RECRUITMENT PRIVACY POLICY
Daimler Truck appreciates your visit to this website and the shown intent to work with us. We at Daimler Truck understand and respect your need to keep your information confidential and we are committed to protecting your privacy.
The information you enter will only be used for the purposes of the recruitment process. Where we deal with your personal information, we ensure we comply with the Privacy Act 1988 (Cth) (as amended or updated from time to time) as well as the Australian Privacy Principles found in Schedule 1 of that Act (“Privacy Act”).
This Recruitment Privacy Policy (“Policy”) will apply if your personal information is subject to the laws of Australia. In the event that your personal information is subject to the laws of another Country, the Privacy Policy of that Country will apply. Any Daimler Truck entity refers to Daimler Truck Australia Pacific Pty Ltd, Daimler Truck Financial Services Australia Pty Ltd, and any other company in Australia that is related to Daimler Truck AG or another company belonging to the Daimler Truck Group.
A reference to “we”, “us” or “our” in this Policy means any Daimler Truck entity in Australia and the reference to ‘you’ means an individual person protected by the provisions of this Policy.
Purpose:
This Policy explains our approach in relation to the way personal information of individuals is handled in our recruitment process, including but not limited to:
∙ job applicants and prospective job applicants including:
- permanent roles;
- contractors and temporary staff (including those supplied by recruitment agencies);
- volunteers;
- secondees who remain the employees of the seconding client or firm (“secondee”);
- work experience students; and
∙ referees.
As employee records are generally exempt from the Privacy Act, this Policy does not apply to the handling of past and current employee personal information outside of the recruitment process. For more information about our practices relating to employee information, please contact:
Human Resources
Daimler Truck Head Office (Australia):
Level 4, 631 Springvale Road,
Mulgrave, Victoria, 3170, Australia
Or email:
dtau_careers@daimlertruck.com
This Policy Outlines:
∙ the kinds of information we collect and hold about you;
∙ how you can deal with us anonymously;
∙ the kinds of sensitive information we collect;
∙ how we collect your personal information;
∙ the purpose by which and how we collect, use and disclose your personal information;
∙ cross border disclosure;
∙ when we will use your personal information for direct marketing;
∙ how we keep your information secure;
∙ how to access, update or correct your personal information; andhow you can make a complaint in relation to how we may have managed your personal information.
1. CONSIDERATION OF PERSONAL INFORMATION
Safeguarding the privacy of your information is important to us. We will make a copy of this Policy available free of charge to anyone who requests it. A request for a copy of this Policy may be made in accordance with the enquiries procedure below (see paragraph 4.3).
2. COLLECTING PERSONAL INFORMATION
2.1. Kinds of information we collect
We collect personal information that is reasonably necessary for or directly related to the recruitment process, including but not limited to:
∙ identifying information – such as your name, postal address including postcode, e-mail address, gender, marital status, telephone numbers and date of birth;
∙ other contact details that you use on recruitment websites;
∙ cover letter, resume and other correspondence;
∙ work, education and training history;
∙ academic transcripts;
∙ eligibility to work lawfully in Australia: for example, we undertake a VEVO check to assess this;
∙ health information, reference checks and criminal history check information that we have obtained with your consent;
∙ driver licence or other forms of identification used to confirm your identity;
∙ information your upload to create a profile in our recruitment system;
∙ cookies and website tracking (for information about what cookies are and how we use them, please refer to Your Settings. Cookies & Privacy on our recruitment website);
∙ voice when we record inbound and outbound calls for quality, training and record purposes;
∙ personal interests; and
∙ other information we think is necessary for the purpose of conducting the recruitment process.
Sensitive Information
We may collect sensitive information about you (for example, health information and criminal record checks), if we have your express consent or if the collection is required or authorised by law. If you provide us with any sensitive personal information, we will take all reasonable steps to ensure this information is securely protected.
Anonymity
Where appropriate, we provide you with the option of remaining anonymous when entering into transactions with us, unless such anonymity would be considered unlawful or impracticable. If you elect not to provide us with your personal information, we may not be able to do business with you or consider you for recruitment opportunities. We will endeavor to make this option as clear as possible when required.
2.2. How we collect information
We take steps to ensure that we collect personal information by lawful means, and obtain your personal information in various ways, including but not limited to:
∙ when you fill out an application form or submit your resume (online or hard copy);
∙ when you update your profile via the online recruitment system;
∙ in correspondence between us;
∙ when you attend an interview;
∙ if you submit an unsolicited employment application and/or resume;
∙ from a recruitment agency;
∙ from public employment search engines, for example, seek.com.au, seek.co.nz and LinkedIn;
∙ from referrals and referees;
∙ when you phone us;
∙ when you attend one of our premises;
∙ if you select any web links or visit any websites where cookies and website tracking is enabled;
∙ from publicly available sources (including but not limited to commercially available sources such as data aggregators and public databases) and also information that you or others may post about yourself online;
∙ from third party service providers; and
∙ from government bodies, enforcement and regulatory authorities.
