Privacy Notice for Recruitment

Information collected from Candidates · Where do we collect information from?

Eptec collects information about Candidates in the course of the recruitment process. Some of this information is collected directly from you (for example, in forms that you are asked to complete, or in interviews or through the completion of tests). Other information is generated automatically when you use or otherwise interact with Eptec's systems (for example, when you log in to our website); or provided to us by third parties (for example, recruitment agencies, referees and educational institutions), including by third party service providers or publicly available sources for anti-money laundering, background checking and similar purposes, and to protect our business and comply with our legal and regulatory obligations. Eptec will also generate its own assessment information about you during the recruitment process.

Information collected from Candidates · What type of information do we collect?

The information we collect about Candidates includes:

• Basic information about yourself, such as name, contact details and gender, image and information provided to verify your identity;
• Information regarding your employment and educational history, any role or roles for which you are applying or being considered and your relevant personal interests, attributes and career aspirations and plans, and results of background checks;
• Other information about yourself that you provide in a CV or similar document; and

Provision of information

Generally, you should assume that, if we ask you for information, we need it for our recruitment purposes. In some cases, we may not be able to consider your application if you cannot provide information that we request. There may be occasions where we need information to comply with a legal obligation, or conversely where provision of information is entirely optional and would not affect your application – we will let you know if this is the case.

Our use of your information · How do we use the information we collect about you?

• We use Candidate information to manage the recruitment process and assess you for employment or other engagement, to monitor and improve our recruitment processes and for related purposes (including equality of opportunity monitoring), compliance with law and regulation, for internal operations, including research, statistical and survey purposes, ensuring the security of our business and purposes relating to legal claims made by or against us.
• We will take appropriate measures to ensure that we keep your personal information secure, accurate and up to date.

Our use of your information · What happens if my application is unsuccessful?

If you are unsuccessful in your application, we may also retain your Candidate information and use it to assess your suitability for future positions and roles within the organisation, as further described in “Retention and deletion” below.

Our use of your information · Will we ask for my consent?

We are entitled to use, disclose and otherwise process Candidates' (and former Candidates') information as described in this notice, on the basis that we have a legitimate interest in carrying out the processing set out above. Candidates' consent to collect, use or otherwise process their personal information will be sought by Eptec (or third parties acting on our behalf) where required (for example, where recruiters we have engaged conduct reference checks or if our police check service provider is conducting a police check on our behalf) – in those circumstances we (or the relevant third party) will ask for your consent on a case-by-case basis. Some processing may also be necessary so that we can perform a contract with you or because it is required by law.

Disclosure of Candidate information · Who do we disclose my information to?

Eptec may disclose Candidate information, where reasonably necessary for the various purposes above, to:

• Recruitment agencies working with us in relation to your potential recruitment;
• Other service providers processing Candidate information on our behalf in the course of supporting our business and operations (including our HR software provider which is located in the USA, Canada and the EU);
• A person who takes over our business and assets, or relevant parts of them;
• Other members of the Eptec group;
• Third parties to whom Eptec is required to disclose information by law or regulatory requirements (including litigation counterparties); and
• Competent regulatory and prosecuting authorities.

If you give us names of potential referees, we will disclose the fact that you are applying to work with us to them when we ask them for references.

Retention and deletion · How long will we retain my information?

We will generally retain information about you throughout the recruitment process. We will usually delete this information after the recruitment process ends. If your application is withdrawn or unsuccessful, we will retain your information for no longer than 12 months in case you apply to work for us again (or a suitable position within the Eptec group becomes available). Some information will be retained after the process ends, either because you are employed or otherwise engaged by us or a recruitment-related dispute arises between us.

As a general principle, we do not retain Candidate information (except in anonymised / statistical form) for longer than we need it, given the purposes for which it is held.

Rights and questions · Access and correction

With limited exceptions, Candidates have legal rights to be given copies of the personal information that we hold about them and to require inaccurate information to be corrected.

Rights and questions · Who do I contact about this notice?

If you wish to exercise any of these rights, or have other questions about our Candidate information processing or related policies, please contact our Privacy Officer:

Rights and questions · Complaints and the OAIC

You also have the right, at any time, to lodge a complaint about privacy to our Privacy Officer using the contact details above. Your complaint will be investigated. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate and review relevant documents and speak with individuals involved. In most cases, we will investigate and respond to a complaint within a reasonable time, usually within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know.

If you are not satisfied with our response to your complaint, you may make a complaint to the Office of the Australian Information Commissioner (OAIC). The OAIC can be contacted by telephone on 1300 363 992 or by using the contact details on the website www.oaic.gov.au.

Eptec Group companies

The notice applies to the following Eptec companies:

• Admiral AU Holdco Pty Ltd ACN 695 801 195
• Eptec Marine Pty Ltd ABN 49 118 319 547