Hays Client Platform Privacy Policy

Your privacy is important to Hays

This statement outlines Hays policy on how we collect personal information and how we maintain, use, store and disclose the personal information we hold and reflects our commitment to you when you sign up for and use our digital platform website, and related services (the "Hays Client Platform"). The Hays Client Platform is designed to provide a range of services to Clients who have registered to find and manage temporary workers with Hays. It applies to all operations within Hays Specialist Recruitment (Australia) Pty Limited (‘Hays’) in Australia and New Zealand.

For other services provided by, and interactions with, Hays outside of the Hays Client Platform, how we use your personal information in this context is set out in full in the Hays General Privacy Policy.

It is the policy of Hays to respect the confidentiality of information and the privacy of individuals. Hays are bound by the Australian Privacy Principles (APP) contained in the Privacy Act 1988 (as amended) (Australian Act) in Australia; and by the Information Privacy Principles (IPP) contained in the Privacy Act 2020 in New Zealand (New Zealand Act).

The Hays privacy policy will be reviewed and updated from time to time to take account of new laws and technology, changes to our operations and practices and to make sure it remains appropriate to the changing environment. Please regularly check our privacy policy so that you are aware of these updates and changes. Any information we hold will be governed by the most current version of the Hays privacy policy.

The Hays privacy policy is based on transparency

We are committed to being open and transparent about how we manage personal information.

Types of personal information held by Hays and when and how it is collected

Personal information includes information regarding your contact details, business, opinions about you (eg references), incidents at the workplace, and other information obtained or received by us in connection with your use of the Hays Client Platform.

Sensitive information (Australia only)

Sensitive information is a special category of personal information under the Australian Act. It is information or opinion about you, including membership of a professional or trade association or membership of a trade union; criminal record; health information, racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, or sexual preferences or practices. As outlined in the Australian Act, sensitive information can, in most cases, only be disclosed with your consent, which you provide in agreeing to this privacy policy.

Collection

We may collect personal or sensitive information about you:
 
  • Directly from you: If you use the Hays Client Platform as a Client, you will need to complete the sign-up process which will require you to provide us with some limited personal data.

  • From our internal Systems: Where you have previously interacted with Hays, then we may already have your details on our Systems. We may use this information we hold about you to enhance your experience of using the Hays Client Platform by doing things like pre-populating certain information fields when you complete our sign-up process.

Purposes and use for which we collect personal information

We will need to use certain types of personal information about you in the course of providing you with services via the Hays Client Platform. We describe situations in which we use your personal information (and the types of personal information that we use) below.


Sign-up process

If you are signing up to the Hays Client Platform as a Client, you will need to provide some limited personal data to us or we will use information we already hold about you on our internal Systems. This includes your name, your work email address (this could be a personalised work email address or generic work email address), contact number, passcode, an OTP code to facilitate sign-up, and information related to the organisation that you work for (to the extent this is personal data).
 

Provision of Hays Client Platform Services

If you are using the Hays Client Platform as a Client, we may also collect the following personal data: details of any preferences in relation to Temporary Workers; any personal data you may provide to one of our consultants in connection with the Hays Client Platform and your use of the services. We use this personal data to ensure the smooth running of your use of the Hays Client Platform and the associated services.
 

Provision of other services

As described above, where you have registered for, or use, the Hays Client Platform, we may also use your personal data to deliver other services to you outside of the Hays Client Platform in accordance with the Hays General Privacy Policy or any other privacy terms applicable to that service. For example, where you sign up to the Hays Client Platform, we will also invite you to use our My Learning service (supported by Go1 – see further the Use of and links to third parties section below).
 

Improving your experience of our services outside of the Hays Client Platform

We may want to use information that we find out about you when you use the Hays Client Platform in order to improve your experience of the services that we provide to you outside of the Hays Client Platform.
 

