Privacy Policy

Overview

Verus People Pty. Ltd. is committed to ensuring the information we collect remains confidential, protects your privacy, and is not released without your prior knowledge and consent.

Verus People Pty. Ltd. and its related entities’ (herein also referred to as "the Agency") is committed to maintaining privacy, and we encourage any parties to contact us should they have any questions about the management of their personal information.

In the course of business, and in being able to assist you with work and in the engagement with our clients, we collect personal and sensitive information. The information is governed by statutory government regulations, primarily the NSW Privacy and Personal Information Protection Act 1998 (herein referred to as "the Act") and Federal Privacy Act 1988.

In the context of healthcare recruitment, the Agency also complies with relevant healthcare privacy legislation, including the Health Records and Information Privacy Act 2002 (NSW).

Personal information is held by the Agency if:

1. the Agency is in possession or control of the information, or
2. the information is in the possession or control of a person employed or engaged by the agency in the course of such employment or engagement.

1. Collection of Personal Information:

Personal information may include:

• Health worker's name, date of birth, contact details (relating to current and previous addresses, contact numbers, e-mail address, financial details, copies of identification, Professional Registration, Professional Indemnity Policy, Employment Check consent forms and declarations, clearance notifications, and personal references and clinical skills appraisals).
• This information will be held securely.
• The Agency will only collect sensitive information which is relevant to the credentialing process for the purposes of presenting and engaging a medical practitioner in work, to which the practitioner has been informed about and has consented to. Consent is acknowledged through an Agency Agreement which outlines the rights and responsibilities of both parties (that being the Agency and the individual being the practitioner).

The Agency will take all steps reasonable to ensure that the individual is aware of:

1. the fact that the information is being collected,
2. the purposes for which the information is being collected,
3. the intended recipients of the information,
4. the existence of any right of access to, and correction of, the information,
5. the name and address of the agency that is collecting the information and the agency that is to hold the information.

Additional Requirements for Healthcare Recruitment

• Where legally required, we may verify a healthcare professional’s registration (e.g. via the Australian Health Practitioner Regulation Agency (AHPRA)) and other qualifications to comply with relevant employment legislation.
• We may also collect necessary details for performing police checks, Working With Children Checks, or other mandatory background checks, consistent with Australian healthcare recruitment requirements.

2. How we protect your data:

We have taken technical and organisational measures to protect your data from loss, manipulation, unauthorised access, etc. We continually adapt our security measures in line with technological progress and developments. The website protects your data using encryption. Secure Sockets Layer (SSL) is a function that encrypts all information entered on the website.

(a) Cookies
A cookie is a small text file that is saved to, and during subsequent visits, retrieved from your computer or mobile device. The Agency uses cookies to enhance and simplify your visit. We do not use cookies to store personal information, or to disclose information to third parties.

There are two types of cookies: permanent and temporary (session cookies).

• Permanent cookies are stored as a file on your computer or mobile device for no longer than 12 months.
• Session cookies are stored temporarily and disappear when you close your browser session.

We use permanent cookies to store your choice of start page and to store your details if you select “Remember me” when you log in. We use session cookies when you use the product filtration function, to check whether you are logged in or if you put an item in your shopping bag.

You can easily erase cookies from your computer or mobile device using your browser. For instructions on how to handle and delete cookies, please look under “Help” in your browser. You can choose to disable cookies, or to receive a notification each time a new cookie is sent to your computer or mobile device. Please note that if you choose to disable cookies, you will not be able to take advantage of all our features.

(b) Third-party cookies
We use third-party cookies to collect statistics in aggregate form in analysis tools such as Google Analytics and Facebook. The cookies used are both permanent and temporary cookies (session cookies). The permanent cookies are stored on your computer or mobile device for no longer than 24 months.

(c) Links
The site may include links to other websites which do not fall under our supervision. We cannot accept any responsibility for the protection of privacy or the content of these websites, but we offer these links to make it easier for our visitors to find more information about specific subjects.

Additional Security Measures

• The Agency adheres to the Notifiable Data Breaches (NDB) scheme under the Privacy Act 1988 (Cth). If a data breach is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC).

