Privacy Policy — Princess Bento Employer Branding and Recruitment
Date of publication: 07-06-2024
Princess Bento is committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains how we collect, use, disclose, store and protect personal information in connection with our employer branding and recruitment processes conducted through our https://www.princessbento.com/careers and our applicant tracking system.
This policy applies to:
- Visitors – individuals who visit our Career Site
- Connecting Candidates – individuals who connect with us to create a profile or receive information about vacancies
- Applying Candidates – individuals who apply for a position with us via our Career Site or a third-party service
- Sourced Candidates – individuals whose information we collect from external sources because we believe they may be suitable for a role
- Referred Candidates – individuals referred to us by employees or partners
- References – individuals listed as referees by a Candidate
When we refer to “Candidates”, we mean Connecting Candidates, Applying Candidates, Sourced Candidates, and Referred Candidates collectively, unless otherwise stated.
1. About personal information and how we handle it
“Personal information” under the Privacy Act means information or an opinion about an identifiable individual, whether the information is true or not and whether recorded in a material form or not. This includes details such as name, email address, phone number, IP address, employment history, and more.
We handle personal information in accordance with the APPs. Princess Bento is the APP Entity responsible for the personal information we collect and hold.
We may engage service providers who handle personal information on our behalf and in accordance with our instructions.
2. What personal information do we collect?
All individuals
We may collect:
- Device information – IP address, browser type/version, traffic source, screen resolution, preferred language, geographic location, operating system, device settings and usage
- Technical and statistical data – site use, URL visits, activity logs
- Communications data – emails, messages, application content, account information, surveys, video recordings
- Contact details – name, email address, telephone number, physical address
Candidates
We may also collect:
- Recruitment process data – interview notes, assessments, test results, salary expectations
- Application information – CV/resume, cover letter, work samples, education, references, recommendation letters
- Public profile data – publicly available career-related information (e.g., LinkedIn)
- Information provided by referees or referrers – employees, partners, or nominated references
3. How we collect your personal information
All individuals
- From the Career Site. If you visit our Career Site, we collect technical and statistical information about how you use the Career Site, and information from your device.
- Directly from you. Most of the information we process about you, we receive directly from you, for example when you apply for a position with us or connect with us. You can always choose not to provide us with certain information. However, some personal data is necessary in order for us to process your application or provide you the information you request to get from us.
References
- From the person for whom you are a reference. If a Candidate lists you as their reference, we will collect your contact details from the candidate to be able to contact you.
Candidates
- From public sources. We may collect personal data about you from public sources, such as LinkedIn or the website of your current employer.
- From our references. We may receive information about you from our employees or partners (such as recruitment service providers), when they believe your profile is of interest for our current or future vacancies.
- From your references. If you provide us with references, we may collect information about you from them.
- Data we create ourselves or in cooperation with you. Information about your application and profile is usually created by us, or by us in cooperation with you, during the recruitment process. This may for example include notes from interviews with you, assessments and tests made.
4. Why we collect and use your personal information (Purposes)
We use personal information for the following purposes, each of which aligns with one or more APPs:
Career Site and analytics
- Maintaining, testing and securing the Career Site
- Analysing site performance
- Collecting device and usage data via cookies (as described in our Cookie Policy)
Candidate management
- Reviewing applications and profiles
- Communicating with you about your application or profile
- Assessing suitability for current and future vacancies
- Sourcing potential Candidates
- Contacting you about future opportunities
- Recording interviews (with your consent)
- Conducting surveys
Reference checks
- Contacting you and assessing information you provide about a Candidate
Legal and administrative
- Protecting our rights, responding to legal claims
- Complying with legal obligations
- Sharing information with relevant parties as described in Section 5
5. When we disclose personal information
We may share your personal information with:
Our service providers. We share your personal data with our suppliers who provide services and functionality in our employer branding- and recruitment process. For example, this includes recruitment service providers and the supplier of our Career Site and related applicant tracking system.
Our group companies. We share your personal data with our group companies, when they provide us services and functionality to our employer branding- and recruitment process, such as access to particular systems and software.
Companies providing cookies on the Career Site. If you consent to it, cookies are set by other companies than us, who will use the data collected by these cookies in accordance with their own privacy policy. You can find information about which cookies this applies to in our Cookie Policy.
To authorities and other public actors - when we are ordered to do so. We will share your personal data with authorities and other public actors when we have a legal obligation to do so.
To parties involved in legal proceedings. If needed to protect or defend our rights, we share your personal data with public authorities or with other parties involved in a potential or existing legal proceeding. This can for example be in case of discrimination claims.
Mergers and acquisitions. In connection with a potential merger, sale of company assets, financing, or acquisition of all or part of our business to another company, we may share your personal data to other parties involved in the process.
6. Legal bases for handling information (Australian approach)
Under Australian law, we handle personal information in accordance with this Policy and the APPs and only for purposes that are:
- lawful
- reasonable and necessary for our functions and activities, or
- related to the primary purpose of collection.
In some cases, we will seek your consent, such as:
- recording interviews
- using optional cookies
- retaining your profile for future roles
You may withdraw consent at any time (see Section 9).
7. Overseas disclosure of personal information
Some service providers or related entities may be located overseas or store information overseas or other jurisdictions.
Where we disclose personal information to overseas recipients, we take reasonable steps under APP 8 to ensure that the recipient:
- is subject to laws that provide similar protection to the APPs, or
- agrees to protect the information in line with the APPs
This may include:
- contractual obligations
- technical and organisational security measures
You may contact us for more information about overseas recipients.
8. How long we keep your personal information
We retain personal information only as long as reasonably necessary for our recruitment purposes or as required by law.
Visitors
- Security logs: retained for one (1) year
- Cookie retention: as stated in our Cookie Policy
Candidates
- Connecting Candidates: stored while you maintain your connection/profile
- All other Candidates: retained for the time reasonably necessary to assess suitability for current and future roles
- Hired Candidates: information becomes part of employee records
References
- Retained for as long as we retain the associated Candidate’s information
9. Your rights under Australian law
You have the following rights under the Privacy Act:
Right to access
You can request access to the personal information we hold about you.
Right to correction
You can request correction of inaccurate, incomplete or outdated information.
Right to withdraw consent
Where processing is based on consent (e.g., interview recording), you may withdraw consent at any time.
Right to make a complaint
You can complain to:
Office of the Australian Information Commissioner (OAIC)
Website: www.oaic.gov.au
Phone: 1300 363 992
Address: GPO Box 5288, Sydney NSW 2001
You may also contact us directly to resolve your complaint first (see Section 10).
10. How to contact us
If you want to access or correct your information, withdraw consent, make a complaint, or ask a question, please contact us:
Email: pbtalent@princessbento.com
11. Updates to this Privacy Policy
We may update this policy from time to time to reflect:
- changes in our practices
- legal requirements
- improvements to clarity
The publication date at the top of this policy will always show the most recent update.