If you do not wish to provide us with the personal information that we seek, then we may not be able to progress your application. Where you provide personal information about other individuals to us (for example, joint owners, family members or referees), we rely on you to inform those individuals that you are providing their personal information to us and tell them about this Policy.
In the event we collect personal information from you, or a third party, where we have not requested or solicited that information (also known as unsolicited information), and we determine your personal information is not required, and not legally required, we will destroy the information or ensure the information is de-identified as soon as reasonably practicable.
2.3. Data Retention Period:
You acknowledge and consent that your personal data will be collected in the recruitment process and will be stored until the completion of the recruitment process. You further acknowledge that the Taleo application profile you have set up will remain active as long as you are in an application process. If there is no activity on the profile and after all application processes you are taking part in are completed, your profile will be saved for another 84 months, after which it will be deleted in full. If you decide to withdraw a job application, you can do so at any point unless your application has been rejected by the Daimler Truck entity. In case of application withdrawal, the application will be deleted without delay. In case your application is rejected, your submitted first and last name as well as any contact details will be deleted in 84 months after the recruitment process is completed. For Daimler Truck internal applicants: The internal application profile automatically set up for Daimler Truck employees will remain active as long as you are an employee of Daimler Truck. The internal application profile will be saved for another 84 months after termination of the employment at Daimler Truck. In addition to the above mentioned rights, I have the right to withdraw any consent I have given to the processing of my personal data at any time of my choosing. I am aware that the withdrawal of consent will not affect the lawfulness of the processing of my data, which took place on the basis of my consent before its withdrawal.
2.4. Direct marketing
Direct marketing involves us communicating directly with you to promote available roles and positions within the Daimler Truck Group. This can be achieved by an array of methods including for example, by mail, telephone, e-mail or SMS/IM/MMS and potentially by third parties on our behalf. We will obtain your consent prior to using or disclosing your personal information for direct marketing purposes. We do not actively market to children or knowingly collect personal information about children without parental consent. Whilst we do take steps to ensure that children’s privacy and rights are not compromised, it is ultimately the responsibility of parents to monitor their children’s internet usage.
2.4.1 Electronic communications
Where we electronically communicate with you (e.g. by instant messaging, SMS/IM/MMS, and other mobile phone messaging (but excluding voice to voice communications)) for the purpose(s) mentioned above, we are fully committed to full compliance with the Spam Act 2003 (Cth) in Australia, as amended from time to time. You will have the option to subscribe to certain promotional and marketing email and/or text communications. By subscribing to our email and/or text communications, or otherwise providing us with your email address and/or mobile number, you consent to receiving emails and/or texts (as the case may be) which promote available roles and positions within the Daimler Truck Group, from time to time. We take steps to ensure that our electronic communications meet the following conditions, they:
∙ will only be sent with your consent, which you either provide expressly, or in very limited circumstances, that consent is inferred by your conduct or an existing ongoing business relationship;
∙ contain accurate information about us and how to contact us; and
∙ contain a functional unsubscribe facility to allow you to opt out of receiving electronic messages from us in the future.
2.4.2 Do Not Call Register Act 2006 (Cth)
The Do Not Call Register Act 2006 (Cth) allows telephone numbers to be registered if they are used primarily for domestic or private purposes in order to allow you to opt out of receiving most telemarketing calls or marketing faxes. If you have registered your private or domestic number on the register, then we will not contact you for telemarketing purposes for example, promoting available roles and positions within the Daimler Truck Group except if you have expressly opted in to receive direct marketing phone calls from us of which you can opt out of at any time.
However, we will still contact you for purposes that are not telemarketing purposes, including but not limited to the following:
∙ appointment reminder and rescheduling calls;
∙ calls relating to payments;
∙ calls relating to a contract or the subject matter of contract we have with you; and
∙ solicited calls.
2.4.3 Opting out - Direct marketing and electronic communications
If you do not wish to receive direct marketing, electronic communications or telephone calls from us for direct marketing purposes, you can opt out at any time. When you opt out, we will stop sending the material until such time as you change your preferences. If you elect not to receive any direct marketing material from us, you are likely to miss out on notifications about available roles and positions within the Daimler Truck Group, publications and other items that fall into this category. You can opt out by contacting our Privacy Officer as per the details set out in item 4.3 of this Policy.
