Privacy Policy
KPA Search Partners Pty Ltd (“KPA”, “we”, “us”, “our”) is committed to protecting your privacy and handling personal information responsibly and in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This Privacy Policy explains how we collect, use, store and disclose personal information in the course of providing executive search, recruitment and related advisory services.
1. Individuals we collect information about
1.1 Candidates
Individuals who approach us, are approached by us, are referred to us, or whose professional information we identify through publicly available sources as part of our market-mapping and search activities.
1.2 Clients
Organisations that engage us to provide recruitment or executive search services, and their representatives (including partners, hiring managers and HR leaders).
1.3 Referees
Individuals who provide professional opinions or information relating to a Candidate’s skills, experience or suitability for a role.
2. The personal information we collect
We collect personal information that is reasonably necessary for our functions as an executive search and recruitment firm.
2.1 Candidates
This may include:
- name and contact details
- resume, CV, academic record and employment history
- professional memberships and qualifications
- information provided during interviews, meetings or conversations
- work preferences, motivations and career goals
- salary history and expectations
- working rights or visa status
- availability, competing opportunities and job-search status
- referee details and feedback
- background check results (e.g., police checks, WWCC, identity verification)
- results of psychometric, behavioural or skills assessments
- information relating to professional conduct or performance
- health or disability information voluntarily provided by you
- evaluative material created by us about your suitability for particular roles
- publicly available professional information (e.g., LinkedIn, firm websites, publications)
We only collect sensitive information where permitted by law and with your express consent.
2.2 Clients
We may collect:
- - name, role and contact details of representatives
- - information about hiring needs, team structure and organisational objectives
- - search briefings, instructions and feedback on Candidates
- - records of communications and interactions with us
2.3 Referees
We may collect:
- name, contact details, job title and relationship to the Candidate
- your professional opinions and insights about a Candidate
- information disclosed during reference discussions
3. How we collect personal information
3.1 Direct collection
- We collect personal information directly from individuals through:
- conversations, meetings or interviews
- resumes, application materials or assessment tools
- emails or other correspondence
- identity verification or background-check processes
- reference discussions (with Candidate consent)
3.2 Indirect collection (market mapping and talent pooling)
As part of our executive search and market-mapping processes, we may collect information from:
- publicly available sources (LinkedIn, law firm websites, publications, legal directories, court lists)
- professional networks
- industry events or publicly shared content
- third-party assessment providers
This allows us to identify potential Candidates who have not contacted us directly.
3.3 Unsolicited information
If we receive personal information we did not request, we will determine whether it is reasonably necessary for our services. If not, we will delete or de-identify it where lawful and reasonable.
3.4 Anonymity and pseudonymity
While you may interact with us anonymously in limited circumstances, anonymity is generally not practicable for recruitment and executive search purposes.
4. Use of our website
We may collect non-personal technical information (such as IP address, browser type and pages visited) for maintenance and improvement purposes.
We do not currently use website analytics or tracking tools. If this changes, we will update this policy.
5. Why we collect and use personal information
We use personal information to:
- identify and assess potential Candidates for roles
- provide recruitment and executive search services to Clients
- facilitate interviews and Candidate–Client interactions
- verify professional information and conduct reference checks
- understand and meet Client requirements
- provide career advice or market insights to Candidates
- maintain and improve our services and internal systems
- comply with legal and professional obligations
- maintain secure internal records and administrative processes
We may provide Candidates with sanitised or summarised feedback to support their professional development. We do not disclose confidential or sensitive referee comments unless appropriate and agreed.
We do not sell personal information.
6. Disclosure of personal information
6.1 Candidate information may be disclosed to:
- Clients considering you for a role
- Referees (where appropriate)
- third-party providers conducting checks or assessments (with consent)
- technology providers such as Microsoft 365 and Airtable
- professional advisers or insurers (if required)
6.2 Client information may be disclosed to:
- Candidates, where providing context or advisory feedback is appropriate
- third-party service providers supporting our business operations
6.3 Referee information may be disclosed to:
- Clients involved in the recruitment process
- Candidates, only in sanitised form and only where appropriate
We recognise that referee comments are often confidential and handle them carefully.
6.4 Cross-border disclosures and cloud storage
We use Microsoft 365 and Airtable, which may store information on servers located outside Australia, including regions such as Singapore, Japan, Hong Kong, the United States or the European Union.
We do not disclose personal information to overseas Clients or overseas agencies.
We take reasonable steps to ensure overseas storage providers handle information consistently with the APPs.
7. Direct marketing
We do not use personal information for newsletters, promotional emails or any form of direct marketing.
If this changes in future, we will update this policy and provide opt-out mechanisms.
8. Use of government identifiers
We do not adopt, use or disclose government identifiers (e.g., passport numbers, driver licence numbers, TFNs) as our own identifiers.
9. Storage, security and retention
We store information in secure systems including Microsoft 365 and Airtable and take reasonable steps to:
- prevent misuse, interference and loss
- protect information from unauthorised access, modification or disclosure
- limit access to authorised personnel
- maintain password-protected and encrypted storage environments
We retain personal information only for as long as necessary for our functions or to meet legal, regulatory or professional obligations. When information is no longer required, we will take reasonable steps to delete or de-identify it.
10. Access and correction
You may request:
- access to personal information we hold about you
- correction of inaccurate, incomplete or outdated information
- deletion of information where lawful
We may refuse access where permitted by the APPs, including where disclosure would reveal confidential evaluative material or referee opinions. Where access is refused, we will provide written reasons and, where possible, a summary of the information.
11. Complaints
If you have concerns about how we handle your personal information, please contact us. We take all privacy concerns seriously and will respond promptly.
If you are not satisfied with our response, you may contact the:
Office of the Australian Information Commissioner (OAIC)
Website: www.oaic.gov.au
Phone: 1300 363 992
12. Contact us
For privacy queries, access requests or complaints, please contact:
Email: admin@kpasearchpartners.com.au
13. Updates to this policy
We may amend this Privacy Policy from time to time. The most current version will be published on our website.
