Fetch Group
Last Reviewed: 01/05/2026 Effective from: 01/05/2026
Our commitment
Fetch Recruitment Pty Ltd (ACN 155 517 801), Fetch Personnel Pty Ltd (ACN 620 155 786), Fetch Recruitment WA Pty Ltd (ACN 656 657 420), Fetch Recruitment SA Pty Ltd (ACN 697 739 058), Fetch Recruitment QLD Pty Ltd (ACN 668 215 647), and Fetch Recruitment UK Ltd (Company No. 12082108), (collectively "Fetch", "we" or "us") are committed to providing you with the highest levels of professional service. This includes protecting your privacy, as we understand the importance of privacy of your personal information.
This Privacy Policy sets out how we collect, hold, use and disclose your personal information. The Australian-incorporated Fetch entities act as data controllers under the Privacy Act 1988 (Cth) ("Act") and the Australian Privacy Principles ("APPs"). Fetch Recruitment UK Ltd acts as a data controller under the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018, regulated by the UK Information Commissioner's Office ("ICO").
This Privacy Policy applies to all individuals (including our clients, the individuals whose personal information is collected from clients or other third parties, job applicants and prospective employees) who provide us with their personal information. However, if you are a prospective employee who is ultimately employed by us, this Privacy Policy will no longer apply to any personal information that forms part of your "employee records", as that term is defined in the Act (this employee-records exemption applies in Australia only; UK employee data remains subject to the UK GDPR).
What personal information do we collect?
We collect personal information that is reasonably necessary for us to provide you with the services you request, manage your requests and improve our business. We may also collect sensitive information ("special category data" under UK GDPR) — for example your health information, racial or ethnic origin, connection to trade unions, and/or criminal record — where it is directly relevant to a role and we have your consent or are otherwise permitted to collect it under applicable law.
Such personal information usually includes:
- Your name, date of birth, address, email address and telephone numbers
- Citizenship or visa status and right-to-work documentation
In addition, we may collect the following personal information:
- For recruitment purposes: your previous work history, performance appraisals, qualifications, information about incidents in the workplace, health information, personal history, opinions from referees, information in relation to absences from work due to leave, illness or other causes, and our assessment of you as a prospective candidate for recruitment
- For payroll purposes: your employment details, Tax File Number (Australia), National Insurance Number (UK), superannuation account details (Australia), pension details (UK), bank account details and other ancillary information that is required to fulfil contractual, legislative, filing and reporting obligations (including the payment of salary and wages)
How do we collect personal information?
Where possible, we collect your personal information directly from you, for example, in person, over the telephone, by email, when you set up an account with us or complete one of our online or hard copy forms. In most situations, we will also obtain your personal information from third parties such as our clients, your referees, educational institutions and current and former employers. For the provision of payroll services, we collect your personal information from your employer who has contracted Fetch to provide payroll services.
We may also automatically collect certain information when you visit our website, some of which may personally identify you. Such information includes the type of browser you are using, the type of operating system you are using, your IP address and how you use our website.
If you would like to access any of our services on an anonymous basis, please let us know in writing. If this is possible and lawful, we will take reasonable steps to comply with your request. However, if you choose not to provide us with your personal information we may not be able to provide you with the services or assistance you require, including arranging suitable interviews for you.
If you provide us with personal information about another individual, before doing so, you:
- Must tell that individual that you will be providing their personal information to us and that we will handle their personal information in accordance with this Privacy Policy
- Must provide that individual with a copy of (or refer them to) this Privacy Policy
- Warrant that you have that individual's consent to provide their personal information to us (collectively "Third Party Consent Requirements")
If you provide us with personal information about another individual, you indemnify us against any loss and/or damage that may arise as a result of you not having completed the Third-Party Consent Requirements.
How is your personal information held?
We hold your personal information electronically on protected systems with access controls and encryption. Access is restricted to staff and contractors who need it to perform their role. Any documents that are printed are destroyed by a third-party provider once they are no longer required.
We retain personal information for as long as we have a legitimate business or legal reason to do so. When personal information is no longer required, we destroy or de-identify it in a secure manner unless we are required by law to retain it. Indicative retention periods are:
- Active candidate records: retained while you are an active candidate and for up to 7 years from your last interaction with us, unless you ask us to delete your information sooner
- Placed contractor/employee records: retained for 7 years after the end of the engagement, in line with tax, superannuation and workers' compensation record-keeping obligations
- Financial records: 7 years from creation under Australian tax law, or 6 years under UK tax law
- Marketing records: until you unsubscribe or ask us to delete
Why do we collect personal information, and how do we use it?
