Your privacy is important to us. Titan Recruitment Pty Ltd (Titan) is committed to providing a safe and secure user experience and complies with Australian Government Legislation governing privacy of personal information by businesses to protect and safeguard your privacy when you deal with us.
Titan manages personal information in accordance with the Privacy Act 1988 and Australian Privacy Principles (APP). This policy applies to information that is collected in all operations within Titan, including visitors to our website.
The Titan Privacy Policy will be reviewed and updated from time to time to ensure it remains appropriate to the changing environment. As a result, please remember to refer back to this Privacy Policy regularly to review any amendments.
KINDS OF INFORMATION THAT WE COLLECT AND HOLD
Some information provided to us by clients, candidates, contractors and other third parties might be considered private or personal. Without these details we would not be able to carry on our business and provide our services to you. We will only collect personal information if it is necessary for one of our functions or activities.
Collection
The type of information that we typically collect and hold is likely to depend on whether you are an individual person or Client / Supplier.
Personally identifiable information about you is collected only when you knowingly and voluntarily submit it to us. It may be used for acknowledgment and training purposes or future reference unless we disclose other uses in this Privacy Policy or at the time of collection.
If you provide us with your email address, it will not be added to any other mailing list or disclosed without your consent.
Personal or sensitive information is collected from people in the following situations:
You complete a registration form, or respond to a job advertisement, or provide any other information along with your application
When we complete any reference(s) on you
We receive the results of any competency or medical test or any background check as required for a position
We receive any complaint or other information from or about you in the workplace
We receive any information about any insurance investigation, litigation, registration or professional disciplinary matter, criminal matter, inquest or inquiry in which you were involved
We receive any information about a workplace accident in which you are involved
We receive documents to verify your legal right to work in Australia
You provide us with any additional information about you
We occasionally gather statistical information from our website users. This information is anonymous and is only used to help us continually improve the experience for our users.
We receive and process information through telephone calls, where call recording and transcription tools may be used as described in this policy.
Information is collected from Clients/Suppliers in the following situations:
We receive Business contact details
We receive key people contact details within the business
We receive information regarding functions and activities of the business
We receive information on structure, culture and general information of the business to gain an understanding of operations
We receive recruitment and HR information from the business
Any additional information is provided by the business to Titan
When you request any marketing collateral such as White Papers, Case Studies etc, participate in blogs and forums and any other online mediums.
SENSITIVE INFORMATION
Under the Australian Privacy Act 1988, sensitive information is a special category of personal information. This information includes membership of a professional or trade associations 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. Sensitive information can, in most cases, only be disclosed with your consent.
NOTIFICATION OF COLLECTION OF PERSONAL INFORMATION
At the time, or as soon as practical, where personal information is collected by us we will take reasonable steps to ensure that you are made aware of who we are, the fact that you are able to gain access to the information held about you, the purpose of the collection, the type(s) or organisations to which we usually disclose the information collected about you, any laws requiring the collection of the information and the main consequences for you if all or part of the information is not collected.
HOW YOUR PERSONAL INFORMATION IS USED
The purposes for which we collect, hold, use and disclose your personal information are likely to differ depending on whether you are a job seeker, a referee, a contractor, an advisor or represent a Client or Supplier.
Your personal and sensitive information may be used in connection with:
Work placement operations
Recruitment functions
Statistical purposes and statutory compliance requirements
Our assessment of your ongoing performance
Any test or assessment (including medical tests and assessments) that you might be required to undergo
Informing you of possible work opportunities, or other events or information sessions by direct mail or email
Our management and resolution of any complaint, inquiry or investigation in which you are involved
Any insurance claim or proposal that requires disclosure of your personal or sensitive information
Undertaking criminal reference checks
For research, development, business systems and infrastructure testing and other business purposes to assist us in providing our services to you
Marketing services to you
Supporting AI-assisted recruitment processes, including parsing, matching and shortlisting of candidates, where all such outputs are reviewed and approved by a Titan Consultant before any decision is acted upon
Processing and transcription of telephone calls for the purposes of updating our candidate and client database, where consent has been obtained as outlined in this policy
Information from representatives of our Clients and Suppliers may be used in connection with:
Performing our function with you
Client and business relationship management
Recruitment functions
Marketing our services to you
Statistical purposes and statutory compliance requirements
Our management and resolution of any complaint, inquiry or investigation in which you are involved
USE OF ARTIFICIAL INTELLIGENCE (AI) TOOLS
Titan uses Artificial Intelligence (AI) tools to support the efficiency and quality of our recruitment and operational services. This section explains which tools we use, what data they may process and the safeguards we have in place.
