CH Recruitment Pty Ltd Privacy Policy

1. Who we are and when this Policy applies

CH Recruitment Pty Ltd, trading as CH Solutions ("CH Solutions", "we", "us" or "our"), is an Australian recruitment and talent business based in Melbourne, Victoria. We provide technology recruitment, talent advisory, events, community, mentoring, coaching, podcast and related services.

This Privacy Policy explains how we collect, hold, use and disclose personal information. It applies to personal information we handle through our website, recruitment activities, client engagements, the Sisterhood Club, mentoring programs, events, newsletters, podcast activities, coaching services, social media pages and other dealings with us.

We are committed to handling personal information in accordance with the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs). We also comply with the Spam Act 2003 (Cth) for commercial electronic messages.

2. Personal information we collect

The kinds of personal information we collect depend on your relationship with us.

2.1 Candidates and job seekers

• Contact and identity details, including name, email address, phone number, location, LinkedIn profile and other professional profile details.
• Career information, including your resume, employment history, education, qualifications, skills, certifications, portfolio or work samples, salary expectations, availability, work preferences and right-to-work information.
• Recruitment information, including interview notes, assessment outcomes, role preferences, referee details, reference feedback, client feedback, shortlisting decisions and placement records.
• Information needed to verify suitability for a role, such as professional registrations, qualifications, work rights, background checks and other pre-employment screening information where lawful and relevant.

2.2 Clients, employers, suppliers and business contacts

• Name, role title, business contact details, organisation, billing or invoicing details and communications with us.
• Information about hiring needs, role requirements, workplace context, candidate feedback and recruitment outcomes.
• Information needed to manage contracts, supplier relationships, partnerships, sponsorships, events and business development.

2.3 Community, events, mentoring, coaching and website users

• Information you provide when you register for events, join a waitlist, join the Sisterhood Club, participate in mentoring, request an information pack, subscribe to a newsletter, contact us or complete a form.
• Information about your interests, attendance, preferences, feedback, questions, survey responses and communications with us.
• Technical information from website use, including IP address, browser type, device information, pages visited, referring URLs and analytics data.

If you do not provide information we reasonably request, we may not be able to provide services to you, consider you for roles, introduce you to clients, register you for events or respond properly to your enquiry.

3. Sensitive information

Sensitive information includes information about health, disability, racial or ethnic origin, criminal record and similar matters. We only collect sensitive information where it is reasonably necessary for our functions or activities and:

• you have consented;
• the collection is required or authorised by law; or
• another exception under the Privacy Act applies.

In recruitment, sensitive information may include work rights or visa status, background or police-check results where applicable, health or medical information relevant to a role, accessibility or workplace adjustment information, diversity information you choose to provide, or information required for professional registration or compliance. We will not use sensitive information for a secondary purpose unless permitted by law or you have consented.

4. How we collect personal information

Wherever reasonable and practicable, we collect personal information directly from you. We may also collect personal information from:

• your resume, application, LinkedIn profile, website, portfolio, email, phone calls, forms and interviews;
• referees, former employers, clients, colleagues, professional associations, registration bodies and, where applicable, background-check providers;
• publicly available sources, including professional networking sites, company websites and public registers;
• event platforms, form providers, newsletter platforms, applicant tracking systems and other service providers we use; and
• website analytics tools and cookies.

If you provide us with personal information about another person, you must only do so where you have authority to provide it and have taken reasonable steps to ensure that person is aware of this Policy.

5. Why we collect, use and hold personal information

We collect, use and hold personal information for purposes connected with our business, including to:

• provide recruitment, search, placement, talent advisory and related services;
• assess candidate suitability, availability, skills, qualifications, work rights, preferences and interest in roles;
• introduce candidates to clients and clients to candidates, and manage interview, offer, placement and post-placement processes;
• conduct reference checks, verification checks and background checks where lawful, relevant and with consent where required;
• manage client relationships, supplier relationships, sponsorships, partnerships, billing, accounts and contracts;
• run the Sisterhood Club, mentoring, events, community initiatives, coaching programs and podcast activities;
• send role opportunities, newsletters, invitations, updates and other communications that may interest you;
• respond to enquiries, requests, feedback and complaints;
• operate, secure, personalise, analyse and improve our website and services;
• keep business records and comply with legal, regulatory, tax, accounting and audit obligations; and
• establish, exercise or defend legal rights or claims.

We may use de-identified or aggregated information for reporting, analytics, service improvement and business planning.