3. Use of Personal Information:

The Agency uses the information collected and provided by the individual or authorised parties in the following manner:

1. Discuss and present to clients documents that attest to the suitability of a health worker in relation to work that our clients have advised of.
2. Undergo Pre – Employment Checks which are mandatory requirements by Health Services, District, Private and Public Hospitals, and Health Providers.
3. To conduct, with the authorised permission of the practitioner, clinical and professional referee checks which attest to the skills, attributes, capabilities and performance of the individual and support the assessment of their suitability for work. The checks are an integral part of the Agency being able to represent the individual to clients for the intention of securing work discussed by all parties involved.
4. In the course of an Audit by a Public Health Organisation (such as District or State Health Department) to achieve accreditation as a provider of medical practitioners for the purpose of assisting in staffing of a health institution. In these circumstances all identifying information will be removed where reasonable and practicable to protect the privacy and the confidentiality of any and all individuals.
5. To create your personal account on the Website (e.g. your name and email address).
6. To send you marketing offers such as newsletters (e.g. your email address, your name and your postal address).
7. To answer your queries and to inform you of new or changed services (e.g. your email address).
8. To notify the winners in competitions arranged online (e.g. your email address, name, home address and telephone number).
9. To analyse your personal data to provide you with relevant marketing offers and information (e.g. name, buying habits).

We will only keep your data for as long as necessary to carry out our services to you or for as long as we are required by law. After this, your personal data will be deleted. We cannot remove your data when there is a legal storage requirement, such as bookkeeping rules, or when there are other legal grounds to keep the data, such as an ongoing contractual relationship.

Healthcare Recruitment Context

• Information may be used to verify compliance with professional healthcare regulations (including credentialing, immunisations, and registration checks).
• We must ensure ongoing compliance with relevant Australian laws, including the Fair Work Act 2009 (Cth) and applicable state-based health privacy legislation.

4. Disclosure of Personal Information:

The Agency seeks to only disclose information:

1. that is directly related to the purpose for which the information was collected, and in disclosing the information has no reason to believe that the individual concerned would object to the disclosure, or
2. the individual concerned is reasonably likely to have been aware, or has been made aware in accordance with section 10 of the NSW Act, that information of that kind is usually disclosed to that other person or body and is required under legislation because there is an imminent risk and danger to the health or the business processes of the Health Services, District, Private and Public Hospitals, and Health Providers.
3. At the Agency’s own discretion, disclose personal information to lessen or prevent a serious threat to public health or safety, or in the event of unlawful or misconduct of a serious nature, where it is unreasonable or impracticable to obtain an individual’s consent to the use or disclosure of such information.

Additional Disclosure Notes

• We may also disclose information where required by relevant workplace, employment, or health legislation (e.g. Work Health and Safety laws).
• In the context of responding to lawful requests (e.g. court orders, subpoenas), we are obliged to release personal data as legally mandated.

5. Retention of Personal Information:

The Agency takes all steps to ensure:

1. that the information is disposed of securely and in accordance with any requirements for the retention and disposal of personal information,
2. that the information is protected, by taking such security safeguards as are reasonable in the circumstances, against loss, unauthorised access, use, modification or disclosure, and against all other misuse, and
3. that, if it is necessary for the information to be given to a person in connection with the provision of a service to the Agency, everything reasonably within the power of the Agency is done to prevent unauthorised use or disclosure of the information.
4. We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
5. You are responsible for keeping confidential any password and user details that may be provided to you by the Agency. We will not ask you for your passwords. Any password or user details that are provided to the Agency by Health Services, District, Private and Public Hospitals, and Health Providers is only held for the purpose of providing this information to the individual so that they may have the necessary access to systems and services required.

Data Retention Timelines

• In alignment with Australian legislative requirements, the Agency generally retains recruitment and employment-related records for a minimum of 7 years from the date of last usage or interaction (or longer, if required by specific legislation such as health records laws or taxation laws).
• For healthcare recruitment, where patient or sensitive clinical information is involved, retention periods may also be governed by additional healthcare legislation or professional guidelines.
• Once the data is no longer required (and there is no legal requirement to retain it), it will be securely destroyed or de-identified.