Use of and links to third parties

Certain functionalities of the Hays Client Platform services and functionalities listed above are provided or supported by third parties and subject to those third-party terms and conditions of use and privacy policies (if any). These include:
 
Thirdy Party Terms and Conditions of Use  Privacy Policy Functionality
Go1 https://www.go1.com/en-gb/terms/user-terms https://www.go1.com/en-gb/terms/privacy-policy Training
 
The Hays Client Platform and its services may contain links to other independent websites and to third party services which are not provided by us, including training resources offered by external providers, and to services offered by external advisors. Such independent sites and third parties are not under our control, and we are not responsible for and have not checked and approved their content or their privacy policies (if any). You will need to make your own independent judgement about whether to use any such independent sites, including whether to buy any products or services offered by them.

Where you are using the Hays Client Platform via an app, the ways in which you can use the Hays Client Platform may also be controlled by the rules and policies of the app store from which you download the Hays Client Platform. Where there are difference between the app store's rules and policies and this Privacy Policy, the app store's rules and policies will apply.
 

If you do not give us the information we seek

We may be limited in our ability to locate suitable Temporary Workers for you
 

Disclosures

Who do we share your personal information with?

We may disclose your personal information (including to trusted third parties) for the purposes for which it is primarily held or for a related secondary purpose and in some cases we may only disclose information with your consent. You consent that your personal and sensitive information may be disclosed to:
 
  • Any of our group companies and appropriate colleagues within Hays (this may include colleagues in overseas offices) located in: Australia, Belgium, Brazil, Canada, Chile, China, Czech Republic, France & Luxembourg, Germany, Switzerland & Austria, Hong Kong, Hungary, India, Ireland, Italy, Japan, Malaysia, Mexico, Netherlands, New Zealand, Poland, Portugal, Russia, Singapore, Slovakia, Spain, Sweden & Denmark, UAE, United Kingdom, USA, (and any other countries where Hays may provide its services in the future). For example, Hays employees in India who assist with maintenance and development of our IT systems and infrastructure including the Hays Client Platform located in Australia, and Hays employees in the UK as required due to Hays’ ultimate holding company being Hays plc listed on the UK stock exchange

  • Tax, audit, or other authorities, when we believe in good faith that the law or other regulation requires us to share this data (for example, because of a request by a tax authority or in connection with any anticipated litigation);

  • Third party service providers who perform services or functions on our behalf (including external suppliers and consultants, business associates, insurers and professional advisers such as lawyers, auditors and accountants, technical support functions and IT consultants carrying out testing and development work on our business technology Systems);

  • Third party outsourced IT, including cloud-based storage providers, and document storage providers where we have an appropriate processing agreement (or similar protections) in place providing us with specialised and efficient database management, development and storage, who may be based in Europe

  • A Workers Compensation body

  • Any person with a lawful entitlement to obtain the information

  • Third party aggregators;

  • Third party service providers who provide services to you via the Hays Client Platform;

  • Third party training providers,

  • Marketing technology platforms and suppliers who assist us with the provision of marketing communications to you, and customer feedback survey providers, such providers being based in the USA or Germany

  • If Hays merges with or is acquired by another business or company in the future, (or is in meaningful discussions about such a possibility) we may share your personal information with the (prospective) new owners of the business or company.
For any disclosures outside of Australia or New Zealand as the case may be, we take reasonable steps to ensure that the recipients of such information do not breach the APPs or IPPs in relation to that information. We will take reasonable steps to ensure, for instance pursuant to a contractual agreement, that your personal information receives an adequate level of protection, for example your information will be stored on secure servers that are protected in controlled facilities. We have put in place appropriate procedures with the third parties we share your personal information with to ensure that
 
  • (a) your personal information is treated by those third parties in a way that is consistent with and which respects the privacy laws of Australia or New Zealand as appropriate and

  • b) will only use your information for the purpose of providing services to Hays and will not use your information for any other purpose.
 

Management of personal information

At Hays, we train our staff to respect the confidentiality of customer information and the privacy of individuals. Hays regard breaches of your privacy very seriously and any breach will result in disciplinary action being taken, dependent upon severity. Hays have appointed a Privacy Officer to ensure that our management of personal information is in accordance with this policy and the relevant Privacy Acts.


How do we store and protect personal information?

