The One Clinic Agency Pty Ltd
Privacy Policy
Effective: May 2025

1. Our Commitment to Your Privacy

The One Clinic Agency Pty Ltd ("we", "our", "us") is committed to protecting your personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) and the Information Privacy Principles (IPPs) under the Privacy Act 2020 (NZ).

This Privacy Policy outlines how we collect, use, store, and disclose your personal and sensitive information across Australia and New Zealand, including information gathered via our recruitment activities, website, and other interactions. By engaging with our services or submitting your information to us, you consent to the terms outlined in this policy.

2. Types of Information We Collect

We may collect personal and sensitive information including, but not limited to:

  • Full name, date of birth, and contact details (address, email, phone number)

  • Employment history, education qualifications, and professional certifications

  • Referee details and feedback

  • Results from interviews, assessments, or tests (including psychological or medical assessments where applicable)

  • Details from criminal history checks, credit history, and work rights verification

  • Health-related data, including vaccination status, only where required and permitted by law

  • Memberships of professional or trade associations

  • Any complaints, incidents, or disciplinary matters related to employment or engagement

  • IP address, browser data, and information collected via cookies or similar technologies when accessing our website

3. How We Collect Your Information

We may collect personal and sensitive information through the following channels:

  • Directly from you via registration, application forms, CV submissions, emails, or telephone conversations

  • During interviews or assessments (virtual or in-person)

  • From third parties such as referees, former employers, background check providers, or publicly available sources (e.g. LinkedIn)

  • Through our website via cookies or web analytics tools

  • From client organisations or publicly accessible databases

You may choose not to provide certain personal information; however, this may limit our ability to provide services or consider you for employment opportunities.

4. Purpose of Collecting Information

We collect and use your information for legitimate business purposes related to recruitment and employment, including:

  • Matching you with appropriate job opportunities and presenting your profile to potential employers

  • Assessing your skills, qualifications, and suitability for roles

  • Conducting reference checks and verifying work rights, background, and credentials

  • Managing client and candidate relationships

  • Facilitating onboarding processes including inductions and training

  • Meeting legal and regulatory obligations under Australian and New Zealand law

  • Managing workplace issues, insurance claims, complaints, or investigations

  • Informing you of relevant employment opportunities, events, and communications where consent is provided

5. Legal Basis for Processing

We rely on the following legal grounds to collect and process your personal information:

  • Your consent, where you have agreed to our use of your information

  • The necessity of processing for the performance of a contract or steps taken at your request before entering into a contract

  • Compliance with our legal obligations

  • Our legitimate interests, such as delivering and improving our recruitment services

6. Disclosure of Information

Your personal and sensitive information may be disclosed to the following:

  • Potential and actual employers and clients for recruitment and engagement purposes

  • Referees and third-party background check providers

  • Cloud hosting providers, CRM platforms, IT service providers, and data processors

  • Regulatory authorities, courts, or legal representatives as required by law

  • Training and onboarding service providers engaged in candidate induction

  • Marketing and communication providers where you have opted in

  • Entities involved in our business operations, sale, or restructure

Where information is disclosed to third parties outside of Australia or New Zealand (including in the United States or the European Union), we take reasonable steps to ensure that your information is handled in accordance with the APPs or IPPs, including by using appropriate data transfer agreements and secure systems.

7. Use of Technology and AI

We use digital tools, including algorithms and artificial intelligence (AI), to improve the efficiency and accuracy of candidate assessments and job matching. These tools may assist in filtering CVs, shortlisting applicants, or analysing data, but final recruitment decisions are always made by qualified staff.

8. Virtual Interviews & Candidate Consent

Candidates participating in virtual interviews or assessments are advised that:

  • Sessions are not recorded, and no video, audio, or screenshots are saved

  • Information shared is used solely for assessment and hiring purposes

  • By participating, you confirm your understanding and consent to the collection, storage, and appropriate disclosure of information

9. Storage and Security

We implement physical, electronic, and procedural safeguards to protect your personal information. This includes:

  • Secure access to systems using authentication controls

  • Encrypted storage of electronic records

  • Regular auditing of data access and system use

  • Retention policies aligned with legal and operational requirements

If personal data is no longer required, it is securely destroyed or de-identified in accordance with our data retention policy.

10. Access, Correction & Complaints

You have the right to access the personal information we hold about you and request corrections if it is inaccurate, outdated, or misleading. To do so, please contact us in writing at hello@theoneclinicagency.com.au.

If you wish to make a complaint, we will respond within a reasonable timeframe and take appropriate steps to investigate and resolve your concerns. If you remain dissatisfied, you may contact:

  • Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au

  • Office of the New Zealand Privacy Commissioner: www.privacy.org.nz

11. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, laws, or technology. The most recent version will always be available at www.theoneclinicagency.com.au.

Contact Us
The One Clinic Agency Pty Ltd
Email: hello@theoneclinicagency.com.au
Website: www.theoneclinicagency.com.au