Candidate privacy policy

A. Introduction

General

This Candidate Privacy Policy explains how Qantas generally handles your personal information when processing your application and considering your potential employment with us during the recruitment process. We may also provide more specific information in our privacy collection notices.

We will update this policy on our website if we change the way we handle personal information

Who is Qantas

This Candidate Privacy Policy applies to Qantas Airways Limited and its related bodies corporate (referred to as “Qantas”, “we” and “our”), excluding Taylor Fry Holdings Pty Ltd and Jetstar Japan.

B. Information we collect

General

We may collect, store and use the following types of personal information about you in connection with your application for employment with us:

  • General information about you and your contact information: The information you have provided on our application form, including name, title, address, telephone number, email address, etc.
  • Identity information: Your driver licence details, passport and visa information, date of birth, gender, etc.
  • Qualifications and employment information: The information you have provided to us in your curriculum vitae and covering letter, any information contained in social media profiles such as LinkedIn, any information provided to us by a former employer or a referee.
  • Our interactions with you: Any information you provide to us during an interview, or during pre-employment screening and testing.

If you fail to provide information that is necessary for us to consider your application (such as evidence of qualifications or work history) when requested, we will not be able to process your application further.

Sensitive personal information

Under privacy laws, certain categories of personal information are considered particularly sensitive and therefore require additional protection. These categories include information about health, racial or ethnic origin, political opinions, religious beliefs, trade union membership or your sexual orientation. Sensitive information may also include genetic and biometric data. Information concerning criminal convictions and offences is also viewed as sensitive, for example, under European data protection law.

We may collect and handle your sensitive personal information, for example, related to pre-employment health screening or vaccination status when processing your application.

We will ask you for your consent to handle this type of personal information, to the extent required under applicable laws, for example under the Australian Privacy Act or the General Data Protection Regulation.

C. How we collect personal information

Directly from you

We mainly collect information directly from you throughout the recruitment process. This includes information you provide to third party suppliers used within the recruitment process.

Indirectly

There may be occasions when we collect information about you from someone else, such as:

  • Recruitment agencies
  • Background check providers
  • Your named referees
  • Publicly accessible sources such as LinkedIn, social media etc.

D. How we use your personal information

We may use your personal information in order to:

  • Assess your skills, qualifications and suitability for the role.
  • Undertake background, medical and reference checks, where applicable.
  • Communicate with you about the recruitment process.
  • Communicate with you about new job opportunities and retaining your information for Talent Pooling purposes.
  • Retain records related to our hiring processes for as long as there is a legitimate business purpose to do so.
  • Comply with legal or regulatory requirements, including verifying your eligibility to work.

We may use information about your citizenship, country of birth, race, national or ethnic origin, disability and gender for statistical purposes to ensure meaningful equal opportunity monitoring and reporting. Note this information will not be used to determine your suitability for the role.

We may use your sensitive personal information in the following ways:

  • We may use information about your health and/or disability status to consider whether:
  •     whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during an assessment or interview; and
  •     your ability to perform the role you have applied for.

We may use information about your citizenship, country of birth, race, national or ethnic origin, disability and gender for statistical purposes to ensure meaningful equal opportunity monitoring and reporting. Note this information will not be used to determine your suitability for the role.

E. How we hold information and keep it secure

IT security

We hold your personal information in a combination of hard copy and electronic files. We use third party information system providers who may store or have access to your personal information.

No data transmission over the Internet or website can be guaranteed to be secure from intrusion. However, we maintain physical, electronic and procedural safeguards to protect your personal information in accordance with data protection legislative requirements and industry standards.

If we have given you (or you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential and for complying with any other security procedures notified to you. We require that you do not disclose your passwords to anyone else.

We have put in place procedures to deal with any actual or suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Retention period

Our retention periods are based on business needs and legal requirements. We retain personal information for as long as is necessary for the processing purpose(s) for which the information was collected, and any other permissible, related purpose. For example, we retain your personal information so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way.

In the event you are successful with your application, you will be regarded as an employee and your personal information will be handled in accordance with the appropriate Qantas Group Staff Privacy Statement.

When personal information is no longer needed, we either securely destroy it, or irreversibly anonymise the data (and we may further retain and use the anonymised information).

F. Disclosure of personal information

We may disclose your personal information to comply with our legal obligations and to respond to complaints and claims. We may also disclose your personal information to third parties in connection with the recruitment process, including those that:

  • Provide IT, audit and legal services.
  • Assess your skills, qualifications and suitability for the role.
  • Perform background, medical and reference checks, where applicable our legal obligations.

Our service providers

The third-party service providers engaged for our recruitment purposes are required to implement security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal information for their own purposes. We only permit them to process your personal information for specified purposes and in accordance with our instructions.

Disclosure of information across borders

When we disclose personal information in accordance with this Candidate Privacy Policy, it may be accessed from, transferred to, and/or stored outside the country in which you are located. The data protection laws in that country may be of a lower standard than those in your own country. We will, in all circumstances, safeguard the personal information as set out in this Candidate Privacy Policy.

Refer to the section on European data protection laws for information about the export of personal data from the United Kingdom (UK) and European Economic Area (EEA) to countries outside the UK and EEA.

