Privacy policy

The short version

• Talent Supply collects what you give us, such as your CV, contact details and what you are looking for, and what we learn while recruiting, such as interview notes and references.
• We keep it in our recruitment system (JobAdder) and our email, and use it to find people work and to find businesses staff.
• Software, including AI, helps us, but a person at Talent Supply decides whether to contact you or put you forward for a role.
• We send a candidate’s details to an employer only after the candidate agrees.
• Some of the services we use store information overseas, mainly in the United States.
• You can ask to see, correct or delete your information, or make a complaint, by emailing info@talentsupply.com.au. Our privacy policy explains how we deal with complaints.

Who we are

Talent Supply is a specialist recruitment agency based in Newcastle, NSW. This policy explains how we collect, use, share and protect personal information, and how you can see or correct what we hold about you.

In this policy, “we” means Talent Supply Pty Ltd, ABN 34 666 626 722. It covers:

• people looking for work, and people we approach about roles (candidates);
• the businesses we recruit for and their staff (clients);
• referees;
• people at businesses we may contact about candidates or our services;
• anyone who uses talentsupply.com.au, candidates.talentsupply.com.au or our other websites, or subscribes to our newsletter and guides.

We follow the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

Privacy contact: Federica Gargiuli, info@talentsupply.com.au, +61 451 368 300.

You can read this policy free on our website, or ask us for a copy in another format.

The information we collect

We collect only what we need to find people work, to find businesses staff, and to run our websites.

We do not ask for sensitive information (such as health, religion, union membership or criminal record) unless a role needs it, such as a police check, and you agree. If your CV or LinkedIn profile includes it, we use it only for roles you agree to and never publish it.

You can deal with us without giving your name when you simply ask a general question. We cannot represent you for a role, or recruit for you, without knowing who you are.

How we collect it

Most information comes from you directly:

• forms on our websites (sending a CV, booking a call or session, the hiring assessment, downloading a guide, the contact form, enquiring about a candidate profile);
• job applications through our job board, which is run by our recruitment system, JobAdder;
• emails, phone calls, video calls and meetings.

We also collect information from other people when it is reasonable to:

• referees you nominate;
• clients who give us feedback after an interview;
• public professional sources, such as LinkedIn profiles and company websites, when we approach people about roles or contact businesses about candidates. If we collect your details this way, we tell you when we first contact you, and you can ask us to delete them.

If you contact us using a link that an AI assistant (such as ChatGPT) made for you, the details in the link fill in our form in your browser. Nothing is sent to us until you press the button to send it. What you tell the assistant is covered by its own privacy policy.

Why we use it

We use personal information to:

• assess candidates for roles, contact you about suitable roles, and put you forward to clients, only with your agreement for each role;
• show anonymised candidate profiles to employers on our Find Candidates site, with the candidate’s agreement and without their name or contact details;
• feature anonymised candidate profiles in our newsletter, with the candidate’s agreement and without their name or contact details;
• suggest a candidate to employers who may want them, only with the candidate’s agreement and without their name until they agree to be put forward;
• understand a client’s hiring needs, recruit for them, and keep them updated;
• check references and, where a role needs it and you agree, other checks;
• give you the hiring assessment report and guides you ask for, and prepare for sessions and calls you book;
• send our newsletter and updates, only if you agreed (see Marketing emails below);
• learn how people use our websites, and run, secure and improve them, including stopping spam;
• meet our legal obligations, such as keeping business records.

We do not sell personal information.

Who we share it with

We share personal information only for the reasons above. We also use service providers to run our business. They handle information for us under their contracts with us. Some, such as Google, may also use limited information (for example analytics data) for their own purposes under their own privacy policies.

We may also share information with our professional advisers and insurers, and with government agencies or courts when the law requires it.

Overseas recipients. Some of the providers above, and clients in New Zealand, hold information outside Australia: mainly in the United States, and also in Belgium and New Zealand. Google, Cloudflare, Amazon Web Services and Telegram use data centres in many countries. Before we share information overseas, we take reasonable steps, usually through the provider’s contract terms, to make sure it is protected in line with the Australian Privacy Principles. Telegram’s standard terms do not include these protections, so we send it as little as we can.

AI and automated tools

A person at Talent Supply decides whether to contact you, put you forward for a role or recommend you to a client. Some software, including AI, helps with those decisions, so we list it here.

Programs that help our team decide

• Drafting Find Candidates profiles. Otto, an AI tool Nucleotto built for us, uses an AI service to draft the profile we publish about a candidate from their LinkedIn profile text, our notes, role type and location. We edit every draft and remove names, contact details and employer names before publishing.
• Matching candidates with employers (our Float Engine). When we decide to suggest a candidate to employers, it uses the candidate’s name, CV and profile to find matching job ads, rank employers in our database, and draft emails to them using Anthropic’s Claude. We review the results and decide whether to contact anyone and what to send.
• Flags on form emails. Our forms point out things for us to check, such as a personal email address on an employer booking form, or a session request from someone not yet in sales. A person decides what to do, and nobody is turned away by the form.

