Privacy Policy

This Privacy Policy applies to personal information we process about individuals including:

• candidates and prospective candidates;
• individuals we identify or approach in connection with employment opportunities;
• employees and representatives of clients and prospective clients;
• referees and other recruitment contacts;
• suppliers and professional contacts;
• website visitors and people who contact us; and
• other individuals whose personal information we process in connection with our business.

Where we process personal information on behalf of a client, the client may have its own privacy notice or policy that also applies.

The information we collect depends on our relationship with you and the circumstances in which we interact.

For candidates and prospective candidates, this may include:

• name and contact details;
• location;
• CV, résumé and application information;
• employment and career history;
• education, qualifications and professional credentials;
• skills, experience and professional interests;
• LinkedIn and other professional profile information;
• work eligibility or right-to-work information;
• role preferences and availability;
• remuneration information and expectations;
• information provided during recruitment conversations and interviews;
• assessment, interview and selection information;
• communications between you and Maysara;
• references and referee information;
• information concerning your suitability for employment opportunities; and
• other information you voluntarily provide or that is reasonably necessary for a recruitment process.

For clients, prospective clients, suppliers and professional contacts, we may collect information such as:

• name;
• position or job title;
• organisation;
• business contact information;
• correspondence;
• information about hiring requirements; and
• information relating to our professional or commercial relationship.

When you use our website, we may collect information that you provide through forms or correspondence and certain technical information generated through your use of the website.

Recruitment processes can sometimes involve information considered sensitive under Australian law or “special category data” under UK data protection law.

Depending on the circumstances, this could include information concerning health or disability, racial or ethnic origin, religious or philosophical beliefs, trade union membership, sexual orientation or other legally protected categories.

We will only collect or process such information where it is reasonably necessary and where we have consent or another appropriate lawful basis or authority under applicable law.

We seek to minimise the collection and use of sensitive information and apply appropriate safeguards when it is processed.

We may collect personal information directly from you when you:

• contact us;
• use our website or submit an enquiry;
• send us your CV or résumé;
• apply for or express interest in an opportunity;
• communicate with us about employment;
• participate in a recruitment, assessment or interview process;
• provide information as a client, supplier or business contact; or
• otherwise interact with Maysara.

We may also obtain information indirectly from sources including:

• LinkedIn and LinkedIn Recruiter;
• job boards;
• professional networking platforms;
• publicly available professional sources;
• clients and prospective clients;
• applicant tracking and recruitment systems;
• recruitment technology;
• referees;
• referrals;
• former employers or educational or professional bodies where appropriate and lawful; and
• other legitimate recruitment or professional sources.

We may therefore process professional information about you even if you have not directly applied to or contacted Maysara.

Where applicable law requires us to notify you that we obtained information indirectly, we will provide the required privacy information within the applicable timeframe.

Where UK data protection law applies and we obtain personal information about you from another source, we will provide the required privacy information within the timeframe required by law, including at first communication where applicable, unless a lawful exception applies.

We may process personal information to:

• provide Talent Acquisition and recruitment services;
• understand clients’ hiring requirements;
• identify, search for and source potential candidates;
• assess candidates’ experience and potential suitability for opportunities;
• communicate with candidates and prospective candidates;
• present or discuss candidates with clients where appropriate;
• manage applications and recruitment processes;
• facilitate interviews, assessments, references and offers;
• coordinate recruitment administration;
• maintain candidate and client relationships;
• provide embedded, fractional, project or other Talent Acquisition services;
• operate within clients’ recruitment systems and processes;
• respond to enquiries;
• manage our business relationships;
• administer and improve our services;
• operate, maintain and secure our website and technology;
• maintain appropriate business records;
• establish, exercise or defend legal rights;
• prevent or investigate misuse, security incidents or unlawful activity; and
• comply with legal, regulatory and contractual obligations.

We will not use personal information for purposes materially incompatible with the purpose for which it was collected unless permitted or required by law.

Where UK data protection law applies, we must have an appropriate lawful basis for processing personal data.