6. Who we disclose personal information to

We may disclose personal information to:

• clients, prospective employers and hiring managers in connection with actual or potential roles;
• candidates, referees, former employers, professional advisers and other people involved in a recruitment process;
• our employees, contractors, consultants and authorised representatives;
• service providers who help us operate our business, including applicant tracking, forms, website hosting, database, content management, email, analytics, event, marketing, file storage, background-check, accounting and professional services providers;
• professional associations, registration bodies, government agencies, regulators, law enforcement bodies, courts and tribunals where required or authorised by law;
• insurers, auditors, accountants, lawyers and other professional advisers;
• a purchaser or proposed purchaser of all or part of our business, subject to appropriate confidentiality arrangements; and
• any other person where you have consented or where disclosure is otherwise permitted by law.

We do not sell personal information. We will not send your resume or candidate profile to a client or prospective employer for a specific role without your consent.

7. Overseas disclosures

Some of our technology and service providers are located overseas or store information using overseas infrastructure. The countries may include the United States, countries in the European Union, the United Kingdom and other locations where our providers or their subprocessors operate.

Before disclosing personal information overseas, we take reasonable steps to ensure the recipient handles it consistently with the APPs or that another permitted basis for disclosure applies. These steps may include using reputable providers, reviewing privacy and security terms, entering contractual protections and limiting access to what is reasonably necessary.

These providers may include website hosting, cloud storage, form, applicant tracking, email, analytics, media, event, newsletter, security and other business operations providers.

8. Website, analytics and cookies

Our website may collect technical information through cookies, pixels, scripts, server logs and similar technologies. This can include IP address, device and browser details, pages viewed, time on page, referring pages and interactions with our website.

We use Google Analytics and similar analytics technologies to operate the site, improve performance, understand visitor behaviour, measure campaigns and protect the site. We may also embed or link to third-party form, recruitment, media, event or content services, which may collect information in accordance with their own privacy policies.

You can control cookies through your browser settings. If you block cookies or scripts, some website features may not work as intended.

9. Direct marketing

We may use your contact details to send you role opportunities, event invitations, newsletters, podcast updates, community updates, insights and information about services that may be relevant to you.

We will only send commercial electronic messages where permitted by the Spam Act 2003 (Cth). You can unsubscribe at any time by using the unsubscribe link in our emails or by contacting us. We will action unsubscribe requests within a reasonable time and keep limited suppression records so we do not contact you again by mistake.

10. Security and retention

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure. These steps may include:

• using reputable cloud, hosting, recruitment and business systems;
• access controls, password controls and multi-factor authentication where available;
• limiting access to people who need the information for their role;
• using secure transmission methods where appropriate;
• maintaining internal confidentiality expectations; and
• reviewing service provider privacy and security arrangements where appropriate.

We retain personal information for as long as it is reasonably needed for the purpose for which it was collected, for related business purposes, or as required by law. Recruitment records may be kept for a number of years so we can consider you for future roles, manage client and candidate relationships, deal with disputes and comply with record-keeping obligations. Newsletter information is kept until you unsubscribe or we no longer need it.

When personal information is no longer required, we take reasonable steps to destroy it or de-identify it, subject to our legal and operational obligations. No internet transmission or electronic storage method is completely secure, so we cannot guarantee absolute security.

11. Access, correction and complaints

You may request access to the personal information we hold about you. You may also ask us to correct information you believe is inaccurate, out of date, incomplete, irrelevant or misleading.

To make an access or correction request, contact us using the details below. We may need to verify your identity before responding. We will respond within a reasonable period. In some circumstances, we may refuse access or correction where the Privacy Act allows us to do so. If we refuse, we will explain why where it is reasonable to do so.

You may also ask us to remove you from our active candidate database or marketing lists. We will take reasonable steps to do so, subject to legal, client, dispute-resolution, audit and business record requirements.

If you have a privacy complaint, please contact us first so we can try to resolve it. Please include enough detail for us to understand the issue. We will acknowledge and investigate your complaint within a reasonable time.

• Email: info@ch.solutions
• Subject line: Privacy request

If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or by calling 1300 363 992.

12. Eligible data breaches

If we become aware of a data breach, we will assess it and respond in accordance with the Notifiable Data Breaches scheme under the Privacy Act. Where a breach is likely to result in serious harm, we will notify affected individuals and the OAIC as required.

13. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our business, technology, practices or legal obligations. The current version will be published on our website with the "Last Updated" date at the top.

14. Contact us

For privacy questions, access or correction requests, complaints, or requests to be removed from our active candidate or marketing lists, contact:

Email: info@ch.solutions

Subject line: Privacy request

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner at oaic.gov.au or by phone on 1300 363 992.

We do not charge a fee for considering a privacy complaint.