1. Introduction

Ray Rekruiters Pty Ltd (“Ray Rekruiters”, “we”, “us”, or “our”) is a medical talent recruitment and hiring firm based in Australia, providing Australia‑wide medical job opportunities and recruitment services. We understand that privacy and confidentiality are critically important to healthcare professionals, employers, and all users of our services.

This Privacy Policy explains how we collect, use, store, disclose, and protect your personal information in accordance with the Privacy Act and the Australian Privacy Principles (APPs).

By using our website, submitting your details, applying for roles, or engaging our recruitment services, you acknowledge that you have read and understood this Privacy Policy.

Important: This Policy is general information and not legal advice. If you require legal advice about your privacy obligations or rights, you should consult a qualified legal professional.

2. Scope of This Policy

This Privacy Policy applies to:

  • Candidates – medical specialists, MBBS doctors, general practitioners, nurses, allied healthcare professionals, healthcare support and clinical staff, and other jobseekers who use our services.
  • Employers & Healthcare Organisations – including hospitals, clinics, medical practices, aged care facilities, and other healthcare providers using our recruitment and talent services.
  • Recruiters & Hiring Managers – individuals within employer organisations who interact with us for recruitment purposes.
  • Website Users – any person who visits, accesses, or uses our website or online platforms, whether or not they register or apply for a role.

This Policy covers all personal information we handle in connection with:

  • Our website and online forms
  • Email, phone, and other communications
  • Candidate and employer registration and recruitment processes
  • Our internal business operations and compliance activities

3. Information We Collect

We only collect personal information that is reasonably necessary for our recruitment, placement, and related business activities, or as required by law. The types of information we may collect include:

3.1 Personal Information

  • Full name, title, date of birth, and gender (where relevant and provided)
  • Contact details (address, email, phone number)
  • Professional registration or licence numbers (e.g., AHPRA registration)
  • Identification information (e.g., copy of driver’s licence, passport, visa details, where necessary for verification and right‑to‑work checks)

3.2 Professional & Employment Information

  • Curriculum vitae (CV), résumé, and cover letters
  • Employment history, job titles, work references, and referee details
  • Educational qualifications, degrees, and training records
  • Certifications, professional memberships, and specialist registrations
  • Availability, work preferences, location preferences, and salary expectations
  • Results or summaries of interviews, assessments, and screening processes

3.3 Sensitive Information

We may collect sensitive information (as defined under the Privacy Act) only where it is reasonably necessary, directly related to our recruitment services, and you have provided your consent or where collection is otherwise permitted or required by law. This may include:

 

  • Health information relevant to role suitability, workplace health and safety, or occupational health requirements (e.g., immunisation status, medical fitness where required for specific clinical roles)
  • Information about racial or ethnic origin, where legitimately required for diversity reporting or equal opportunity compliance (usually de‑identified and/or voluntary)
  • Criminal history or police checks where required by employers, legislation, or for working with vulnerable populations

We handle sensitive information with additional care, applying stricter access controls and limiting use and disclosure to what is necessary and lawful.

3.4 Technical & Usage Data

When you visit or use our website, we may automatically collect:

 

  • IP address and approximate location
  • Browser type, device type, and operating system
  • Pages viewed, access times, and referring websites
  • Cookie data and similar tracking technologies (see “Cookies & Website Tracking” below)

This information is generally de‑identified and used for security, analytics, and website performance purposes.

4. How We Collect Information

We collect personal information in several ways, including:

4.1 Directly From You

  • When you submit a job application via our website or online forms
  • When you upload your CV or other documents
  • When you email us, call us, or communicate with us via messaging or video platforms
  • When you register as a candidate or employer with Ray Rekruiters
  • During interviews, screening calls, or virtual/face‑to‑face meetings

4.2 From Third‑Party Sources

Where appropriate and lawful, we may also collect information from:

 

  • Job boards and recruitment platforms where you have applied for a role or published your profile (e.g., SEEK, LinkedIn, or other professional networks)
  • Professional networking sites and publicly available professional profiles
  • Referees and previous employers you have nominated
  • Background screening providers, credential verification services, or regulatory bodies (e.g., AHPRA)
  • Referrals from colleagues, employers, or professional contacts (we will usually confirm with you before progressing a referral further)

We will only collect personal information from third parties where it is reasonably necessary for our recruitment services or required by law, and where it is reasonable to assume you would expect us to do so.