Depending on the circumstances, we may rely on:

Legitimate interests — including providing and developing our Talent Acquisition services, identifying and contacting potentially suitable candidates, supporting clients’ recruitment requirements, managing professional relationships, maintaining appropriate business records and protecting our business and systems, where those interests are not overridden by individuals’ rights and interests.

Contract or steps before entering a contract — where processing is necessary in connection with a contractual relationship or steps taken at an individual’s request.

Legal obligation — where processing is necessary for us or a relevant client to comply with applicable law.

Consent — where consent is the appropriate lawful basis, including where required for particular categories of processing.

Where we rely on legitimate interests, we consider the purpose and necessity of the processing and its potential impact on the individual.

Talent Acquisition frequently involves identifying individuals who have not applied for a particular opportunity.

We may use professional information obtained from LinkedIn, LinkedIn Recruiter, job boards, professional networks, referrals, publicly available professional information and other lawful sources to identify individuals whose experience appears potentially relevant to a client’s hiring requirements.

We may contact such individuals about relevant professional opportunities where permitted by applicable law.

You may ask us not to contact you about future opportunities by contacting hello@maysarapartners.com.

Where appropriate in connection with a recruitment process, we may disclose candidate information to a client or prospective employer.

We will only disclose information that is reasonably relevant to the recruitment purpose and will take reasonable steps to ensure that disclosure is appropriate and lawful.

Where appropriate, we may discuss an individual’s potential suitability with a client before or as part of a formal recruitment process.

Clients receiving personal information are responsible for handling that information in accordance with their own legal obligations.

Maysara may work as an extension of a client’s internal HR, People or Talent Acquisition function.

This may involve using the client’s:

• applicant tracking system;
• recruitment technology;
• email or collaboration environment;
• recruitment processes;
• candidate database; or
• other authorised systems.

Depending on the engagement and applicable law, Maysara may process information on behalf of the client, independently, or in circumstances where responsibilities are shared.

Where Maysara acts solely on a client’s instructions, the client’s privacy notice may provide additional information about that processing.

Maysara may use artificial intelligence, automation and other recruitment technologies to assist with recruitment-related activities.

Depending on the technology and engagement, these tools may assist with activities such as searching, sourcing, matching, organising, summarising, reviewing or analysing recruitment-related information.

Maysara uses human judgement as part of its recruitment activities. Where automated processing, profiling or AI-assisted processing is subject to specific transparency, assessment, consent, human-review or other requirements under applicable law, we will implement the required safeguards and provide additional information where necessary.

We will review relevant AI and recruitment technologies before using them for processing that may materially affect individuals and will update this Privacy Policy where our use of automated decision-making requires additional disclosure.

We may disclose personal information where reasonably necessary and lawful to:

• clients and prospective employers;
• organisations involved in a relevant recruitment process;
• authorised personnel working with Maysara;
• applicant tracking and recruitment technology providers;
• Microsoft and other productivity, email and cloud service providers;
• website hosting and technology providers;
• professional advisers such as accountants, lawyers and insurers;
• referees and reference-checking providers where appropriate;
• screening or verification providers where applicable;
• regulators, courts, law enforcement or government authorities where required or authorised by law;
• a prospective purchaser, successor or adviser in connection with a legitimate restructuring, sale or transfer of the business, subject to appropriate confidentiality and legal safeguards; and
• other recipients where you authorise the disclosure or where disclosure is otherwise permitted or required by law.

We do not sell personal information.

We use third-party services to operate our business.

At present or in the future, these may include:

• Microsoft 365;
• LinkedIn Recruiter;
• applicant tracking or recruitment management systems;
• website hosting and infrastructure;
• communications technology;
• security services;
• analytics tools; and
• other business and recruitment technology.

We seek to use service providers appropriate to the nature of the information being processed and will review relevant privacy and security considerations where appropriate.

Maysara is based in Australia and operates across international markets, including the United Kingdom.

Personal information may therefore be accessed, processed or disclosed across national borders, including in Australia, the United Kingdom and countries in which our clients or technology providers operate.

Where required by applicable law, we will take appropriate steps regarding overseas disclosures and international transfers, including implementing applicable contractual or other safeguards.

As Maysara’s technology providers are finalised, we will identify additional countries of likely overseas disclosure where required and practicable.