We collect your personal information and use it for the purpose for which it was provided to us, other related purposes (and, in the case of sensitive information, directly related purposes) or as permitted or required by law. Such purposes include:
- Providing our clients and/or you with our services
- Facilitating placement operations and recruitment opportunities for job applicants, including assessing your application for employment with prospective employers and verifying your information
- Providing you with further information about the recruitment opportunities or services you requested
- Conducting surveys of job applicants in relation to the services we provide
- Providing you with information about Fetch and its activities that are of relevance to you (where permitted by law or where you have consented)
- In the payroll context, fulfilling contractual commitments to provide payroll services for our clients. Information collected from our payroll clients is used solely for the purpose of payroll processing
- Any other purpose identified at the time of collecting your personal information
Legal bases for processing (UK candidates and clients)
For individuals whose personal data is processed under the UK GDPR, we rely on the following legal bases:
- Performance of a contract or steps prior to entering a contract — for processing your application, presenting you to clients, and managing placements
- Legitimate interests — for maintaining a candidate database, marketing our services to clients, and improving our recruitment services (balanced against your rights and interests)
- Legal obligation — for tax, employment, anti-discrimination and other regulatory compliance
- Consent — for any processing that requires consent (including the collection of special category data and direct marketing where consent is the applicable basis)
Use of artificial intelligence (AI) tools
Fetch uses commercially available artificial intelligence tools, including large language models (LLMs), to support our recruitment services. Our staff use these tools to assist with tasks such as:
- Extracting structured information from CVs and reformatting them into Fetch-branded talent profiles
- Polishing grammar, spelling and clarity in candidate summaries and supporting text
- Drafting role descriptions, internal communications, and similar recruitment materials
- Researching markets, industries and skills
AI tools we use include products and services from:
- Anthropic, PBC (United States) — used to power our internal Talent Profile Builder under a commercial API arrangement
- OpenAI, L.L.C. (United States) — ChatGPT and the OpenAI API
- Microsoft Corporation (United States) — Microsoft Copilot and Microsoft 365 Copilot
- Google LLC (United States) — Gemini and Google Workspace AI features
- xAI Corp (United States) — Grok
We have an internal AI Use Policy that governs how Fetch staff may use these tools. The policy requires staff to use approved tools and tiers for tasks involving candidate or client personal information, restricts the kinds of personal information that may be entered into general-purpose AI tools, and requires recruiter review of all AI-generated content before it is shared externally. We train staff on this policy and review it regularly.
AI is used as a tool to assist our recruiters and is not used to make autonomous decisions about candidate suitability, hiring, or rejection. All decisions about candidates remain with our human recruiters and our clients. A trained Fetch recruiter reviews and approves AI-generated content before it is shared with clients. We apply human oversight, accuracy checks, and bias awareness to support compliance with anti-discrimination and equal opportunity obligations.
If you would prefer your personal information not to be processed using AI tools, please let us know when you submit your application or by contacting our Privacy Officer using the details below. We will then process your application without AI assistance, though this may extend processing time.
When do we disclose your personal information?
Any personal information you provide to us may be disclosed, if appropriate, to third parties for the purpose of facilitating placement operations, verifying your details, providing payroll services, marketing our services and managing our business. Such third parties may include:
- Any of our related entities, affiliates and agents — including all Fetch Group entities listed at the top of this policy
- Our clients, including your prospective employers and external organisations seeking labour
- Educational institutions and background screening providers to verify your qualifications
- Your referees and current and former employers
- Our third-party service providers, contractors and suppliers (such as our IT and cloud-hosting providers, AI service providers, payroll providers, and recruitment support resources working overseas under our supervision)
- Our professional advisors, including our accountants, auditors and lawyers
- Any other third parties notified to you at the time of collecting your personal information
It is also possible, though unlikely, that we might be forced to disclose personal information in response to legal process or when we believe in good faith that the law requires it, for example, in response to a court order, subpoena or a law enforcement agency's request.
We will only disclose your sensitive information (or special category data) for the purposes for which it was initially collected, other directly related purposes, purposes to which you otherwise consent, or as required by law.
Do we send information overseas?
In order to fulfil our contractual obligations and operate our business, we may send your personal information to recipients located outside Australia (and, for UK candidates and clients, outside the UK). Recipients are currently located in:
- United States of America — for AI-supported tasks (Anthropic, OpenAI, Microsoft, Google, xAI) and for cloud hosting (including Netlify, Inc.)
- United Kingdom — where Fetch Recruitment UK Ltd operates and shares information for placement and operational purposes
- Australia — where the Australian Fetch entities operate, in respect of UK candidate and client data
- Philippines — where we engage offshore recruitment support resources who, under our supervision and contractual privacy obligations, access candidate information and CV details for the purpose of supporting our recruitment operations
Before disclosing personal information overseas, we take reasonable steps to ensure the overseas recipient does not breach the APPs (or, for UK personal data, the UK GDPR) in relation to that information. These steps may include entering into contractual arrangements such as data processing addenda or, for transfers from the UK, the ICO's International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses; reviewing the recipient's privacy and security practices; and limiting what information is disclosed to what is necessary for the purpose.
Despite our reasonable steps, the overseas recipient is not subject to the Act (or, for non-UK recipients, the UK GDPR), and you may not be able to seek redress in Australia, the UK, or in the foreign jurisdiction in respect of the overseas recipient's acts or practices. Under section 16C of the Act, the Australian Fetch entities remain accountable for any acts or practices of an overseas recipient that would breach the APPs. For UK personal data, transfers are made under appropriate safeguards as required by the UK GDPR.