Safeguarding the privacy of your information is important to us, whether you interact with us personally, by phone, mail, over the internet or other electronic medium. We hold personal information in a combination of secure computer storage facilities and paper-based files and other records and take such steps as are reasonable in the circumstances to protect the personal information we hold from misuse, interference and loss, unauthorised access, modification or disclosure. We may need to maintain records for a significant period of time. However, when we consider information is no longer needed, we will remove any details that will identify you or we will securely destroy the records. If you suspect any misuse or loss of or unauthorised access to your personal information please let us know immediately. Details of how to contact us are found at the ‘Enquiries and Complaints’ section below.
 

How do we keep personal information accurate and up to date?

Hays takes such steps as are reasonable in the circumstances to ensure that the personal information it holds and discloses is accurate, up to date, complete, relevant and not misleading. We recognise that information changes frequently with changes of address and other personal circumstances. We generally update your customer information over the telephone. Please advise your consultant when your personal details change.
 
If you have created a profile with Hays via our website, you are able to review and edit your personal information at any time by logging into your account and reviewing your profile. You can delete your personal information or close your account by contacting the Privacy Officer. If you do choose to close your account with Hays, Hays may retain personal information from your account as and where required by law.
 

What are cookies and how do we use them?

A ‘cookie’ is a bite-sized piece of data that is stored on your computer's hard drive. They are used by nearly all websites and do not harm your system. We use them to track your activity to help ensure you get the smoothest possible experience when visiting our website. We can use the information from cookies to ensure we present you with options tailored to your preferences on your next visit. We can also use cookies to analyse traffic and for advertising purposes.

If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. We also provide information about this in our Marketing preferences page on the Hays website.

Further information regarding cookies is in the ‘Cookies Policy’ below.
 

How to reject cookies

If you don’t want to receive cookies that are not strictly necessary to perform basic features of our site, you may choose to opt-out by changing your browser settings.

Most web browsers will accept cookies but if you would rather we didn’t collect data in this way you can choose to accept all or some, or reject cookies in your browser's privacy settings. However, rejecting all cookies means that you may not be able to take full advantage of all our website's features. Each browser is different, so check the ‘Help’ menu of your browser to learn how to change your cookie preferences.

For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.
 

Cookies Policy

What's a cookie?

A ‘cookie’ is a piece of information that is stored on your computer's hard drive and which records your navigation of a website so that, when you revisit that website, it can present tailored options based on the information stored about your last visit. Cookies can also be used to analyse traffic and for advertising and marketing purposes.

Cookies are used by nearly all websites and do not harm your system. If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. We also provide information about this in our Marketing preferences page on the Hays website.
 

How do we use cookies?

We use cookies to do two things:
 
  • To track your use of our website. This enables us to understand how you use the site and track any patterns that emerge individually or from larger groups. This helps us to develop and improve our website and services in response to what our visitors want and need

  • To help us advertise jobs to you that we think you'll be interested in. Hopefully this means less time for you trawling through endless pages and will get you into the employment you want more quickly
Cookies are either:
 
  • Session cookies: These are only stored on your computer during your web session and are automatically deleted when you close your browser – they usually store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any information from your computer; or

  • Persistent cookies: A persistent cookie is stored as a file on your computer and it remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again. We use persistent cookies for Google Analytics and for personalisation (see below)
Cookies can also be categorised as follows:
 
  • Strictly necessary cookies: These cookies are essential to enable you to use the website effectively, such as when applying for a job, and therefore cannot be turned off. Without these cookies, the services available to you on our website cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet

  • Performance cookies: These cookies enable us to monitor and improve the performance of our website. For example, they allow us to count visits, identify traffic sources and see which parts of the site are most popular

  • Functionality cookies: These cookies allow our website to remember choices you make (such as your username, language or the region you are in) and provide enhanced features. For instance, we may be able to provide you with news or updates relevant to the services you use. These cookies can also be used to remember changes you have made to text size, font and other parts of web pages that you can customise. They may also be used to provide services you have requested such as viewing a video or commenting on a blog. The information these cookies collect is usually anonymised

  • Personalisation cookies: These cookies help us to advertise details of potential job opportunities that we think may be of interest. These cookies are persistent (for as long as you are registered with us) and mean that when you log in or return to the website, you may see advertising for jobs that are similar to jobs that you have previously browsed