We will update this Privacy Policy as necessary when our principal technology providers and their relevant data-processing locations are established.

We take reasonable steps to ensure that personal information we use or disclose is accurate, current, complete and relevant to its intended purpose.

Candidates and other individuals are encouraged to tell us if information we hold about them is inaccurate or has changed.

We take reasonable technical, organisational and administrative measures designed to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

Depending on the circumstances, measures may include:

• controlled access to systems and information;
• authentication and account security;
• appropriate cloud and business systems;
• security updates;
• access limitation;
• confidentiality practices;
• secure disposal practices; and
• review of relevant technology providers.

No electronic system can be guaranteed to be completely secure.

Where a data breach occurs, we will assess and respond to it in accordance with applicable legal requirements, including notification requirements where they apply.

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected and for legitimate business, recruitment, legal, regulatory, contractual or dispute-resolution requirements.

Different retention periods may apply depending on:

• the nature of the information;
• whether a candidate was placed or considered for a role;
• whether the individual wishes to be considered for future opportunities;
• client requirements;
• contractual obligations;
• potential legal claims; and
• applicable laws.

When personal information is no longer required, we will take reasonable steps to securely delete, destroy or de-identify it where required.

We will establish more specific internal retention periods as our applicant tracking and operating systems are finalised.

We do not currently operate a general marketing mailing list.

We may communicate with candidates about recruitment opportunities and with clients or professional contacts in connection with our services and existing or prospective business relationships where permitted by law.

Where communications constitute direct marketing, we will comply with applicable consent, identification and opt-out requirements.

You may ask us to stop sending relevant communications by contacting hello@maysarapartners.com or using any unsubscribe mechanism provided.

Our website may use cookies or similar technologies that are strictly necessary for its operation and security.

We may introduce analytics or other non-essential technologies in the future.

If we introduce technologies that require consent under applicable law, we will provide appropriate information and consent controls before those technologies are activated where required.

Our cookie information will be updated as our website technology changes.

Our website may contain links to third-party websites or services.

Maysara is not responsible for the privacy practices of independent third parties. Individuals should review the privacy information provided by those organisations when using their websites or services.

Depending on the law applicable to you, you may have rights concerning your personal information.

These may include rights to:

• request access to information we hold about you;
• request correction of inaccurate or incomplete information;
• request deletion in certain circumstances;
• request restriction of processing;
• object to certain processing, including certain processing based on legitimate interests;
• withdraw consent where processing relies on consent;
• object to certain direct marketing;
• request information about the source of your information where applicable;
• request portability of certain information where applicable; and
• exercise rights relating to certain automated decision-making.

These rights are not absolute and may be subject to legal exceptions.

To exercise a privacy right, contact hello@maysarapartners.com.

We may need to verify your identity before fulfilling a request.

We will respond within the timeframe required by applicable law.

Where practicable and lawful, you may interact with us anonymously or using a pseudonym for general enquiries.

However, recruitment processes generally require us to know your identity in order to assess and progress your candidacy.

Our Talent Acquisition services are generally intended for adults participating in professional employment and recruitment activities.

We do not knowingly seek to collect personal information from children through our website except where necessary and lawful in connection with an appropriate recruitment or employment process.

If we become aware that personal information relating to a child has been collected inappropriately, we will take appropriate steps to address it.

If you have a question, request or complaint concerning your personal information or this Privacy Policy, please contact:

Maysara Talent Partners
Email: hello@maysarapartners.com

Please provide sufficient information for us to understand and investigate your concern.

We will investigate privacy complaints and respond within a reasonable period and within any timeframe required by applicable law.

If you remain dissatisfied, you may have the right to contact the relevant privacy or data protection regulator, including the Office of the Australian Information Commissioner (OAIC) in Australia or the Information Commissioner’s Office (ICO) in the United Kingdom, depending on your circumstances.

We may update this Privacy Policy from time to time to reflect changes to our business, services, technology, legal obligations or privacy practices.

The current version will be published on our website and identified by its “Last updated” date.

We encourage users to review this Privacy Policy periodically.

Questions, privacy requests and complaints can be directed to:

Maysara Talent Partners
Email: hello@maysarapartners.com