Artisan Privacy Policy

Artisan Nasitra Pty Ltd (“Artisan”) Privacy Policy

Last updated: February 2025

Artisan is committed to protecting the personal information we collect and hold about you. This Privacy Policy describes how we collect, use, disclose, store, and safeguard your personal information in compliance with the Privacy Act 1988 (including the Australian Privacy Principles) and other applicable laws. By using our services or website, you consent to the practices described in this Policy.

1. Who We Are and How to Contact Us

Entity: Artisan Nasitra Pty Ltd
ABN: 48 100 827 350
Email: artisan@artisan.com.au
Phone: (03) 9514 1000

If you have any questions or concerns about our handling of your personal information, or to lodge a privacy complaint, please contact our Privacy Officer at the above email or address.

2. Collection & Use of Personal Information

2.1 What We Collect

We only collect the personal information that is reasonably necessary for us to:

Provide recruitment services (permanent, contract, or freelance)
Administer payroll, timesheets, and billing
Maintain accurate records and meet our legal obligations
Operate and maintain our website and digital platforms
Communicate with you (including marketing, client updates, and service notices)

Depending on the nature of our relationship or the services you request, we may collect:

Contact Details: Full name, preferred name, date of birth, postal address, email address, phone number, referee details, or emergency contact details.
Employment & Professional Information: Curriculum vitae (CV), résumés, employment history, education history, portfolios (photographs, design files, links), references and referee contact details, skill assessments, professional certifications.
Website & Digital Data: Information you submit through our website (e.g., when registering, subscribing, or submitting a job application), device identifiers, browser type, dates and times of access, and any information you provide in contact forms or “Comments” fields.
Marketing & Communication Preferences: Your preferences regarding how we contact you, including consent (or opt-out) for email newsletters, SMS, or other marketing channels.

2.2 How We Collect Personal Information

Directly from You: Most information is collected directly when you:
- Apply for a role through our website or via email
- Register with us as a candidate or client
- Update us about changes in your personal circumstances or work status
- Opt in to receive newsletters, marketing communications, or surveys
- Contact us with queries, feedback, or complaints
From Third Parties: In certain circumstances, we may collect information from:
- Referees or past employers (with your consent)
- Third-party service providers (e.g., payroll or data-storage platforms)
- Publicly available sources (e.g., LinkedIn profiles, professional directories)
- Government agencies (for verification of eligibility to work, taxation, or legal compliance)

If you choose not to provide certain information when requested, we may be unable to offer—or may be delayed in providing—some or all of our services.

3. Purposes for Which We Use Personal Information

We will only use your personal information for the primary purposes for which it was collected (or for any related secondary purposes where you would reasonably expect us to do so), including to:

Provide Recruitment Services
- Match your skills, experience, and portfolio to suitable roles
- Conduct interviews, reference checks, background and qualification verifications
- Administer payroll, invoicing, and billing through a secure third-party payroll provider
- Offer career advice, interview preparation, and portfolio feedback
Manage Our Business Operations
- Process timesheets, invoices, and payments
- Maintain our candidate and client databases
- Manage insurances, legal compliance, and tax obligations
- Administer our website, IT infrastructure, and data storage through a secure third-party data storage provider
- Conduct internal analytics and reporting to improve our services
- Send transactional communications (appointment reminders, job alerts, status updates)
Marketing & Promotional Activities (with Your Consent)
- Send email newsletters, industry insights, event invitations, or other promotional materials
- Provide market research and surveys to better understand your needs
- Notify you about new job opportunities, training programs, or special offers
Legal & Regulatory Compliance
- Comply with our obligations under workplace relations, taxation, superannuation, and occupational health and safety laws
- Respond to lawful requests from government agencies, courts, or law enforcement bodies
- Defend or enforce our legal rights (e.g., intellectual property protection)

4. Disclosure of Personal Information

4.1 To Third-Party Service Providers

We may share your personal information with trusted third-party service providers who assist us with:

Payroll & Financial: A secure, compliant payroll platform for day-rate contractors and freelance staff
ATS, Data Storage & IT Infrastructure: Cloud-based data hosting, backup, and security services
IT & Software Support: Providers who maintain our recruitment database, email systems, or website analytics (e.g., applicant tracking systems, CRM platforms)
Professional Services: Accountants, auditors, legal advisors, insurers, and other professional advisers

All third-party service providers are contractually obligated to:

Handle your personal information in accordance with and any relevant privacy laws
Use encryption or other industry-standard security measures to protect data in transit and at rest
Not use or disclose your information for any purpose other than providing services to Artisan

4.2 To Clients & Employers

For candidates, we may disclose relevant portions of your résumé, portfolio, and reference checks to prospective employers or hiring managers to secure employment opportunities.

4.3 Where Required or Permitted by Law

We may disclose your personal information to government authorities, regulators, or law enforcement agencies if we are required or authorised by law (e.g., Centrelink, Australian Tax Office).
We may also disclose your information to defend our legal rights or to comply with a warrant, subpoena, or court order.

5. Data Security & Retention

5.1 How We Protect Your Information

We take reasonable steps to safeguard the personal information we hold from misuse, interference, loss, unauthorized access, modification, or disclosure. Our security measures include:

Encryption (TLS/SSL) for data transmitted via our website
Encryption of sensitive data when stored
Secure firewall and intrusion-detection systems on our networks and servers
Regular vulnerability assessments and penetration testing of our IT systems
Access controls, multi-factor authentication and user-authentication protocols for internal systems
Comprehensive staff training on data protection, confidentiality, and information-security best practices

While we strive to protect your information, no system can be 100% secure. If we become aware of a data breach that may risk your personal information, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches (NDB) scheme.

