This privacy policy sets out how J Mac Investment Holdings Pty Ltd ACN 626 806 200 (trading as NTP Talent) will manage your personal information. Always visit our website for our latest privacy policy.

Last updated: 16 October 2026

We may decline to collect unsolicited personal information from individuals. In that case, we won’t hold onto that information.

Job seekers

What is ‘Personal Information’, and what kinds of Personal Information do we collect?

Personal information is information or an opinion about an identified or reasonably identifiable individual.  During the provision of our services, we may collect your personal information. Generally, the kinds of personal information we collect include:

• contact and identification details (e.g. name, address, email address and phone number) so we can get in touch if we need to;
• information about your education and work history, qualifications and skills so we can match you to roles;
• other’s opinions about your work performance (whether true or not). We will only speak to referees you refer us to;
• confirmation that you have the right to work within Australia. We do not hold copies of your passport, visa, driver’s licence or other identity documents. These checks are managed through our third-party provider, Referoo (see Identity and work rights checks below);
• sensitive information (e.g. information about your health, medical history or specific condition, criminal record, professional memberships). We will only collect this with your consent;
• results of any tests you take as part of our or our clients’ processes;
• recordings, transcripts and notes of calls, video calls and interviews, where you have consented to the recording;
• any personal information about training programs you undertake;
• if you work with us as a contractor, your tax file number, bank account and superannuation details, and pay rates, so we can pay you, make superannuation contributions and meet our tax obligations;
• details of any licences and certificates that you might need for a role; and
• additional information that is relevant to us providing our services.

We might also hold other personal information provided by you.

How do we collect your Personal Information?

Generally, we will collect personal information when you complete an application form or submit your resume, attend an interview, or otherwise provide us with personal information in person or via telephone, email or other means, whether at our request or your initiative.

Personal information may also be collected from a source other than you when:

• you apply for a role or submit your resume through our website or a third-party website, application or service;
• we undertake reference checks with or receive references or performance feedback (whether negative or positive). We only conduct reference checks with your consent, and we collect references through Referoo, an online reference checking platform;
• we receive results of any medical tests or criminal history checks (you have to consent to these);
• we receive results from any other online process or testing, including but not limited to assessments, induction courses and background checks carried out on our behalf or a client’s behalf;
• we check or assess your eligibility to work within Australia, including through Referoo;
• we receive any complaint from or about you in the workplace;
• we collect information about a workplace accident that involves you or your workplace injury; and
• we receive any information about any insurance investigation, litigation, registration or professional disciplinary matter, criminal matter, inquest or inquiry which concerns you.

We might collect your personal information from other sources such as an information services provider, your employer or ex-employer or a publicly maintained record, including public records via social media platforms like LinkedIn and Facebook. Generally, we only collect your personal information from other sources if it is unreasonable or impracticable to collect your personal information from you.

Why do we need your Personal Information?

We collect, hold, use and disclose your personal information to provide you with recruitment services or other services through a Site. We handle and disclose your personal information to facilitate or in connection with:

• an offer of employment or engagement with our client;
• your actual or potential work placements with our clients;
• undertaking performance appraisals for your work placements with our clients;
• any test, assessments or checks (including medical tests and assessments and criminal record checks) that you undergo to assess your suitability for a potential work placement with our client;
• identifying, assessing or facilitating your training needs;
• any necessary workplace rehabilitation during, or for, a current or future work placement with our client per applicable legislation;
• a complaint, investigation or inquiry that concerns you; or
• any insurance claim linked to your current or previous work placements with our client.

We may also collect, hold, use or disclose your personal information for:

• administrative and business management purposes;
• marketing purposes and to identify and inform you of products, services and training courses that may be of interest to you;
• our internal recruitment processes; or
• any other legal requirement.

Where your personal information is used or disclosed, we take steps reasonable to ensure it is relevant to the purpose of using or disclosing it.

You are under no obligation to provide your personal information to us. However, we may not be able to offer services to you without certain information from you or where you provide inaccurate or incomplete information.

Who receives your Personal Information from us?

We disclose your personal information to provide recruitment services or as otherwise set out in this privacy policy. The recipient could be:

• our clients, who may be your potential or actual employer or a host employer;
• your referees;
• our other staff and other associated entities;
• other organisations to recommend and facilitate courses or programs for you to upgrade your skills;
• our insurers;
• a professional association or registration body if it’s relevant to our services or otherwise with your consent;
• a workers compensation body per applicable legislation;
• our contractors and suppliers and professional advisors;
• any other entity, with your consent, or to whom disclosure is required or authorised by law; and
• any other third parties engaged to perform administrative or other services.

This disclosure is always on a confidential basis or as required by law.

