1. Information about us
In this privacy notice, 'we', 'us' and 'our' mean Bupa Aged Care Holdings Pty Ltd, Bupa ANZ Insurance Pty and their related entities and bodies corporate (together referred to as 'Bupa'). For company contact details, click here.
What this privacy notice covers
In this privacy notice, references to 'work' include permanent and temporary employment, as well as casual work, agency work, independent contractor work, traineeships, work experience placements and volunteering. We may give you further privacy information if necessary for specific reasons.
2. How we collect personal information
We collect personal information from you and from certain other people and organisations (for example, people acting on your behalf, such as recruitment officers).
You must provide most of this personal information so that we can meet our obligations, you can enjoy the benefits that we offer and we can manage our relationship with you properly. If you do not provide this personal information, these outcomes may not be possible.
If you provide us with information about other people (for example, your referees), you must make sure that they know you are doing this and do not object to you giving us their information. You should also make them aware of this privacy notice.
We collect personal information from you through your interactions with us, including by phone, by email, through our websites, by post, by filling in application or other forms, face-to-face (for example, in interviews), and by taking part in assessments (for example, psychometric tests such as personality tests and presentation exercises in group interviews).
We also collect personal information about you by monitoring your access to our premises.
We collect personal information from people and organisations such as:
- your agents (for example, a recruitment officer, trade-union representative or legal representative);
- your referees (for example, your former employer);
- any service providers who work with us in relation to your employment (for example, selection companies and providers of online assessments);
- your parent or guardian, if you are under 18 years of age;
- doctors, other clinicians and health-care professionals, hospitals, clinics and other health-care providers to help with workplace health and safety;
- our agents (for example, our legal representatives if we are involved in legal proceedings against you);
- credit-reference agencies, fraud-detection agencies, criminal-history reference agencies, if we need to carry out relevant checks (we will tell you at the time if we collect information from you to carry out these checks, and there is more information in the ‘criminal-offences information’ section below);
- government departments (for example, the tax office or social-security office); and
- sources which are available to the public (for example during your recruitment, we may review your LinkedIn page to get an overview of your professional history and qualifications, and we may also read any work you have had published that is relevant to the role we are considering you for, such as research or academic articles).
3. Types of personal information
We process two types of personal information about you and (where this applies) your dependants:
- standard personal information (for example, information we use to contact you, identify you or manage our relationship with you); and
- sensitive information (for example, health information in connection with medical or carer’s leave, information about race, ethnic origin and religion for diversity and inclusion purposes, and criminal record).
Standard personal information includes:
- contact information (for example, your name, username, address, email address and phone numbers);
- the country you live in, your age, your date of birth and national identifiers (for example, your National Insurance number or passport number);
- information about your employment (for example, the date you were hired, the dates of any promotions, the dates and details of your resignation or termination performance appraisals (if this applies);
- details of your previous work and your education, professional certificates and registrations, and other information from your CV;
- financial details (for example, payment details and bank details);
- the results of any background checks (not including criminal-history checks) we have carried out on you; and
- photographs and videos from our CCTV systems.
Sensitive information includes:
- information about your physical or mental health (you might provide this information when filling in application forms, it may also come from notes and reports about your health and any treatment and care you have received or need, and medical certificates);
- information about your race, ethnic origin and religion (this information may be included in
- application forms to support diversity and inclusion initiatives); and
- information about your criminal record (you may choose to tell us about your criminal-history in your application. Depending on your role, we may also need to carry out a criminal-history check and we will tell you if we plan to carry out a check).
4. What we use your personal information for
We may use or disclose your personal information to:
- manage the recruitment process and our relationship with you, our business and the people and organisations who provide services for us;
- ensure that you are fit and proper to fulfil the requirements of the role you are applying for to enable us to protect our customers, patients, residents, employees, business reputation and assets;
- carry out business activities related to recruitment including administration, quality assurance, risk management and information services;
- carry out our obligations and exercise rights under legislation (for example, we process health and disability information so that we can understand any reasonable adjustments we might need to make for you during the recruitment process or if you come to work for us, and we process information about your race, ethnic origin, religion or philosophical beliefs to help us monitor equal opportunities);
- protect our (or our customers’ or other people’s) rights, property or safety;
- exercise our rights, to defend ourselves from claims and to keep to laws and regulations that apply to us and the people and organisations we work with;
- comply with relevant laws and regulations; and
- take part in, or be the subject of, any sale, merger or takeover of all or parts of the Bupa business.
5. Sharing your information
We share your information, for the purposes set out in this privacy notice, with:
- any of our employees or agents who are involved in the recruitment process;
- our related entities and bodies corporate;
- our agents (for example, our legal representatives, translators, interpreters and tax advisers in line with the law);
- suppliers who help deliver products or services on our behalf, or who we have engaged by us in relation to recruitment and related activities;
- people or organisations we have to, or are allowed to, share your personal information with by law (for example, government and regulatory bodies); and
- the police and other law-enforcement agencies to help them perform their duties, or with others if we have to do this by law or under a court order.
If we share your personal information, we will make sure appropriate protection is in place in line with privacy laws.
6. Transferring information to other countries
We deal with many international organisations and use global information systems. As a result, we may transfer your personal information to countries outside Australia or New Zealand, for example to the United Kingdom, for the purposes set out in this privacy notice.
We take steps to make sure that, when we transfer your personal information to another country, appropriate protection is in place in line with data-protection laws. Often, this protection is set out under a contract with the organisation who receives that information.
7. How long we keep your personal information
We will keep your information for the period needed to meet our legal responsibilities. We use the following criteria to help us decide how long we need to keep your personal information for.
- Whether you take up employment or another arrangement with us, and the length of that employment or arrangement.
- How long it is reasonable to keep records to show we have met the obligations we have to you and by law.
- Any periods for keeping information which are set by law or recommended by regulators, professional bodies or associations.
- Any time limits for making claims.
- Any tribunal, court or other relevant proceedings that apply.
- How long it would be reasonable to expect you to reapply for a job or, if you are employed by us, to ask for a reference.
Generally, if your application is successful, we will keep your personal information for seven years after the date you leave your employment. If your application is unsuccessful, we will keep your information for seven years after the end of the recruitment process for the role you applied for. At the end of the period we keep your information for, we will securely and permanently delete your personal information. If you would like more information about how long we will keep your information for, please contact us at careers@bupa.com.au.
We are committed to keeping your information secure, and will store it in line with our Enterprise Security Policy. If you would like more information about this policy, you can ask your recruitment officer for a copy of it.
8. Accessing your personal information
Except for Australian employees or applicants with a prior employment history with Bupa, you have a right to request reasonable access to the personal information that Bupa holds about you and to request correction of that personal information (subject to some exceptions). You can also make a complaint about our handling of your personal information. You can exercise these rights by contacting us at any time at careers@bupa.com.au.
9. Data-protection contacts
If you have any questions, comments, complaints or suggestions relating to this notice, or any other concerns about the way in which we process information about you, please contact us at careers@bupa.com.au.
You also have a right to make a complaint to your local privacy supervisory authority. The relevant contact details are:
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