It should be noted that by using the site, registering requirements on the Agency’s site, visitors are consenting to the collection, storage, and use of their personal information. The Agency gives our assurance that we will endeavour to handle all information in a sensitive manner in accordance with the Australian Privacy Principles.

6. Direct Marketing Materials:

Sharing Information with HubSpot
When you submit forms or interact with our website for marketing purposes, certain information (such as your name, email address, and other details you choose to provide) may be shared with HubSpot, a third-party customer relationship management (CRM) and marketing automation platform used by Verus People. This data helps us streamline our marketing and communication efforts, including sending relevant updates and newsletters. HubSpot processes your personal information according to its own privacy policies, and we have safeguards in place to ensure that any data we share is protected and used solely for the purposes outlined in this Privacy Policy. You may opt out of marketing communications at any time by using the unsubscribe link provided in our emails or by contacting us directly.

We may send direct marketing communications via mail, SMS, fax, or email about products and services we believe may interest you. You have the right to opt out of these communications and to request that we not use or disclose your personal information for the purposes of direct marketing. You can opt out by contacting us by email at marketing@veruspeople.com.

We will endeavour to respond to requests within a reasonable period of time.

7. International Data Transfers:

The Agency and its related entities may disclose personal information to related companies, clients, and service providers located overseas, including but not limited to Australia, the USA, Canada, and the United Kingdom. We have measures in place to ensure information is managed in accordance with our Privacy Policy and applicable laws. We require our associates to acknowledge the confidentiality of personal information and to respect individual rights to privacy and comply with their applicable local privacy regime in the handling of personal information.

However, you should be aware that overseas recipients may not be subject to laws or binding schemes that have the effect of protecting your information in a way that is substantially similar to the Australian Privacy Principles and there may be no or limited mechanisms that you can use to take action to enforce the protection of any such law or binding scheme.

All internet communications are subject to some risk. You should take care to check email addresses and website addresses when providing personal information, to reduce the risk of data and identity theft.

8. Individual Access to Personal Information:

At any time, the client or candidate has the right to enquire as to their personal information that is being held, or they may wish to correct any personal information that is being held.

9. Special Circumstances:

In special circumstances, for example if the Agency sells the business or a substantial part of the business, locums’ information may be transferred as part of that sale. The Agency will not use their information for purposes unrelated to the services we provide, unless we first obtain your consent.

10. Links to Third-Party Sites:

Our websites may contain links to third-party sites. We do not endorse or take responsibility for the privacy practices or content of third-party websites. Users are encouraged to review the privacy policies of these websites before providing any information.

12. Contact Information:

If you have questions, concerns, or complaints about the treatment of your personal information, please contact our Privacy Officer:

Privacy Officer
Email: info@veruspeople.com
Mailing Address: 11/8 Spring Street, Sydney NSW 2000
Telephone: 1300 063 437

You may also contact the relevant privacy regulator whose details are below at 14.

13. Changes to Privacy Policy:

We may update this Privacy Policy from time to time, and the most recent version will govern all personal information held by the Agency and its related entities. The latest version is available on our website.

14. General Privacy Information and Complaints:

For general privacy information or complaints, refer to the relevant privacy authority.

If you are in Australia this is:

Australian Information Commissioner
Privacy Team
Phone: 1300 363 992
Website: https://www.oaic.gov.au/

15. EU Residents and Citizens

What are your additional rights?

You have the right to request information about the personal data we hold on you. If your data is incorrect, incomplete or irrelevant, you can ask to have the information corrected or removed. Annually, you have the right to request written documentation on the personal information we have about you in our account files. To request this document, please write to info@veruspeople.com.

16. Additional Provisions for UK Individuals:

If you are in the UK, you may have additional rights under the DPA (Data Protection Act 2018). These may include the right to restrict data processing, data portability, objection to processing, withdrawal of consent, and notification of data breaches.

17. Associated Legislation:

This Privacy Policy is intended to align with associated legislation, including the:

• Privacy Act 1988 (Australia)
• The Data Protection Act 2018 (United Kingdom)

By using Verus People Pty. Ltd. and its related entities’ services or providing personal information, you acknowledge that you have read, understood, and agreed to this Privacy Policy.