Identity and work rights checks

NTP Talent does not hold copies of passports, visas, driver’s licences or other personal identification documents.

When we need to confirm your identity or your right to work in Australia, we use Referoo, a third-party reference and verification provider. Referoo may confirm your identity through trusted digital identity networks, such as ConnectID, which use information already held by your bank or other identity providers. This means your documents do not need to be stored long term.

We receive the outcome of the check, not copies of your documents.

How Referoo protects your information

• Referoo automatically deletes sensitive information, including ID documents and biometric data such as selfie photos, from its system after 30 days.
• Referoo encrypts data using AES 256 when it is stored and TLS 1.3 when it is sent, and its security approach is based on ISO 27001.
• Referoo does not transfer personal information outside the country where it was collected.

You can read Referoo’s privacy policy at referoo.com/privacy.

Contractors and payroll

If you work with us as a contractor, we collect payroll information, including your tax file number, bank account details, superannuation details and pay rates.

You enter most of this information yourself through Xemplo (formerly Expedo), our self-service payroll system. We also keep payroll information in Xero, our accounting system. For more about how Xemplo handles your information, see Xemplo’s privacy policy at xemplo.com/privacy-policy.

We use this information to pay you, make superannuation contributions, meet our tax and legal obligations, and manage your contract.

Clients

How your information is collected and used

If you are our client, we collect information that is reasonably necessary for us to provide the best recruitment solutions for you and your business needs. The main types of information we collect about our clients include:

• your contact details;
• details of your job title/description and organisational needs; and
• records of our interaction with you and your confidential feedback about a candidate.

We collect information about you when:

• we meet you or communicate with you; or
• you provide your opinion or confidential feedback about a candidate.

We collect, hold, use and disclose your personal information to provide recruitment services.

Referees

The type of information that we typically collect and hold about referees is information about a candidate’s suitability for particular jobs or particular types of work. We usually collect references through Referoo, an online reference checking platform. It might include:

• information about you and your preferred contact details;
• your opinions regarding the candidate’s character and work performance or work environment; and
• facts or evidence supporting those opinions, sometimes involving your knowledge and experience of having worked with the candidate.

Site Users

We may collect certain information when you visit our websites, mobile sites, applications and social media pages (Sites). For example, our servers receive and record information about your computer, device and browser, including potentially your IP address, browser type, and other software or hardware information.

If you subscribe to a Site, fill in an online registration form or send us an email via the email link on a Site, we may collect your name, contact details and other personal information to enable us to provide information per your preferences.

If you use a mobile or another device to access Sites, we may collect a unique device identifier assigned to that device, location data, or other transactional information from that device.

Any cookies we use are to remember your Site preferences. They may be used to collect and store information such as pages you have visited, content you have viewed, search queries you have run and viewed advertisements on the Site and other websites you have visited.

You can always disable the use of cookies by changing the security settings of your browser. Just bear in mind that this may affect your access to certain features, content or personalisation available through the Sites.

Our website may contain links to websites operated by third parties. Those links are provided for convenience and may not remain current or be maintained. We are not responsible for the privacy practices of, or any content on, those linked websites and have no control over or rights in those linked websites. The privacy policies and settings that apply to those other websites may differ substantially from our privacy policy, so we encourage individuals to read them before using those websites.

Use of automated tools and artificial intelligence

NTP Talent uses software tools, including artificial intelligence (AI), to help our recruiters work efficiently. These tools support our people. This section applies to job seekers, clients, referees and Site users.

What we use these tools for

• checking answers to screening questions about your work rights and essential experience;
• transcribing and summarising calls, video calls and interviews, where you have consented to the recording;
• summarising applications and resumes, and formatting resumes into our client presentation template;
• drafting job advertisements, position descriptions and correspondence; and
• searching our database for people who may suit a role, for our recruiters to review.

Kinds of personal information these tools use

• contact details;
• resumes, cover letters and application details, including your work history, qualifications and skills;
• answers to screening questions when you apply for a role;
• notes, transcripts and recordings of calls, video calls and interviews, where you have consented to the recording; and
• results of online assessments, such as coding assessments, where you have been asked to complete one.

Decisions made by a computer program

When you apply for a role through a job board or our website, we may ask you screening questions. Our recruiters set these questions based on what our clients require for the role. Your answers are checked automatically, and your application may be declined without a recruiter reviewing it if:

• you do not have the right to work in Australia that the role requires; or
• your answers show you do not have experience that our client has told us is essential for the role.

These screening questions apply fixed rules to your answers. They do not use AI to assess you. If you think your application was declined in error, contact us and a recruiter will review it.