Hotjar

Our websites use services provided by Hotjar Ltd. Hotjar provides services including Heatmaps, Visitor recordings, Funnels and Form Analysis, Feedback Polls, Surveys and Recruiters. The information generated by the tracking code and cookie about your use of the website will be transmitted to and stored by Hotjar on servers in Ireland. Through the Hotjar tracking code the information collected includes:


Device-specific data

The following information may be collected through your device and browser:
 
  • Your device's IP address (collected and stored in an anonymised format)

  • Your email address including first name and surname

  • Device screen size

  • Device type (unique device identifiers) and browser information

  • Geographic location (country only)

  • Preferred language used to display the webpage

Log data

Our servers automatically record information which is created upon using Hotjar. Data includes:
 
  • Referring domain

  • Pages visited

  • Geographic location (country only)

  • Preferred language used to display the webpage

  • Date and time when website pages were accessed
Hotjar will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Hotjar uses a variety of services hosted by third parties, such as Google Analytics and Optimizely. These services may collect information sent by your browser as part of a web page request, such as cookies or your IP request. For information on how Google Analytics and Optimizely collect and use your information, please refer to their privacy policies. By continuing to use this website, you consent to the processing of the above data by Hotjar and by the third parties used by Hotjar in accordance with their respective privacy policies. The cookies used by Hotjar have differing durations; some are 365 days; some persist for the session only.
 
To opt out, please visit Hotjar Policies.
 

Enquiries & complaints

You can make enquiries, requests to access/delete or correct your information, or complain about alleged breaches of the APP’s or IPP’s to our Privacy Officer:
 
Australia
The Privacy Officer
Hays Specialist Recruitment
Reply Paid 2135
Brisbane QLD 4001
Email: privacy@hays.com.au
Phone: 1800 805 051		 New Zealand
The Privacy Officer
Hays Specialist Recruitment
GPO Box 2135
Brisbane QLD 4001
AUSTRALIA
Email: privacy@hays.net.nz
Phone: 0800 429 769
 

Complaints

We aim to acknowledge receipt of all complaints within 10 working days and aim to resolve all complaints within 30 working days. This may not be possible in all circumstances depending on the contents of the complaint. In this situation, we will respond to your complaint in a reasonable time. If you are not satisfied with our response to your complaint, in Australia you can contact the Australian Information Commissioner (OAIC); or in New Zealand you can contact the Office of the Privacy Commissioner.
 

Access

Subject to some exceptions that are set out in both the Australian Privacy Principles and the New Zealand Information Privacy Principles you can gain access to the personal information that we hold about you.

To make a request to access your personal information, you will need to complete an application form verifying your identity and specifying what information you require. Please contact our Privacy Officer for an application form. We will respond to your request within a reasonable period (and in any event in compliance with any legal requirements) after the request is made and provide access to the information in the manner requested, if it is reasonable and practicable to do so.
 
We may impose a moderate charge in providing access. Our Privacy Officer will discuss this with you. You should also anticipate that it may take time to process your application for access as there may be a need to retrieve information from storage and review it in order to determine what information is relevant.
 
If we refuse to provide you with access to your personal information, we will notify you in writing of the reasons for the refusal and the process for escalation regarding this refusal.
 

Correction

You may request that we correct the personal information that we hold about you if you deem it to be inaccurate, incomplete, out-of-date, irrelevant or misleading. We will respond to your request within a reasonable period (and in any event in compliance with any legal requirements) and we will take reasonable steps under the circumstances to correct the information.
 
If we refuse to correct your personal information, we will notify you in writing of the reasons detailing our refusal to correct the information and the process for escalation regarding this refusal. Should we refuse you may ask us to place with the information a statement that the information is inaccurate, incomplete, out-of-date, irrelevant or misleading and we will take such reasonable steps under the circumstances to associate the statement with your information. If you wish to exercise your rights of correction you should contact our Privacy Officer for an application form. We will not charge you for making the request to correct your information, correcting the information, or associating a statement.
 

Feedback

Hays have several areas on our website where you can submit feedback, under the ‘contact us’ section. Any feedback that is submitted through this area becomes the property of Hays. We may use this feedback, such as success stories or responses to surveys, for marketing purposes, or to contact you for further feedback on the site.