Accuracy, access to, correction and deletion of your personal information
We will take reasonable steps to ensure that the personal information that we hold is accurate, complete and up to date. Please contact us using the contact details below if your details have or are about to change, or if you wish to otherwise update or correct your personal information.
You have the right to ask for access to the personal information we hold about you, to ask us to correct it, and to ask us to delete it from our database. To make a request, please write to our Privacy Officer using the contact details below and provide proof of your identity. We will respond within 30 days. We will, on request, provide you with access to the personal information we hold about you unless otherwise required or permitted by law. If we deny access or refuse to delete information, we will set out our reasons for doing so.
Additional rights for UK candidates and clients (UK GDPR)
If your personal data is processed by Fetch Recruitment UK Ltd, you also have the following rights under the UK GDPR:
- The right to be informed about how your personal data is used (this Privacy Policy)
- The right of access — to request a copy of the personal data we hold about you
- The right to rectification — to have inaccurate personal data corrected
- The right to erasure ("right to be forgotten") — to have your personal data deleted in certain circumstances
- The right to restrict processing — to limit how we use your personal data
- The right to data portability — to receive your personal data in a structured, commonly used format and to transmit it to another controller
- The right to object — to object to processing based on legitimate interests, and to object to direct marketing at any time
- Rights in relation to automated decision-making and profiling — although we do not make decisions about you using AI alone (see "Use of artificial intelligence" above)
- The right to withdraw consent at any time, where consent is the basis on which we process your personal data
To exercise any of these rights, contact our Privacy Officer using the details below. We will respond within one calendar month. We will not charge a fee unless your request is manifestly unfounded or excessive.
Security of your information
We will take reasonable steps to secure your personal information that we collect and hold. Electronic information is protected by various security measures, and access to information and databases is restricted to authorised personnel that need access to the information in order to perform their duties. All electronically captured job applicant and client data is passed through a secure site using encryption technology to ensure your personal information is protected if it is sent over the internet.
However, security measures are never completely successful and, despite the measures we have put in place, we cannot guarantee the security of your personal information. It is your responsibility to ensure you protect your personal information (for example, by protecting any usernames and passwords), and you should notify us as soon as possible if you become aware of a security breach.
Where an eligible data breach occurs, we will notify affected individuals and the relevant regulator in accordance with our legal obligations — the Office of the Australian Information Commissioner ("OAIC") under the Notifiable Data Breaches scheme (Part IIIC of the Act), and the UK Information Commissioner's Office under the UK GDPR (within 72 hours where required).
Complaints
If you wish to make a complaint about a breach of this Privacy Policy or applicable privacy laws, you can contact us using the contact details below. You will need to provide us with sufficient details regarding your complaint as well as any supporting evidence and/or information.
We will refer your complaint to our Privacy Officer, who will investigate the issue within a reasonable time frame, which is usually 30 days but may be longer if the matter is complex. Our Privacy Officer will determine the steps (if any) that we will undertake to resolve your complaint. Such steps may include discussing the options for resolving the complaint with you, notifying relevant employees the subject of a complaint and seeking their input or escalation to our Director. We will contact you if we require any additional information from you and will notify you in writing of the outcome of our investigation.
If you are not satisfied with our determination, you may also complain to the relevant regulator:
- Australia: Office of the Australian Information Commissioner — www.oaic.gov.au, 1300 363 992
- United Kingdom: Information Commissioner's Office — www.ico.org.uk, 0303 123 1113
Notice under the Fair Trading Act 1987 and Regulations
The Fair Trading Act 1987 and Regulations apply in Australia, and require us to provide the following statement to you. As an employment placement service provider:
- We do not charge job seekers a fee for the purpose of finding that candidate employment
- We do not engage in any misleading or deceptive conduct including activities such as advertising a position as being available when we know no such position exists
- We do not knowingly give misleading information to a candidate about the nature of a position
Any job seeker who believes that we have acted inappropriately in the course of providing employment placement services may contact the Recruitment & Consulting Services Association at www.rcsa.com.au for information on possible action that may be taken.
Revisions to this Privacy Policy
We reserve the right to revise this Privacy Policy or any part of it from time to time. Please review this Privacy Policy periodically for changes. The "Last reviewed" date at the top of this policy tells you when it was last updated. Your continued use of our website, products, services or provision of further personal information to us once you have been notified of the revised Privacy Policy constitutes your deemed acceptance of the revised Privacy Policy.
How to contact us
If you would like more information about our privacy practices or have any questions in relation to this Privacy Policy, please contact our Privacy Officer using the contact details shown below:
Privacy Officer
Fetch Group
Address: Level 21, 40 City Rd, Southbank VIC 3006, Australia
Telephone: (03) 9867 3051
Email: info@fetchrecruit.com.au
UK enquiries:
Fetch Recruitment UK Ltd
Address: Mocatta House, Trafalgar Place, Brighton, BN14DU
Telephone: +44 7442 348 158