5. Purpose of Data Collection

We collect, hold, and use your personal information for the following purposes:

 

  • Recruitment & Placement – to assess your suitability for current and future medical and healthcare roles, and to match you with appropriate employment opportunities.
  • Verification & Compliance – to verify your identity, registration, qualifications, and right to work in Australia; to conduct background, reference, and credential checks where required.
  • Communication – to contact you about job opportunities, recruitment processes, interview arrangements, feedback, offers, and other relevant updates, as well as to communicate with employers and clients.
  • Service Delivery – to provide recruitment, talent management, and related advisory services to employers and candidates.
  • Regulatory & Legal Obligations – to comply with obligations under Australian law, health and safety regulations, immigration requirements, and professional standards applicable to healthcare recruitment and employment.
  • Business Operations & Improvements – to manage and improve our website, systems, processes, and customer experience; to perform analytics, reporting, quality assurance, and training.
  • Marketing (Limited & Optional) – to send you information about relevant job opportunities, events, or services that may be of interest to you. You may opt out of marketing communications at any time.

We will not use your personal information for purposes that are materially different from those described in this Policy unless we have your consent or are otherwise permitted or required by law.

6. Use of Candidate & Recruiter Profiles

6.1 Candidate Profiles

When you register with Ray Rekruiters or submit your CV:

 

  • We create and maintain a candidate profile containing your personal and professional details, including notes from interviews and interactions.
  • Recruiters within Ray Rekruiters may access your profile strictly on a need‑to‑know basis to assess your suitability for roles and to manage the recruitment process.
  • We may prepare summaries or anonymised profiles to discuss potential opportunities with employers before sharing your identifiable information.

We will only share your identifiable candidate profile with a prospective employer:

  • Where the role is relevant to your skills, experience, and preferences; and
  • Where you have given us consent (which may be express or may be reasonably inferred from your engagement with us for that specific opportunity).

You may withdraw your consent for us to share your profile with a particular employer or generally, subject to legal and contractual limitations (see “User Rights” below).

6.2 Employer & Recruiter Profiles

For employer clients and their representatives:

 

  • We maintain profiles containing contact details, organisation information, recruitment needs, and role specifications.
  • These profiles are used to deliver recruitment and talent services, manage client relationships, and match suitable candidates to open roles.
  • Contact details for hiring managers and recruiters may be shared with candidates in the context of a recruitment process (e.g., interview details, point of contact at the organisation).

All profiles are stored and used in line with this Privacy Policy and applicable privacy laws.

7. Lawful Basis and Our Rights to Process Information

Ray Rekruiters processes personal information in order to:

 

  • Perform and deliver recruitment services that you request or reasonably expect when you engage with us as a candidate or employer.
  • Fulfil contractual and pre‑contractual arrangements in relation to placement and recruitment services.
  • Comply with Australian laws, including workplace, immigration, healthcare, and privacy legislation.
  • Pursue our legitimate business interests in operating a professional healthcare recruitment service, provided those interests are balanced with your rights and expectations.

By providing your personal information and engaging our services, you:

  • Authorise Ray Rekruiters to collect, use, store, and disclose your information for the purposes outlined in this Policy; and
  • Acknowledge that such processing is necessary and reasonable in the context of healthcare recruitment.

We will always handle your information ethically, minimising data collection to what is necessary and preserving your confidentiality.

8. Disclosure of Information

We may disclose your personal information to third parties in the following circumstances, in accordance with the APPs: 

8.1 Healthcare Employers & Clients

  • Potential and current employers, including hospitals, clinics, medical practices, aged care facilities, diagnostic centres, and other healthcare organisations.
  • This may include sharing your CV, registration details, references, and other relevant information to assess your suitability for a role.
  • We do so only with your consent and only to the extent necessary for the recruitment process.

8.2 Third‑Party Service Providers

We may share information with third parties who support our operations, such as:

 

  • IT service providers, website hosts, and cloud storage providers
  • Applicant tracking systems and recruitment software platforms
  • Background screening and credential verification services
  • Professional advisers (e.g., legal, accounting, or compliance consultants)

These service providers are required to protect your personal information and only use it for the services they provide to us.

8.3 Legal and Regulatory Disclosures

We may disclose your information where required or authorised by law, including to:

 

  • Government and regulatory authorities (e.g., AHPRA, immigration authorities, taxation authorities), when legally mandated
  • Law enforcement agencies or courts, in response to lawful requests or legal proceedings
  • Other parties where necessary to protect our rights, safety, or property, or those of our clients, candidates, or the public, and where permitted by law

We do not sell your personal information to third parties.

9. Data Storage & Security

We take reasonable steps to protect the personal information we hold from:

  • Misuse, interference, or loss
  • Unauthorised access, modification, or disclosure

Security measures may include:

  • Secure physical storage and restricted office access where paper records are kept
  • Password‑protected systems and role‑based access controls
  • Secure cloud storage and data encryption where appropriate
  • Regular review of access permissions and data handling procedures
  • Staff training on privacy, confidentiality, and information security

9.1 Data Retention

We retain personal information:

 

  • For as long as necessary to provide our services and manage our business relationship with you
  • As required by applicable laws, regulations, or professional guidelines (e.g., recordkeeping obligations)
  • For a reasonable period to consider you for future roles, if you have not withdrawn your consent

When information is no longer required, and we are not legally obliged to retain it, we will take reasonable steps to securely destroy or de‑identify it.