Decisions made by a program alone

• Spam checks on our forms. These use the form’s contents, how long it took to fill in, your IP address and, on some forms, a Cloudflare check. A form that looks automated may be rejected, asked to be sent again, or discarded without reaching us. A CV is never discarded because of our hidden spam trap alone; it reaches us marked for a check. If you are not sure your form reached us, please email us.
• Hiring assessment score. It is calculated automatically from your answers. It is advice for your business, not a decision about you.

These programs use your name and contact details, CV and LinkedIn content (work history, skills, education, location), salary expectations, availability, our notes, and form timing and IP address. Ask us if you want to know how a tool was used in a decision about you, or want a person to look at it again.

Where an AI service offers it, we use terms or settings under which it does not use our data to train its models.

Marketing emails

We send our newsletter, market updates and similar emails only to people who have agreed to receive them. You can agree by:

• ticking the newsletter box when downloading the salary guide;
• signing up on our newsletter page;
• downloading one of our other free guides, whose form says you will also get occasional hiring insights.

Ticking “Talent Supply can contact me about my results” on the hiring assessment lets us contact you about your results only. It does not add you to our newsletter. We may also email people at businesses about our services where their work email address is published and the email relates to their role.

If you download the salary guide, we may also contact you about your hiring, as the form says, even if you do not tick the newsletter box. You can ask us to stop at any time.

Every marketing email says it is from Talent Supply and tells you how to unsubscribe, usually with a link. We act on unsubscribe requests within 5 working days across all our mailing tools, as the Spam Act 2003 requires. You can also email us to stop them, or to ask where we got your details.

Emails about a role you applied for, a search we are running for you, or a report you asked for are sent because of what you asked us to do, whether or not you subscribe.

Cookies, analytics and your browser

talentsupply.com.au uses Google Analytics, loaded through Google Tag Manager, to count visits and see which pages are useful. It sets cookies and sends Google the pages you view, your device and browser, your approximate location and the site that referred you.

candidates.talentsupply.com.au uses PostHog for the same purpose. It keeps an identifier in a cookie and in your browser’s storage for up to a year. It records which candidate profiles are viewed and enquired about, including the company name entered in an enquiry. We do not use analytics to identify you by name.

You can block or delete cookies in your browser settings, or install Google’s opt-out add-on.

Our websites also keep these details in your browser:

• where you came from, for the current tab only. It is sent to us only if you send one of our forms.
• the details from a pre-filled CV form link, until you close the page.
• your hiring assessment answers and the name, company and email you enter, on that device until you restart the assessment or clear your browser data. On a shared computer, clear your browser data afterwards.

Some pages include services that may set their own cookies under their own privacy policies: our jobs page (JobAdder), the booking calendars (Google Calendar), the map on our contact page (Google Maps), the newsletter form (Roi-AI), the video on our employment law blog post (YouTube) and, on some forms, Cloudflare’s security check.

Storage, security and how long we keep it

We keep personal information in our recruitment system (JobAdder), our email (Google Workspace) and our document storage. Our main website does not keep its own database of form submissions: each form emails its details to us through Resend, which keeps delivery records.

Find Candidates keeps profiles in Sanity. The CVs we attach to them sit in private storage that only our team and our tools can open, through links that expire: after 5 minutes for our team, and after an hour when the Float Engine fetches a CV.

We protect information by limiting access to our team and the providers above, protecting the sign-in to our systems, and using encrypted connections and spam checks on our forms.

We keep information only as long as we need it:

After that we take reasonable steps to delete the information, or remove anything that identifies you, in the systems that hold it. Copies in backups and our providers’ logs are deleted on their own schedules.

Data breaches. If a breach is likely to cause you serious harm, we will tell you and the Office of the Australian Information Commissioner, following the Notifiable Data Breaches scheme.

Seeing, correcting and complaining

You can ask to see the personal information we hold about you, ask us to correct it, or ask us to delete it (we will, unless we need to keep it by law or to deal with a dispute; if you ask us to stop contacting you, we keep your email address on a do-not-contact list). Email info@talentsupply.com.au. We will reply within 30 days, and there is no charge. We may need to confirm who you are first. In a few cases the law lets us refuse, for example where it would reveal someone else’s personal information, such as comments a referee gave us in confidence. If so, we will tell you why.

If you think we have mishandled your information, please email us first. Federica will look into it, and we will reply in writing within 30 days, explaining what we found and what we will do.

If you are not satisfied with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

Changes to this policy

We will update this policy when the way we handle information changes. The date at the top shows when it last changed.

Questions about this policy: Federica Gargiuli, info@talentsupply.com.au, +61 451 368 300. You can also contact us here.