2.4.4 Cookies, Tracking and Retargeting Technologies
We use certain cookies and other web technologies for various purposes. For information about what cookies and technologies we use, what they are and how we use them (including information on how to revoke your consent), please refer to Your Setting. Cookies & Privacy on our recruitment website.
3. PURPOSE OF COLLECTION, USE AND DISCLOSURE OF PERSONAL & SENSITIVE INFORMATION
3.1 How we use personal information
Primarily we collect personal information for use in our recruitment process as outlined in paragraphs 2.1 and 2.2, however we may also use your information for other purposes include but not limited to:
∙ any purpose which we inform you about when we collect your personal information or to which you have provided your consent;
∙ any related purpose which would be reasonably necessary or directly related to one or more of our functions or activities;
∙ research, analysis and development;
∙ conducting further background checks, including but not limited to police or government checks or checking against sanctions lists;
∙ to comply with industry, legal and regulatory requirements; and/or
∙ where permitted or required by law, a court or tribunal.
3.2 Disclosure
The Human Resources function is a shared service without the Daimler Truck organisation. This means that we may disclose your personal information (including sensitive information) to:
∙ our staff;
∙ staff of company/s related to us;
∙ staff of Daimler Truck AG (based in Germany) or staff of other company/s belonging to the Daimler Truck Group based elsewhere in the world; and
∙ staff in any combination of the above.
As appropriate and as permitted by law, we may also disclose your personal information (including sensitive information) to:
∙ those that you have consented we disclose your personal information (including sensitive information) to, either impliedly by your conduct, verbally or in writing;
∙ third party service providers such as Oracle (contractor who created online recruitment solution) and providers that manage services that Daimler Truck provides to you, including but not limited to: payroll, financial institutions, payment organisations, merchants and travel agencies;
∙ organisations involved in managing, validating or administering your application, employment or engagement;
∙ organisations providing education, training, psychometric testing;
∙ organisations involved in your employment or engagement such as employment agencies, counsellors and assessment agencies;
∙ organisations involved in conducting background checks or monitoring employee conduct;
∙ organisations involved in maintaining, reviewing and developing our business systems, procedures and infrastructure including testing or upgrading our computer systems;
∙ organisations involved in the provision and administration of insurance, superannuation funds and the administration of remuneration, superannuation, employee benefits and insurance;
∙ legal or financial advisers;
∙ insurers; and
∙ government, law enforcement and regulatory authorities and organisations or as required by law, a court or tribunal.
We note your employment offer is provisional based on the successful completion of the entire background check process. Please be aware, adverse results may result in rescinding any employment offer or immediate termination of your employment. All information will be kept confidential and will be handled in accordance with this Policy.
3.3 Cross border disclosure
As we are part of the global Daimler Truck Group, from time to time, we may need to transfer, disclose, process, access and/or store your personal information in various countries within Asia, Africa, Europe, The Americas, other parts of Australasia or anywhere Daimler Truck or its subsidiaries are located, in the ordinary course of our business and the business of our service providers.
Where we arrange for work or services to be undertaken on our behalf, that work is undertaken under conditions of confidentiality and may result in your personal information being transferred, accessed, processed and/or stored (for example, on clouds or servers) in various countries for the purpose of service delivery to us or you.
Unless an exception applies in the Privacy Act, prior to disclosing personal information to overseas recipients we will take reasonable steps in the circumstances to ensure that the overseas recipient does not breach the Privacy Act.
4. INTEGRITY, QUALITY AND SECURITY OF PERSONAL INFORMATION
4.1 Integrity and quality of personal information
We take reasonable care to ensure that personal information we collect, use, store, disclose and subsequently destroy/delete (where relevant) meets certain quality requirements, in that the personal information is accurate, up to date and complete.
4.2 Security of personal information
The security of your personal information is important to us. We are obliged to and have implemented active security measures that are reasonable in the circumstances to help ensure that your personal information is kept safe from misuse, interference, loss, unauthorised access, disclosure and modification. However, no data transmission over the Internet is 100% secure. Accordingly, we cannot guarantee the security of any information you send to us or receive from us online. That is particularly true for information you send to us via email as we have no way of protecting the information until it reaches us. Once we receive your personal information, we are required to protect it in accordance with the Privacy Act. We have adopted the Daimler Truck global policies, guidelines and standards to secure your information. We continually train and remind our staff of the importance of keeping information safe and secure. We have adopted active security measures to ensure that your personal information is kept safe from misuse, interference, loss, unauthorised access, disclosure and modification, such as:
(a) System security: Our application systems are password protected and can be accessed only by people authorised to do so. Our policies require us to encrypt confidential information, for instance, when you provide information to us using our website or when you send information from your computer to us. Security is inbuilt into the design and operations of our systems through the use of firewalls, ethical hacking and virus scanning tools.