10. Cookies & Website Tracking

Our website may use cookies and similar technologies to improve user experience and analyse website performance.

Cookies are small data files stored on your device that help us:

  • Recognise your browser or device
  • Remember your preferences and settings
  • Understand how you use our website (e.g., pages visited, time spent)
  • Improve the design, content, and functionality of our website

We may use analytics tools (such as Google Analytics or similar services) to collect aggregated, de‑identified information about website usage.

10.1 Managing Cookies

Most web browsers allow you to:

 

  • Accept or reject cookies
  • Delete existing cookies
  • Set preferences for certain websites

If you choose to disable or refuse cookies, some parts of our website may not function optimally.

By continuing to use our website without changing your browser settings, you consent to our use of cookies as described in this Policy.

11. User Rights

Subject to certain exceptions under the Privacy Act, you have the following rights regarding your personal information held by us:

11.1 Right of Access

You may request access to the personal information we hold about you. We will respond to your request within a reasonable period and provide access in a suitable form, unless an exception applies.

11.2 Right to Correction

If you believe any personal information we hold about you is inaccurate, out of date, incomplete, irrelevant, or misleading, you may request that we correct or update it. We will take reasonable steps to do so.

11.3 Right to Withdraw Consent

Where we rely on your consent to collect, use, or share your information (e.g., sharing your CV with a particular employer or sending marketing communications), you may withdraw that consent at any time.

 

  • This may limit our ability to continue providing recruitment services to you for some roles.
  • Withdrawal of consent does not affect the lawfulness of any processing carried out prior to the withdrawal.

11.4 Right to Request Deletion

You may request that we delete or de‑identify your personal information where:

 

  • It is no longer needed for the purpose for which it was collected; and
  • We are not legally required to retain it.

We will assess such requests in line with our legal obligations and legitimate business needs.

To exercise any of these rights, please contact us using the details in the “Contact Information” section below. We may need to verify your identity before actioning your request.

12. Cross‑Border Data Transfers

Some of our third‑party service providers or systems may be located outside Australia or may store data on servers located overseas. This may result in your personal information being held in, or accessed from, jurisdictions outside of Australia.

Where we transfer personal information overseas, we will:

  • Take reasonable steps to ensure that the overseas recipient does not breach the APPs in relation to your information; or
  • Ensure that we are otherwise permitted under the Privacy Act to make the disclosure (for example, where you have given informed consent or where another exception applies).

By using our services, you acknowledge that your information may be transferred, stored, or processed in this way, and we will take appropriate measures to protect your privacy in accordance with Australian law.

13. Third‑Party Links

Our website may contain links to external websites, job boards, professional networks, social media platforms, and other third‑party services.

We are not responsible for the privacy practices, content, or security of any third‑party websites or services that are not under our control.

We encourage you to:

  • Review the privacy policies of any third‑party websites you visit
  • Exercise caution when providing personal information on external sites

Your use of third‑party websites is at your own risk and is governed by their terms and policies.

14. Policy Updates

We may update or modify this Privacy Policy from time to time to:

  • Reflect changes in our business operations, services, or technology
  • Comply with changes in laws, regulations, or industry standards
  • Improve the clarity and transparency of our privacy practices

The updated version will be posted on our website with an updated “Last updated” date.

Where changes are material, we may also take additional steps to notify you, such as by email or prominent notices on our website, where reasonably practicable.

Your continued use of our services after any changes to this Policy will constitute your acknowledgment and acceptance of the updated terms.

15. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or the way we handle your personal information, please contact us:

Ray Rekruiters Pty Ltd Email: [Insert contact email address] Phone: [Insert contact phone number] Postal/Office Address: [Insert office address]

If you make a complaint about how we have handled your personal information, we will:

 

  • Acknowledge receipt of your complaint
  • Investigate the matter and respond within a reasonable time
  • Seek to resolve your concerns in a fair and timely manner

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) for further assistance or to lodge a complaint.

16. Our Commitment to Trust, Transparency & Compliance

Ray Rekruiters is committed to handling your personal and sensitive information with the highest standards of professionalism, confidentiality, and respect. We recognise the importance of privacy in the healthcare sector and strive to maintain transparent, ethical, and legally compliant practices in all aspects of our recruitment services.

 

By entrusting us with your information, you can be confident that we will use it responsibly to support your career, staffing, and recruitment goals while upholding your rights under Australian privacy law.