Privacy Policy

This website is operated by Xref Limited ("Xref").

Xref takes its responsibilities under data protection legislation seriously. This statement aims to provide users of our service with a clear summary of how we use information that is provided to us and how Xref comply with applicable data protection laws, not least how information regarding you will be used and made available. Details of who you should contact if you have questions or concerns about data protection issues are included.

Our summary is divided between sections on Candidates (i.e. those that we help co-ordinate application information and references for potential new jobs), on Referees (i.e. those whom we contact at the request of a candidate in connection with the obtaining of a reference about the candidate) and on Employers (i.e those who engage Xref to assist them with the hiring of candidates). We have also included a General section which includes, for instance, details about how we use information in connection with the operation of our website.

Information for Candidates

The information we collect

We will collect personal information about you, including your work experience, qualifications, aptitude test results, opinions about your work performance (e.g. references) and other information obtained by Xref on behalf of employers which use the Xref service. We will also collect the following types of sensitive information: information to assess your work authorisation or visa requirements (if any), criminal record (or proceedings), health or disability information.  You do not have to provide all of this information, but if you do not do so we may not be able to provide our services to you. We will collect personal and sensitive information from you directly when you provide information to us relating to your references, but will also collect personal information about you from your potential employer, referees and our third party sources.

Who to contact at Xref

Xref is accountable and responsible for personal information under its control, and has designated a Privacy Officer who is accountable for Xref’s compliance with this Policy.  Xref will adopt policies and procedures to comply with applicable privacy laws and will communicate those to you at your request.

If you wish to contact us about your personal and sensitive information, whether in relation to an inquiry, complaint or request, you should contact us in writing:

The privacy officer

  • Xref, 17/13 Hickson Road, Dawes Point, Sydney NSW2000
  • Xref EMEA, 46 New Broad Street, London, EC2M 1JH, United Kingdom.
  • Xref North America, 140 Yonge Street, Toronto, Ontario M5C 1X6, Canada.

Email: privacy@xref.com

Purpose

Xref collects your personal information for the following purposes:

  • to provide potential employers with our Xref services;
  • to authenticate your identity;
  • to make our services and products more valuable or useful; 
  • to respond to your questions, queries or requests; 
  • to re-contact you with ongoing information, offers or marketing material (as set out below);  and
  • to comply with legal and regulatory requirements.

When your personal information is to be used for a purpose not previously identified, then unless otherwise permitted by applicable law the new purpose will be disclosed to you and your consent sought prior to such use.

How your information will be used

Your personal and sensitive information may be disclosed to:

  • potential employers who are clients of Xref and have requested us to seek reference(s) in relation to your potential employment by them
  • your referees
  • Xref group companies and Xref service providers to enable our services to be delivered
  • any third party which lawfully requests to see the information (for example law enforcement agencies, immigration authorities, tax authorities etc)
  • If Xref is involved in a merger, acquisition or sale of all or a part of its assets we will pass your details to the new owner of our business

We do not provide any of your personal information to any other parties. We may send you offers and marketing materials about Xref and Xref’s suppliers and partners' products and services by email or SMS. If you wish to opt out from receipt of marketing materials sent by Xref at any time please use the opt out mechanism in the marketing material, or contact the Privacy Officer to let us know.

We will retain your personal and sensitive information for 6 years, or a shorter period if we no longer require it for any purpose for which it was collected. Xref will comply with its obligations to destroy, erase, or de-identify your personal information as required by applicable law.

Xref protects the personal information in its custody or control by making reasonable security arrangements to prevent unauthorised access, collection, use, disclosure, copying, modification, disposal or similar risks.  You should be aware that confidentiality and security are not assured when information is transmitted through e-mail or wireless communication.

Xref will not be responsible for any loss or damage suffered as a result of a breach of security or confidentiality when information is transmitted by e-mail or wireless communication.

Where referees or potential employers to whom your details are to be provided are based overseas, Xref will need to transfer your details to them overseas. Likewise, in providing our services, Xref may process your data in worldwide locations in which we and/or members of our group are located.  Details of our worldwide locations are available on our website.  Data protection laws in such other countries may not be as protective of your rights as are those in the country in which you reside.  You nevertheless consent to us making such transfers of your data.

We may contact you from time to time in connection with our reference service. 

Your referees

We will assume that you have clear consent from your chosen referees to supply their names and contact details (including email address) to us so that we can contact them on your behalf to obtain a reference about you which will be supplied to prospective employers who are interested in potentially hiring you. If you do not have that consent do not include their details in the registration pages which follow.

Your rights 

If you believe, and are able to establish with us, that personal or sensitive information that we hold about you is inaccurate you can ask us to correct or remove it – by contacting the Xref Privacy Officer to request an application form. Xref will have regard to applicable law in considering such requests and reserves the right to include a notice next to your information recording the fact that information has been corrected or removed at your request. Subject to some exemptions under applicable law, you have a right to see personal and sensitive information about you that we hold, request information about the ways in which that information is being used, and request a description of the entities to whom such information has been disclosed, again by contacting the Xref Privacy Officer. We reserve the right to impose a moderate charge (in accordance with levels set by applicable law) for providing access to personal or sensitive information, and to respond within 30 days or, where permitted by applicable law, provide written notice where additional time is required to fulfil the request. In some situations, Xref may not be able to provide access to certain personal information. Xref may also be prevented by law from providing access to certain personal information. Where an access request is refused in whole or in part, Xref will notify you in writing, giving the reason for refusal and outlining further steps which are available to you.

