Underwood Executive Privacy Policy

National Privacy Principles
The National Privacy Principles (NPPs) established by the Privacy Act 1988 (Cth) apply to Underwood Executive Pty Ltd (‘we’, ‘our’, ‘us’). This Privacy Policy outlines how Underwood Executive Pty Ltd collects, uses, discloses and manages personal information in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth). Underwood Executive is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your personal information.

We only seek to collect personal information that is necessary for the proper performance of our tasks and functions. So far as is practicable, we may decline to collect unsolicited personal information from or about you and may take such measures as we think appropriate to purge it from our systems.

We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth). The NPPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.

A copy of the Australian Privacy Principles (APPs) may be obtained from the website of the Office of the Australian Information Commissioner at https://www.oaic.gov.au/

We review this policy periodically or when significant changes occur to legislation or our data practices.

Type of Personal Information Held
We collect your Personal Information for the primary purpose of providing our services to you, providing information to our clients and marketing. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure.

Underwood Executive may collect Personal Information including the following:

  • Name (including any pseudonym)

  • Address and contact details

  • Employment history

  • Bank account details and Tax File Number

  • Referee opinions

  • Interview opinions

  • Information submitted and obtained in connection with applications for work

  • Work performance information

  • Information obtained to assist in managing client and business relationships

  • Any other information supplied on your resume or in communications with an Underwood Executive representative

Purposes for Which We Hold Personal Information
We primarily hold Personal Information for the following purposes:

  • Placement operations

  • Recruitment

  • Staff management

  • Training

  • Client and business relationship management

  • Marketing (consent may be withdrawn at any time)

How We Obtain Your Personal Information

We obtain most of your Personal Information directly from you, including:

  • When you access our website

  • When you submit your resume

  • When you communicate with an Underwood Executive representative by phone, fax, email or in person

We may also collect Personal Information from third parties, including:

  • Employment websites and apps

  • Reference checks with referees

  • Networking with your peers

How Your Personal Information Will Be Used
Your Personal Information may be used in connection with:

  • Assessment of your suitability for engagement with us

  • Validation of your resume, referees, qualifications, experience, training or abilities (with your permission where required)

  • Testing or assessments, including psychometric testing

  • Insurance claims or proposals requiring disclosure

  • Actual or potential work placement or appraisal

  • Statutory compliance obligations

  • Determining any fees payable by our clients in respect of your placement

Privacy and the Use of Artificial Intelligence (AI)
Your privacy in relation to the use of AI adheres to the Australian Government’s AI Ethics Principles and guidance issued by the Office of the Australian Information Commissioner regarding the use of commercially available AI products.

Underwood Executive’s AI Privacy Policy and frameworks govern the responsible use of AI technologies in line with Australian Government principles and guidelines.

Underwood Executive and its users will:

  • Ensure AI systems are used responsibly, safely and transparently

  • Ensure non-public information is not shared with public AI models or related features

  • Safeguard the privacy and security of data processed by AI systems in accordance with applicable privacy, data protection and record-keeping legislation and the Australian Privacy Principles

Sensitive Information
Sensitive information includes information or opinions relating to racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, criminal record or health information.

  • Sensitive information will only be used:

  • For the primary purpose for which it was obtained

  • For a directly related secondary purpose

  • With your consent, or where required or authorised by law

Disclosure of Personal Information
We may disclose your Personal Information for the purposes for which it is held, for related secondary purposes, with your consent, or where we are required to do so by law or a lawful duty of care.

Third Parties
Where reasonable and practicable, we collect Personal Information directly from you. In some circumstances, Personal Information may be provided by third parties. We take reasonable steps to ensure you are made aware of such information.

Where third-party validation is required for qualifications, experience, training or abilities, we will seek your permission before proceeding. Where information is provided about referees or third parties, it will be used solely for verification purposes and those individuals will be informed that their information has been collected and is accessible under the Privacy Act 1988 (Cth).

Contractors
We may contract out services from time to time. Contractors who may have access to Personal Information typically include:

  • IT contractors

  • Accounting professionals

Trans-Border Data Flows
Personal Information may be stored or processed in countries where we or our service providers operate. These jurisdictions may not have the same data protection laws as Australia. Where Personal Information is transferred overseas, we take reasonable steps to ensure compliance with applicable laws and the Australian Privacy Principles.

In certain circumstances, courts, law enforcement agencies or regulatory authorities in other countries may access Personal Information. In some instances, your consent may be required prior to disclosure.

Personal Information Quality
We take reasonable steps to ensure Personal Information is accurate, complete and up to date. If you believe information we hold is inaccurate or outdated, please notify us so we can update our records.

Personal Information Security
When Personal Information is no longer required, we take reasonable steps to destroy or permanently de-identify it. Where this is not practicable, reasonable measures are taken to prevent unauthorised access.

In the event of a data breach, Underwood Executive will comply with all Australian Privacy Laws and notify affected individuals and the Office of the Australian Information Commissioner as required.

Access
Subject to limited exceptions, you may access and correct the Personal Information we hold about you. Access may be refused where it would interfere with the privacy rights of others or breach confidentiality obligations.

Requests for access should be directed to admin@underwoodexective.com.au. You will be required to verify your identity before information is released. Underwood Executive will not charge a fee for access requests, although an administrative fee may apply. We aim to respond within 30 days, subject to lawful exceptions.

Privacy Policy Inquiries and Complaints
Further inquiries or complaints regarding this Privacy Policy can be made by contacting Underwood Executive at admin@underwoodexecutive.com.au or by phone on (08) 8214 8020. Complaints may also be lodged with the Office of the Australian Information Commissioner at https://www.oaic.gov.au/privacy/privacy-complaints

To download a copy please follow this link: Privacy Policy Underwood Executive Pty Ltd