Titan uses AI-powered tools across our recruitment and business operations to improve efficiency and service quality. This includes tools that assist with processing and matching candidate applications, managing candidate and client records, transcribing meetings and telephone calls and supporting internal drafting and administrative tasks. The specific tools Titan uses may change over time; however, our commitment to responsible use, data security and human oversight of all decisions affecting individuals will remain consistent. Where AI tools process personal information on servers located outside Australia, Titan takes reasonable steps to ensure those vendors meet Australian privacy law standards.
Human Oversight - AI Does Not Make Final Decisions
Titan does not use AI tools to make binding or final decisions about candidates or clients. All AI-generated outputs that relate to candidate selection, shortlisting or placement, including CV matching, ranking and screening, are reviewed and approved by a qualified Titan consultant before any action is taken. Where AI assists in identifying or filtering candidates, the human consultant retains full responsibility for the final decision.
This approach is consistent with our obligations under the Privacy Act 1988 and prepares Titan for the automated decision-making transparency requirements under the Privacy Act amendments taking effect in December 2026.
Data Security and Vendor Oversight
Titan takes reasonable steps to assess AI tool vendors for compliance with Australian privacy law prior to deployment. Where AI tools process data outside of Australia (including in the United States), this is disclosed in the relevant tool descriptions above. Titan requires that third-party AI vendors maintain appropriate data security standards and does not permit AI vendors to use personal information provided by Titan for the purpose of training their own AI models without explicit consent.
Your Rights Regarding AI-Assisted Processing
If you believe that an AI-assisted process has adversely affected an outcome for you, you may contact our Privacy Officer to request that a human review of that process be conducted. Contact details are set out in the Enquiries section of this policy.
CALL RECORDING AND TRANSCRIPTION
Titan uses a business telephone platform that supports call recording and transcription. Calls made to or from Titan may be recorded and/or automatically transcribed for the purpose of updating candidate and client records in our database, ensuring accuracy of information and improving service delivery.
At the commencement of any recorded call, you will hear an automated disclosure advising that the call may be recorded. You have the right to opt out of call recording by following the prompts provided at that time. If you choose to opt out, the call will proceed without being recorded.
Call recordings and transcripts are treated as personal information and are subject to the same security, retention and access provisions as all other personal information held by Titan. Recordings are held securely and are accessible only to authorised Titan personnel.
INTEGRITY OF PERSONAL INFORMATION
Once we receive personal information, the information is maintained in an extremely secure environment. Personal information will not be released by us unless in accordance with the Privacy Act or where consent is provided.
We take all reasonable steps to ensure that the personal information we hold is protected from misuse, interference, loss, unauthorised access, modification or disclosure. We may hold personal information in either electronic or hard copy form. Personal information is destroyed or de-identified when no longer required in accordance with the requirements of the Archives Act 1983 (Cth).
We also take all reasonable steps to ensure that personal information collected by us is accurate, up to date, complete and relevant. These measures include updating and maintaining personal information when we are advised by individuals that information is incorrect or has changed.
COOKIES
A cookie is a short piece of data that is sent from a web server to a web browser on the user's machine when the browser visits the server's site. The cookie is stored on the user's machine, but it is not an executable program and cannot do anything to your machine. Whenever a web browser requests a file from the same web server that sent the cookie, the browser sends a copy of that cookie back to the server along with the request. In this way, the server knows you have visited before and can coordinate your access to different pages on its website.
We use Google Analytics to analyse website traffic. This tool may transmit data including your IP address to Google servers located outside Australia. You can opt out via Google’s opt-out service or by disabling cookies in your browser.
DEALING WITH UNSOLICITED PERSONAL INFORMATION
When you contact us unsolicited and voluntarily submit personal information to us that identifies you such as your name, email address, company name, address, phone number, and other information about yourself or your business via email or other mediums, we retain your personal details on file.
We may send you, via email or other mediums, information which we think may be of interest to you or marketing communications relating to our services.
DIRECT MARKETING
Titan may use your personal information to contact you (including by email, telephone, SMS, or other electronic mediums) in relation to our products or services that we think may be of interest to you and/or provide you with industry information.
You can opt out from any marketing communications being sent to you at any time by emailing marketing@titanrecruitment.com.au or following the prompts on the communication itself.
Titan complies with the Spam Act 2003 and your information will not be misused or passed onto a third party for their own Direct Marketing.