If you are concerned about how Xref has handled your personal and sensitive information, please contact the Xref Privacy Officer first using the contact details above.

If, after speaking with the Privacy Officer, you believe that Xref has acted inappropriately, you may contact your local data protection supervisory authority for information on possible action that may be taken.

Consent notice

You consent to collection, use and storage of your personal and sensitive information and have read and understood each of the statements in this Collection Statement and voluntarily consent to:

  • personal and sensitive information about me being collected by you as indicated above
  • personal and sensitive information about me being used as indicated above
  • personal and sensitive information about me being disclosed as indicated above

You may withdraw your consent at any time, subject to legal or contractual restrictions, provided reasonable written notice of withdrawal of consent is given by you to Xref.  Upon receipt of your written notice, Xref will inform you of the likely consequences of the withdrawal, which may include the inability of Xref to provide certain products or services for which the delivery of that information is a prerequisite.

Information for Referees

In addition to, or instead of, the information provided above, the following applies to Referees.

How the information that you provide will be used

The opinions that you provide will be supplied to the company which has been identified to you by Xref together with details of your name, position, company as well as your email address. We will collect this information from you, and from those candidates who have asked you to provide a reference for them.

If the candidate requests sight of your reference, in particular if applicable law requires us to respond to such requests, we will disclose a copy of that information to the candidate having notified/without notifying you.

We may also need to disclose the information which you have provided to Xref group companies and Xref service providers to enable our services to be delivered.

We will retain your personal and sensitive information for 6 years, or a shorter period if we no longer require it for any purpose for which it was collected.

If Xref is involved in a merger, acquisition or sale of all or a part of its assets we will pass your details to the new owner of our business.

We will also disclose the information that you provide to any third party which lawfully requests to see it.

Where potential employers of the candidate to whom your details are to be provided are based overseas, Xref will need to transfer the information that you have provided to them overseas. Likewise, in providing our services, Xref may process your data in worldwide locations in which we and/or members of our group are located.  Details of our worldwide locations are available on our website.  Data protection laws in such other countries may not be as protective of your rights as are those in the country in which you reside.  You nevertheless consent to us making such transfers of your data

Your rights

If you believe, and are able to establish with us, that personal information that we hold about you is inaccurate you can ask us to correct or remove it – by contacting the Xref Privacy Officer to request an application form. Xref will have regard to applicable law in considering such requests and reserves the right to include a notice next to your information recording the fact that information has been corrected or removed at your request. Subject to some exemptions under applicable law, you have a right to see personal and sensitive information about you that we hold, again by contacting the Xref Privacy Officer. We reserve the right to impose a moderate charge (in accordance with levels set by applicable law) for providing access to personal or sensitive information, and to respond within 30 days or, where permitted by applicable law, provide written notice where additional time is required to fulfill the request. In some situations, Xref may not be able to provide access to certain personal information. Xref may also be prevented by law from providing access to certain personal information. Where an access request is refused in whole or in part, Xref will notify you in writing, giving the reason for refusal and outlining further steps which are available to you.

 If you are concerned about how Xref has handled your personal and sensitive information, please contact the Xref Privacy Officer first using the contact details above.

If, after speaking with the Privacy Officer, you believe that Xref has acted inappropriately, you may contact your local data protection supervisory authority for information on possible action that may be taken.

Information for Employers

In addition to, or instead of, the information provided above, the following applies to Employers. 

We will use the details that you supply to us to provide our services to you – which may necessitate us sharing those details with Xref group companies and sub-contractors.  From time to time we may contact you with details of promotions or service information, including by email.  If at any time you do not wish to receive such mailings please use the opt out mechanism in the promotions or service information, or contact our Privacy Officer at the address given elsewhere in this policy.

If Xref is involved in a merger, acquisition or sale of all or a part of its assets we will pass your details (including the contact details of the staff whom we have dealt with) to the new owner of our business.

We will also disclose the information that you provide to any third party which lawfully requests to see it.

General information

Communicating with you and content monitoring

In order to provide the Xref services, we may need to communicate with you via email. By using the Site and the Xref services, you agree to receive emails necessary for the normal functioning of our services.

We have the right to monitor all content and information exchanged through our services, however we do not carry any obligation to do so. Xref will not be liable for any content, errors, omissions, loss or damage incurred as a result of usage of our website and/or services

Cookies

Xref's website uses the following cookies:

  • sessionid: To store session data of the logged in user. This is how we identify who is logged when they request an action
  • csrftoken: To prevent cross site request forgery. This ensures that only forms that have originated from our Web site can be used to POST data back.

Last updated: 8th September 2016: For previous copies of the Xref Privacy Policy please contact our Privacy Officer using the details provided above.

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