Decisions a computer program helps with

For all other decisions, our recruiters decide whether to progress, shortlist or put forward a candidate for a role. AI tools may assist by summarising information about you and showing how your experience relates to the requirements of a role. A recruiter makes the decision.

We may ask you to complete online assessments run by third-party providers, such as coding assessments. We will tell you about any assessment before you start. Assessment platforms may score your results automatically. Our recruiter and our client both review your results, and they are one part of the hiring decision. Psychometric assessments are generally run directly by our clients through their own providers. In that case, the client’s and the provider’s privacy policies apply.

We check the output of AI tools for accuracy before it is used or shared with a client.

Your choices

We only record calls with the consent required under Australian state and territory laws. You can decline to have a call recorded, or ask how your personal information has been used in these tools, by contacting us using the details below.

Overseas disclosure

We use JobAdder as our customer relationship management provider. As a cloud-based software-as-a-service, they may store your personal information on servers located in Australia, in the Amazon Web Services (AWS) Asia Pacific (Sydney) region. 

When we use JobAdder’s AI features, your personal information may be processed in the AWS Asia Pacific (Singapore) region before it is returned to Australia for storage. It stays within JobAdder’s AWS environment throughout. 

We use Referoo to collect references and confirm work rights. Referoo keeps personal information collected in Australia within Australia. 

Xero, our accounting system, may store payroll information overseas, including in the United States. 

Xemplo, our contractor payroll system, hosts data in regional data centres in Australia, Singapore and Europe, based on each customer’s location. Data for Australian businesses, including ours, is held in Australia, on ISO/IEC 27001:2022 certified infrastructure and encrypted in transit and at rest. Xemplo’s privacy policy notes that it may also use service providers overseas. 

We may use other services to store your personal information overseas. It is not practicable to list every other country of overseas recipients. We will take reasonable steps to ensure that any overseas recipient will deal with such personal information in a way that is consistent with the Australian Privacy Principles.

We also use software and AI service providers, such as Google Gemini in Google Meet for meeting notes and transcription, and the AI features in JobAdder, to provide our services. These providers may store or process personal information in Australia and overseas, including the United States. We take reasonable steps to ensure these providers protect your personal information in a way that is consistent with the Australian Privacy Principles.

Direct Marketing

We may use and disclose your personal information to inform you of products and services via email, SMS, mail or other forms of communication, per the Spam Act and the Privacy Act. We may also contact you this way to check your availability and ask you to update your work preferences, so we can match you to suitable roles. If you do not wish to receive such notifications, you can opt out by contacting us via the contact details set out below or through the provided opt-out mechanism.

Security of your Personal Information

We understand the importance of your privacy and take all reasonable steps to ensure the personal information we hold is protected against misuse, interference and loss and from unauthorised access, modification or disclosure. We hold personal information in hard copy and electronic forms in secure databases on secure premises, accessible only by authorised staff.

We will destroy or de-identify personal information where we no longer require it unless we are required or authorised by law to retain the information.

Accessing and correcting your Personal Information we hold

We take steps reasonable in the circumstances to ensure the personal information we hold is accurate, up‑to‑date, complete, relevant and not misleading. If at any time you would like to access or correct your personal information, or you would like more information on our approach to privacy, please get in touch with us via the contact details set out below.

We may be unable to provide access to personal information if access would impact the privacy rights of others. A good example is where a referee provides an opinion confidentially. We will grant access to the extent required or authorised by the law, and we will also take reasonable steps to correct personal information if necessary and appropriate.

To obtain access to your personal information:

• you will have to provide proof of identity to ensure we only provide personal information to the correct individuals and that the privacy of others is protected;
• we request that you be reasonably specific about the information you require; and
• we may charge you a reasonable administration fee, reflecting our cost to provide you access.

We will endeavour to respond to your request to access or correct your personal information within 30 days.

If we refuse your request to access or correct your personal information, we will provide you with written reasons for the refusal and details of complaint mechanisms. We will also take steps reasonable in the circumstance to provide you with access in a manner that meets your needs and our needs.

Privacy complaints

Please direct all privacy complaints to us via the contact details below.

At all times, privacy complaints:

• will be treated seriously;
• will be dealt with promptly;
• will be dealt with confidentially; and
• will not affect your existing obligations or change the commercial arrangements between you and us.

We will commence an investigation into your complaint within 30 days. We will inform you of the outcome once we complete the investigation. If you are dissatisfied with the outcome of your complaint, you may refer the complaint to the Office of the Australian Information Commissioner.

How to contact us

For further information or enquiries about this privacy policy or our privacy practices, or if you would like to opt-out of receiving any promotional communications, please get in touch with James MacDonald on 0427 107 796 or [email protected], or Linda Apostolidis on 0420 845 795 or [email protected].

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