Human Management Solutions

Effective Date: 1^st July 2026
Business Name: Human Management Solutions Pty Ltd
ABN: 99122110016
Website: www.hmsolutions.com.au

1. Introduction

Human Management Solutions Pty Ltd ("we", "our", "us") is committed to protecting the privacy of personal information and handling that information in an open and transparent manner.

This Privacy Policy explains how we collect, use, disclose, store and manage personal information through our website and in connection with our recruitment, human resources and related services.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) where applicable. The APPs regulate how organisations collect, use, disclose, store and provide access to personal information. [oaic.gov.au]

2. Personal Information We Collect

We may collect personal information including:

Full name
Residential and postal address
Telephone number
Email address
Date of birth
Resume or curriculum vitae (CV)
Employment history
Educational qualifications
Professional memberships and licences
Identity documentation
Citizenship, visa and work rights information
Referee details
Interview notes
Assessment results
Payroll and banking information (where applicable)
Emergency contact details
Information submitted through contact forms or website enquiries

We may also collect sensitive information where reasonably necessary and permitted by law, including:

Health information
Disability information
Criminal history information
Diversity, inclusion or equal opportunity information

Sensitive information will generally only be collected with your consent unless an exception applies under applicable law. [oaic.gov.au]

3. How We Collect Personal Information

We collect personal information directly from you when you:

Apply for a position
Submit a resume or CV
Create a candidate profile
Participate in interviews
Complete assessments
Contact us through our website

We may also collect information from:

Referees nominated by you
Previous employers
Educational institutions
Professional and licensing bodies
Government agencies
Background screening providers
Publicly available sources
Identity verification providers

We collect personal information by lawful and fair means and, where practical, directly from you. [oaic.gov.au]

4. Why We Collect Personal Information

We may collect, use and hold personal information for purposes including:

Assessing suitability for employment opportunities
Recruitment and candidate management
Reference checking and background screening
Employment administration
Payroll and human resources functions
Compliance with legal and regulatory obligations
Responding to enquiries
Improving our services and website
Protecting our legal interests

If we do not collect certain information, we may be unable to provide recruitment or employment-related services.

5. Background Screening, Reference Checks and Verification

As part of our recruitment and workforce management services, we may conduct background checks and verification activities where reasonably necessary to assess suitability for employment, engagement. Information relating to job applicants is generally subject to the Privacy Act and Australian Privacy Principles. [oaic.gov.au], [oaic.gov.au]

Background screening may include:

Employment history verification
Qualification verification
Professional registration checks
Reference checks
Identity verification
Right-to-work verification
Visa entitlement checks
Criminal history or police checks where lawful and relevant
Social media and publicly available information reviews conducted lawfully
Other checks reasonably required by clients or regulatory obligations

Where sensitive information is involved, we will seek your consent where required by law. [oaic.gov.au]

By submitting an application, you acknowledge that we may undertake reasonable verification activities consistent with this Privacy Policy and applicable laws.

6. Disclosure of Personal Information

We may disclose personal information to:

Prospective and current clients
Employers seeking candidates
Identity verification providers
Payroll providers
Information technology service providers
Cloud hosting providers
Professional advisers
Insurers
Government agencies
Regulators and law enforcement bodies where required by law

We do not sell personal information.

Where you are being considered for a role with a client, relevant recruitment information may be disclosed for the purpose of assessing your suitability for employment.

7. Overseas Disclosure

Some of our service providers may store or process personal information outside Australia.

Where personal information is disclosed overseas, we will take reasonable steps to ensure recipients handle personal information in a manner consistent with Australian privacy requirements. [oaic.gov.au], [oaic.gov.au]

8. Future Opportunities

Where you apply for a position, submit a resume or otherwise express interest in future opportunities, we may retain your information for a period of three (3) months from the date of receival.

Information retained may include:

Contact details
Resume information
Employment history
Qualifications and certifications
Interview notes
Assessment results
Reference check outcomes
Background screening information
Job preferences
Availability information

We may use this information to:

Contact you regarding future opportunities
Match you with suitable positions
Satisfy compliance obligations

9. Retention of Candidate Information

We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, including recruitment, legal compliance and record-keeping purposes. Organisations subject to the Privacy Act are expected to take reasonable steps to destroy or de-identify personal information that is no longer required. [oaic.gov.au], [oaic.gov.au]

If you are not placed in a role, we may retain your personal information for up to three (3) months from the date of our last meaningful interaction with you.

A meaningful interaction may include:

Submitting an application;
Participating in interviews;
Responding to recruitment communications; or
Expressing continued interest in employment opportunities.

You may request removal from our talent pool at any time by contacting us using the contact details provided in this Privacy Policy.

We may retain information for longer periods where required or permitted by law, or where necessary for legal, insurance, audit, dispute resolution, taxation, record-keeping or regulatory purposes.

10. Data Security

We take reasonable steps to protect personal information from:

Misuse
Interference
Loss
Unauthorised access
Modification
Disclosure

Security measures may include:

Access controls
Secure hosting environments
Encryption technologies
Employee confidentiality obligations
Security monitoring
Secure document storage and disposal procedures

No method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

11. Data Destruction and De-identification

When personal information is no longer required for a lawful purpose and we are not required or authorised to retain it, we will take reasonable steps to securely destroy or permanently de-identify the information. [oaic.gov.au], [oaic.gov.au]

Methods may include:

Permanent deletion of electronic records;
Secure destruction of paper records;
De-identification of information for analytical or statistical purposes; and
Contractual requirements for third-party providers to securely dispose of information under their control.

We regularly review retained information to ensure it is not retained longer than reasonably necessary.

12. Cookies and Website Analytics

Our website may use:

These technologies help us:

Operate and improve the website
Understand website usage
Improve user experience
Monitor performance and security

You may disable cookies through your browser settings, although some website functionality may be affected.

13. Access and Correction

You may request access to personal information we hold about you.

You may also request correction of information that is inaccurate, incomplete, out of date, irrelevant or misleading.

We will respond to requests within a reasonable period and may require verification of identity before providing access.

Certain legal exceptions may apply. [oaic.gov.au], [oaic.gov.au]

14. Complaints

If you believe we have breached applicable privacy laws or mishandled your personal information, you may lodge a privacy complaint via contact details below.

We will investigate your complaint and respond within a reasonable time.

If you are not satisfied with our response, you may contact:

Office of the Australian Information Commissioner (OAIC)
Website: https://www.oaic.gov.au

15. Contact Us

Human Management Solutions Pty Ltd
enquiries@hmsolutions.com.au

16. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, technology or business operations.

The current version of this Privacy Policy will always be available on our website, and the revised version will take effect from the date it is published.

17. Liability Disclaimer

Human Management Solutions Pty Ltd (HMS) will use all reasonable endeavours to protect and keep confidential any personally identifiable information in its possession. If any confidential or personally identifiable information is accessed by a third party, whether by negligence or otherwise of HMS, its agents, suppliers, contractors, related bodies corporate, job platforms, affiliates or associated parties, to the extent permitted by law, HMS is not liable for any loss, damage, costs, liability or other form of contribution. We are constantly improving the HMS web site and the tools you can use to manage the data that you provide to us.

Document Version: 1.0
Last Updated: 29^th July 2026