5.2 Data Retention & Deletion

We will retain your personal information for as long as:

It is necessary to fulfill the purpose for which it was collected (e.g., active recruitment or placement process)
We have a legal or regulatory obligation to retain it (e.g., tax, superannuation, employee records)
It is needed to resolve disputes or enforce our legal rights

You may request deletion of your personal information at any time (see Section 7), but please note that requesting deletion may limit our ability to provide ongoing recruitment services or maintain historical records.

6. Cookies, Analytics & Online Tracking

6.1 Cookies & Similar Technologies

Our website may use cookies, web beacons, pixel tags, and similar technologies to collect information about your browsing behavior, including which pages you visit and how long you stay on a page. Cookies allow us to:

Recognise your device when you return to our website
Store your preferences (e.g., language, region, accessibility settings)
Improve user experience (e.g., keeping you logged in, remembering form entries)

You can control or disable cookies via your browser settings. However, disabling certain cookies may affect functionality on our site (for example, preventing you from applying for roles online).

6.2 Analytics & Marketing Tools

We may use third-party analytics tools (e.g., Google Analytics) to measure website traffic, user behaviour, and conversion metrics. These tools may collect non-identifiable information such as IP address (anonymised), device type, operating system, and pages viewed. We use this anonymous data to improve our website’s usability and content.

We may also use digital advertising or re-marketing platforms to serve you relevant job listings or news, based on your previous interactions with our site. You can opt out of many online advertising networks by visiting industry-specific opt-out pages (e.g., the Digital Advertising Alliance).

7. Access & Correction

You have the right to:

Access any personal information we hold about you;
Correct any inaccuracies or incomplete information; and
Request Deletion of your personal information (subject to our legal obligations).

To make a request, please contact us at artisan@artisan.com.au. We will respond to your request within a reasonable period (generally 30 days). In some cases—where we rely on your consent to process your data—you may withdraw consent by notifying us; however, withdrawal of consent may limit or prevent our ability to provide certain services.

If you believe the personal information we hold about you is inaccurate, incomplete, or outdated, please let us know so we can correct or update our records promptly.

8. Marketing & Communications

8.1 Opt-In & Opt-Out

By joining our mailing list or requesting information, you consent to receive newsletters, job alerts, and promotional materials from Artisan. You may withdraw or modify your consent at any time by:

Clicking the “unsubscribe” link at the bottom of any marketing email; or
Sending an email request to artisan@artisan.com.au with “Unsubscribe” in the subject line.

If you opt out of marketing communications, we may still send you transactional or administrative messages (e.g., application status updates, pay-slips, or regulatory notices).

8.2 Third-Party Marketing

We do not sell, rent, or trade your personal information to third-party marketing organizations. Any marketing emails sent on our behalf by third parties (e.g., our email-delivery platform) will be subject to this Privacy Policy, and you may opt out of those communications as described above.

9. Third-Party Applications & Integrations

When you engage with Artisan, we may employ or integrate with secure, reputable third-party platforms for the following purposes:

Payroll Administration: We use a specialized, cloud-based payroll platform to manage contractor timesheets, pay runs, superannuation processing, and tax-withholding obligations. This provider adheres to industry-standard security (including data encryption) and complies with relevant privacy laws.
Data Storage & Backup: We store candidate and client information—such as résumés, contact details, and employment records—on a secure cloud server. This provider implements robust access controls, encryption at rest and in transit, and regular vulnerability assessments.

Key Points Regarding Third-Party Providers:

We conduct due diligence before engaging any third-party service, ensuring they are bound by contractual privacy obligations and meet or exceed our security standards.
These providers are prohibited from using your personal information for any purpose other than providing the agreed-upon services.

10. Overseas Disclosures

In some circumstances, personal information may be disclosed or accessed from servers located overseas. This may occur if:

A third-party service provider (e.g., data storage, analytics, or payroll) stores or processes data in a foreign jurisdiction;
You access our website or services from outside Australia.

When we transfer your personal information overseas, we will take reasonable steps to ensure it is handled in accordance with the Australian Privacy Principles. We will only disclose information to overseas recipients if:

We have your express consent;
We have ensured the recipient is subject to a privacy regime that provides protection comparable to the Privacy Act; or
The disclosure is otherwise permitted under the Privacy Act.

11. How We Keep This Policy Up to Date

We may update this Privacy Policy from time to time to reflect changes in our business practices, legal requirements, or industry standards. When we make material changes, we will post the revised policy on our website with an updated “Last updated” date. Your continued use of our services after any changes constitutes acceptance of the revised policy.

12. Privacy Complaints & Dispute Resolution

If you have any questions or concerns about our Privacy Policy or how we handle your personal information, please contact us:

Artisan Nasitra Pty Ltd
Email: artisan@artisan.com.au
Phone: (03) 9514 1000

We will acknowledge your complaint promptly and aim to resolve it within 30 days.

13. Additional Information

Website Terms of Use: Your use of our website is also governed by our Website Terms of Use. Please review those terms for information on intellectual property, disclaimers, and other legal matters.
Copyright & Take-Down Notices: If you believe any content on our website infringes your copyright, please contact us at artisan@artisan.com.au so we can investigate and, if appropriate, take down the material.
Sensitive Information: We only collect sensitive information (e.g., health or medical details) when necessary for your recruitment placement or where required by law. In such cases, we will obtain your express consent before collecting or disclosing this information.