifiable Data Breaches scheme or another applicable law, Boutique will notify affected individuals and the Office of the Australian Information Commissioner as required. 

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How long we retain information

 

Boutique retains personal information only for as long as it is reasonably required for:

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• the purpose for which it was collected; 

• future recruitment opportunities reasonably expected by the candidate; 

• maintaining client and candidate relationships; 

• administering a placement, temporary assignment or contract; 

• payroll, taxation, superannuation, insurance or employment compliance; 

• resolving complaints, disputes or legal claims; or 

• complying with legal and regulatory requirements. 

 

Candidate information may remain in our recruitment database so that we can consider the candidate for future opportunities. A candidate may ask us to stop contacting them or request deletion of information, subject to any lawful reason Boutique has to retain particular records.

 

When personal information is no longer reasonably required, Boutique will take reasonable steps to destroy it securely or permanently de-identify it.

 

Boutique may retain a limited record of an opt-out, deletion request, previous placement, consent or legal transaction where necessary to comply with the individual’s instructions or meet a legal obligation.

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Accessing personal information

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An individual may request access to personal information Boutique holds about them by contacting our Privacy Officer.

The request should provide enough information for us to identify the individual and the information being requested. We may ask for appropriate evidence of identity before providing access.

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Boutique will respond within a reasonable period. Access will generally be provided in the requested form where reasonable and practicable.

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There is no charge for making an access request. Boutique may charge a reasonable administrative cost for providing access where permitted, but any proposed charge will be explained in advance.

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Access may be limited or refused where permitted by law. Where access is refused, we will generally provide written reasons and information about available complaint options.

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Correcting personal information
 

An individual may ask Boutique to correct personal information that is inaccurate, out of date, incomplete, irrelevant or misleading.

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Where appropriate, and where reasonably requested, we may notify relevant third parties that previously received the incorrect information.

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If Boutique does not agree that information should be corrected, the individual may ask us to associate a statement with the record explaining their position, where required by law.

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Privacy complaints

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Privacy enquiries, concerns and complaints should be directed to our Privacy Officer using the details below.

Please include:

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• the individual’s name and contact details; 

• a description of the concern; 

• relevant dates, people or communications; and 

• the outcome being requested. 

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Boutique will acknowledge the complaint, investigate it fairly and respond within a reasonable period. We may contact the individual for further information.

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Where the individual is not satisfied with our response, they may be entitled to contact the Office of the Australian Information Commissioner. A complaint relating specifically to health information covered by NSW legislation may also be directed to the Information and Privacy Commission NSW, where applicable.

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Third-party websites

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Our website may contain links to job boards, professional networking platforms, client websites or other third-party services.

Boutique is not responsible for the privacy practices or content of third-party websites. Individuals should review the privacy information provided by those organisations before supplying personal information.

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Changes to this policy

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Boutique may update this Privacy Policy to reflect changes to:

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• our recruitment services; 

• the personal information we handle; 

• our systems and service providers; 

• our overseas activities; 

• legal requirements; or 

• privacy and security practices. 

 

The current version will be published on our website and will show its effective date. Where a change is significant, we may provide additional notice to affected individuals.

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Questions?

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If you have any questions or concerns about our privacy policy, please reach out:

Elizabeth Tregoning

 

Founder and Managing Director​

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0416 644 824 | elizabeth@boutiqueconsult.com.au