DISCLOSURES
We may disclose personal or sensitive information held about an individual for the primary purpose for which it is collected or for a related secondary purpose where it would be reasonably expected by you that we would use the information in such a way. This information is only disclosed to persons outside our business in the circumstances set out in this policy or as otherwise notified to you at the time of collection of the information.
In addition we are permitted to use or disclose personal information held about you:
Where you have consented to the use or disclosure
Where we reasonably believe that the use or disclosure is necessary to lessen or prevent a serious, immediate threat to someone's health or safety or the public's health or safety
Where we reasonably suspect that unlawful activity has been, is being or may be engaged in and the use or disclosure is a necessary part of our investigation or in reporting the matter to the relevant authorities
Where such use or disclosure is required under or authorised by law
Where we reasonably believe that the use or disclosure is reasonably necessary for prevention, investigation, prosecution and punishment of crimes or wrongdoings
Disclosure will usually be:
Internally and to our related entities
To our Clients
To Referees for suitability and screening purposes
To third-party AI tool vendors to the extent necessary for the provision of their services, as described in the Use of AI Tools section of this policy
CROSS-BORDER DISCLOSURES
Some of your personal information may be disclosed to overseas recipients. We cannot guarantee that any recipient of your personal information will protect it to the standard to which Titan protects your information. The costs and difficulties of enforcement of privacy rights in foreign jurisdictions and the impracticability of attempting to enforce such rights in some jurisdictions will mean that in some instances, we will need to seek your consent to disclosure.
Titan uses a number of third-party technology platforms, including AI tools, that may process personal information on servers located outside Australia, including in the United States. This may apply to tools used for transcription, call recording and internal productivity assistance, as described in the Use of AI Tools section of this policy. Where such processing occurs, Titan takes reasonable steps to ensure the relevant vendor maintains security standards consistent with Australian privacy law requirements.
HOW YOUR PERSONAL INFORMATION IS STORED AND PROTECTED
Personal information is held in our Customer Relationship Management System (CRM) until it is no longer needed for any purpose for which it may be used or disclosed, at which time it will be de-identified or destroyed provided that it is lawful for us to do so.
Titan places great importance on the security of all information associated with our customers, clients, contractors and employees, and has a range of measures to protect your personal information from misuse, interference, loss, unauthorised access, modification or disclosure.
No data transmission over the Internet can be guaranteed to be 100% secure. Once Titan receives your transmission, it makes every effort to ensure its security on its systems.
Information stored within our computer systems can only be accessed by those entrusted with authority and computer network password sanctions.
NOTIFIABLE DATA BREACHES SCHEME
Privacy Amendment (Notifiable Data Breaches) Bill 2017 (Cth)
In line with Australian Government legislation, Titan is required to notify the Office of the Australian Information Commissioner if we suspect or know of any breach of our database or systems enabling illegal and unauthorised access to personal information residing on our databases. Any such breach must be reported within 30 days of becoming aware of a possible breach.
A serious breach involves the unauthorised access or disclosure of personal information, credit reporting information or tax file information. Where such a breach occurs, Titan must notify the OAIC and affected individuals as soon as practicable, including details of the breach and recommended steps individuals should take in response.
ACCESS TO & CORRECTION OF PERSONAL INFORMATION
Titan is committed to ensuring that the personal information it holds and discloses is accurate, up to date and complete.
If you find that personal information that we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, you can ask us to correct it by contacting us.
To make a request to access your personal information, you will need to contact the Privacy Officer to verify your identification and provide details on the information you require.
Subject to some exceptions set out in privacy law, you can gain access to your personal information that we hold. Important exceptions include evaluative opinion material obtained confidentially in the course of performing reference checks and access that would impact on the privacy rights of other people.
We aim to respond to any requests for access or correction within fourteen (14) working days. No charge is applicable for giving access or correction to personal information.
Where personal information has been processed using AI tools, you may also request information about how AI-assisted processing was used in relation to your data. Requests of this nature will be handled in accordance with the automated decision-making transparency provisions of the Privacy Act, including as amended from December 2026.
COMPLAINTS
You have the right to complain about our handling of your personal information if you believe that we have interfered with your privacy.
We aim to acknowledge receipt of all complaints within five (5) working days, and aim to resolve all complaints within thirty (30) working days.
If the complaint cannot be resolved by means that we propose in our response, we will suggest that you take your complaint to the Office of the Australian Information Commissioner.
ENQUIRIES
You can make enquiries, request to access/delete or correct your information or complain about alleged breaches of the APPs to our Privacy Officer.
Privacy Officer
Titan Recruitment Pty Ltd
PO BOX 7544
CLOISTERS SQUARE WA 6850
Telephone: 08 6467 0600