Access to, and correction of, information about you

In some countries, including Australia, you have the right to access, or correct, the personal information that we hold about you. If you would like to request access to, or correction of, your personal information that we hold, please contact us using the details in the section titled 'Contacting Us' below. To the extent required by applicable law, we will provide you with access to the information we hold about you, including for the purpose of correcting or updating that information, within a reasonable timeframe (or any time frame stipulated by the laws that apply to your request). If we are permitted to withhold some of your personal information and we choose to do so, we will advise you when responding to your request. If we refuse to provide you with access to, or to amend, the information, to the extent required we will notify you of our reasons for the refusal and how you may complain about the refusal.

Where permitted by law, we may recover from you our reasonable costs of supplying you with access to this information. However, we will not charge you for the making of the request or to correct or update your personal information.

When you apply for a role with the Qantas Group, you provide us with consent to process your personal information for the purposes of the recruitment process. You have the right to withdraw your consent for processing for that purpose at any time. You can exercise these rights by contacting us using the details in the section titled “Contacting Us” below.

G. Automated processing

In some cases, we may use automated assessments as part of the overall recruitment and selection process. You can express your opinion or request a review of a decision that is based solely on automated assessments, including profiling if such a decision would significantly affect you.

When using automated assessments we will provide you with further information about the systems used, the logic involved, as well as the significance and the envisaged consequences to you.

H. UK and EEA data protection laws

This section applies if the role you apply for is based in the UK or EEA and sets out the additional information that we are required to provide to you under EK and EEA data protection laws.

Under UK and EEA data protection laws, use of personal information must be based on one of a number of legal grounds and we are required to set out the grounds in respect of each use. We may process personal data only when the processing is permitted by the specific legal ground set out in the law.

It is in our legitimate interests to process your personal information in order to decide whether to appoint you to the role you have applied for, or another suitable role as they arise from time to time, as it would be beneficial to our business to appoint a suitable candidate. We also need to process your personal information to decide whether to enter into a contract of employment with you.

The purpose of data processing and its uses
Purposes of the data processing Use bases
Recruitment and selection
  • legitimate interests (to decide whether to appoint you to the role you have applied for or another suitable role as they arise from time to time and to decide whether to enter into a contract of employment with you)

For sensitive Personal Data

  • consent
Undertake background, medical and reference checks, including criminal history checks (if and to the extent permitted by applicable laws), employment history and professional qualifications
  • legal obligation
  • legitimate interests (to cooperate with law enforcement and regulatory authorities, to take appropriate steps to prioritise the health and safety of our passengers and our crew)
  • legitimate interests (to decide whether to appoint you to the role and to decide whether to enter into a contract of employment with you) legitimate interests (to take appropriate steps to prioritise the health and safety of our customers and staff.
 
For sensitive Personal Data
  • legal claims
  • legal obligation (where we need to use your personal information to comply with our legal obligations)
  • public interest in area of public health

We will process the personal information we collect as detailed above, to determine whether you meet the essential requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the personal information you provide to us at the interview to decide whether to offer you employment. As part of the decision process, we may disclose your personal information, as detailed above, to further assess your suitability for the role.

Disclosure of information outside the UK and EEA

When we transfer personal information from inside the UK and EEA to countries outside the UK and EEA, we may be required by law to take specific measures to safeguard the relevant personal information. Certain countries outside the UK and EEA have been approved by the regulators as providing essentially equivalent protections to UK and EEA data protection laws and therefore no additional safeguards are required to export personal information from the UK and EEA to these jurisdictions. In countries which have not had these approvals, we will use appropriate safeguards to protect any personal information being transferred, such as EU Commission-approved model contractual clauses or binding corporate rules permitted by applicable legal requirements.

Please refer to the “Contacting Us” section if you would like to see a copy of the specific safeguards applied to the export of your personal information.

Additional rights under UK and EEA law

In addition to the rights outlined elsewhere in this Candidate Privacy Policy, under certain conditions you may have the right under UK and EEA data protection law to ask us to:

  • provide you with further details on how we use and process your personal information;
  • delete personal information we no longer have grounds to process; and 
  • restrict how we process your personal information while we consider an inquiry you have raised. 

In addition, under certain conditions, you have the right to:

  • where processing is based on consent, withdraw the consent;
  • lodge a complaint with a supervisory authority;
  • object to any processing of personal information that we process on the “legitimate interests” or “public interests” grounds, unless our reasons for the underlying processing outweighs your interests, rights and freedoms; and you can exercise these rights by contacting us using the details in the section titled “Contacting Us” below.

These rights are subject to certain exemptions to safeguard the public interest (e.g. the prevention or detection of crime) and our interests (e.g. the maintenance of legal privilege)

Data protection officer – UK and EEA law

We have appointed the Qantas Group Privacy Officer to oversee compliance with this Candidate Privacy Policy. Please refer to the “Contacting Us” section below for details.

I. Changes to this candidate privacy policy

We may amend this Candidate Privacy Policy as our business requirements or the law changes. Any changes to this Candidate Privacy Policy will be updated on this website, so please visit periodically to ensure that you have the most up to date information.

J. Contacting us

If you have any questions about this Candidate Privacy Policy, wish to exercise your rights under privacy laws, have a complaint about a breach of your privacy, or have any query on how your personal information is collected or used, please forward your enquiry to privacyofficer@qantas.com.au. We will respond to your enquiry as soon as possible.

Privacy complaints about our acts or practices may be investigated by the Privacy Commissioner who has the power to make a determination including a declaration that the claimant is entitled to compensation.

If your enquiry relates to UK or EEA data protection laws you may contact our Data Protection Officer at privacyofficer@qantas.com.au.