(b) Physical security: Our premises are protected against unauthorised access by way of access card for entry, cameras, alarms and security services.
(c) Data retention: If personal information is no longer required for the purpose for which we are permitted to use, disclose or legally retain it, then we will permanently remove from a record any information by which an individual may be identified in order to prevent future re-identification from the data available. We retain information as long as needed to comply with the law or our own corporate policies and procedures.
Whilst we seek to keep your personal information secure, errors may occur from time to time and we will act quickly to investigate them and implement measures to avoid them from happening again (where possible).
Whilst we seek to keep your personal information secure, errors may occur from time to time leading to a privacy related incident to occur. In the event of a privacy incident, we will:
∙ act quickly to investigate the breach including identifying and securing the breach;
∙ assess the nature of the severity of the breach; including the type of personal information involved and risk of harm to individuals;
∙ notify the affected individuals via appropriate communication channels where required;
∙ engage the appropriate authorities, including but not limited to the Privacy Commissioner, where required by law; and
∙ implement measures to avoid them from happening again (where possible).
We will at no time sell, rent or trade your personal information to or with any other unrelated entity.
5. ACCESS, CORRECTION, COMPLAINTS AND ENQUIRIES
We take reasonable steps to ensure that information we collect, hold or disclose about you is accurate, complete and up to date.
5.1 Access to information held about you
At any time you can request access to information we hold about you. We will endeavour to respond to your request within 30 days. We also reserve the right to charge you reasonable costs for providing access to that information.
Whilst we are obliged to provide you with access to your information, there are exceptions and those are outlined in the Privacy Act including but not limited to the following circumstances:
∙ access would unreasonably impact another individual’s privacy;
∙ in our opinion the request is frivolous or vexatious;
∙ the information relates to anticipated or existing legal proceedings between us and you and that information would not be available by the discovery process in those proceedings or is otherwise subject to legal privilege;
∙ giving access would reveal our intentions in relation to negotiations with you in a way that may prejudice or interfere in a negative manner those negotiations;
∙ providing such access would be unlawful;
∙ refusing access is authorised or required by law or an order of a court or tribunal;
∙ we suspect that unlawful activity or serious misconduct that relates to our activities or functions has taken place or is occurring and providing access is likely to prejudice the taking of appropriate action in relation to the matter;
∙ access is likely to prejudice an enforcement activity/s conducted by or on behalf of an enforcement body; or
∙ access would reveal evaluative information we have generated in connection with a commercially sensitive decision making process.
Where permitted by the Privacy Act, Daimler Truck will not provide you with access to your information. However, if one of the exceptions above does apply to your access request, we will if reasonable in the circumstances, work with you and attempt to provide you with access in a way to meet your needs and ours. Provided that it is reasonable in the circumstances, we will also notify you in writing if we refuse access to your personal information due to one of the exceptions listed above and if we are able, the reasons for that refusal.
5.2 Correction of personal information held about you
You have the right to request correction of any personal information we may hold about you. If you believe that personal information that we hold about you is out of date, incomplete, inaccurate, misleading or irrelevant then please notify us in writing. We will endeavour to respond to your request within 30 days. Where your information has been disclosed to a third party by us, we will take reasonable steps to notify the third party of the correction. In the event we are unable to update your information, we will notify you in writing as soon as practicable and provide an explanation.
5.3 Complaints and enquiries
If you are not happy with the way we have handled your personal information or believe that we have breached the Privacy Act then please contact us and we will try our best to resolve the matter with you. For security reasons, all complaints, requests for access to or correction of personal information, or any enquiries concerning privacy matters, should be put in writing and either e-mailed or posted to:
The Privacy Officer
Daimler Truck Head Office (Australia):
Level 4, 631 Springvale Road,
Mulgrave, Victoria, 3170, Australia
Phone: 1800 033 557
Email: dtau_careers@daimlertruck.com
We may also require proof of your identity. For information about privacy generally, or if your concerns are not resolved to your satisfaction, please contact:
∙ The Office of the Australian Information Commissioner at www.oaic.gov.au and on 1300 363 992.
6. CHANGES TO THIS POLICY:
We may review and update this Policy from time to time to ensure it is current. You acknowledge that you have read and understood this Policy. This Policy is intended to comply with our legal obligations, and should be interpreted to reflect and comply with the Privacy Act. You acknowledge that your application for employment includes personal and potentially sensitive information and by submitting your application you hereby give consent to Daimler Truck to collect, process, transfer and store your personal information to Daimler Truck Group Companies, overseas and third party providers, and otherwise in accordance with this Policy.
Last updated June 2022.