Privacy Policy

Last Updated: Monday 11^th November 2025

(A) This Privacy Policy applies to the collection, use, and disclosure of personal information by Datasii Pty Ltd, ACN 627 248 113, a recruitment agency specialising in dental placements, registered under the laws of Australia and governed by the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs).

(B) Arch Talent (we, us, our) is responsible for managing personal information collected through its website [www.archtalent.com.au] (the Website) and related recruitment services.

(C) We are committed to protecting the privacy of all information we handle. We provide specialist recruitment services connecting dental practitioners (particularly in cosmetic and implant dentistry) with dental practices across Australia (the Services). In delivering these Services, we handle personal and professional information belonging to two distinct groups: dental practitioner candidates and dental practice clients. We comply with the Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles (APPs), which regulate how we collect, use, disclose and safeguard your personal information.

(D) We are responsible for ensuring compliance with Australian data protection laws and for implementing data protection mechanisms to secure personal information, including de-identification and secure data storage practices.

(E) Professional information about registered dental practitioners (such as AHPRA registration details, qualifications, employment history, and clinical expertise) is considered sensitive information under the Privacy Act and is afforded a higher level of protection. We only collect and use such information with your consent and as necessary to provide our recruitment services. This Privacy Policy explains how we manage your information in line with our legal obligations, professional standards (including AHPRA requirements), and your rights.

(F) Questions or concerns about this Privacy Policy or the management of personal information may be directed to our Privacy Officer at:

Email: [email protected]

Mail: Darling Park, Tower 1, Level 1/201 Sussex Street, Sydney NSW 2000

Phone: +61 433 565 884

1. Legal and Regulatory Framework

1.1 Privacy Act, APPs and other applicable standards

(a) As an Australian recruitment service provider specialising in the healthcare sector, we adhere to the Privacy Act 1988 and the Australian Privacy Principles. The APPs set out standards on handling personal information, covering the entire information lifecycle from collection to disposal.

(i) Operate with openness and transparency about how we manage your data.

(ii) Only collect information we need for our Services with your consent.

(iii) Inform you about collection purposes.

(iv) Use and disclose your information only for purposes you expect or with additional consent.

(v) Take steps to secure your information and allow you to access and correct it.

(b) We also comply with the Privacy Amendment (Notifiable Data Breaches) scheme, which requires us to notify you and the Office of the Australian Information Commissioner (OAIC) of certain serious data breaches.

1.2 AHPRA Compliance and Professional Standards

(a) As a recruitment agency placing registered health practitioners, we recognise our responsibilities under the regulatory framework established by the Australian Health Practitioner Regulation Agency (AHPRA) and the Dental Board of Australia. When handling information about dental practitioners, we:

(i) Ensure accuracy when describing practitioner qualifications, registrations, and clinical experience.

(ii) Do not make misleading claims about practitioner expertise, particularly regarding cosmetic procedures.

(iii) Verify AHPRA registration status where appropriate.

(iv) Handle practitioner information ethically and professionally in accordance with healthcare advertising standards.

(b) This commitment ensures that information we share with client practices is truthful, verifiable, and compliant with professional obligations governing the dental profession.

2. Scope of This Policy

This Privacy Policy applies to two distinct groups who engage with our recruitment services:

2.1 Candidates (Dental Practitioners)

This includes dentists, specialists, and other dental professionals seeking employment opportunities through our agency. Whether you are an associate dentist, specialist in cosmetic or implant dentistry, or general practitioner, this policy explains how we handle your personal and professional information throughout the recruitment process.

2.2 Client Practices (Dental Clinics)

This includes dental practices, clinics, and healthcare organisations seeking to recruit dental practitioners through our services. This policy explains how we handle your business information and what obligations you have when receiving candidate information from us.

Note: If you are acting on behalf of a candidate or practice (for example, as a practice manager or agent), this policy also covers how we handle your personal details provided in that capacity.

3. Collection of Personal and Professional Information

We only collect personal information that is reasonably necessary to provide recruitment services effectively and professionally.

3.1 Information collected from candidates (Dental Practitioners)

(a) Identity and Contact Details

(i) Full name, address, phone number, email address, and date of birth.

(ii) Emergency contact information (if provided).

(b) Professional and Registration Information

(i) AHPRA registration number and registration status.

(ii) Dental qualifications, degrees, diplomas, and certifications.

(iii) Areas of expertise and special interests, including cosmetic dentistry and implant dentistry.

(iv) Professional memberships, including associations such as the Australian Dental Association.

(v) Professional indemnity insurance details.

(i) Curriculum vitae and resume.

(ii) Work history, including previous positions, employers, and dates of employment.

(iii) Clinical experience and approximate case volume.

(iv) Skills and verifiable competencies relevant to dental practice.

(v) Career goals and position preferences, including location, practice type, and work hours.

(vi) Availability and start date preferences.

(d) Reference and Verification Information

(i) Details of professional referees.

(ii) Reference checks and feedback from previous employers or colleagues.

(iii) Performance assessments or evaluations where provided with consent.

(e) Financial and Remuneration Information

(i) Current salary or remuneration expectations.

(ii) Preferred employment structure, including employee, contractor, and mixed billing arrangements.

We only collect information that helps us effectively match candidates with appropriate opportunities and represent candidates professionally to client practices.

3.2 Information collected from Client Practices

(a) Practice Identity and Contact Information

(i) Practice name, trading name, and ABN or ACN.

(ii) Practice address, phone number, email, and website.

(iii) Contact details for key decision-makers, including practice owners, managers, and recruitment contacts.

(b) Position and Recruitment Information

(i) Details of vacant positions or recruitment needs.

(ii) Position descriptions, required qualifications, and desired experience levels.

(iii) Practice type and specialisation, including cosmetic, family, or specialist practice.

(iv) Remuneration structures and employment terms offered.

(v) Practice culture, values, and working environment information.

(vi) Preferred candidate profiles and selection criteria.

(i) Information about practice facilities, equipment, and technology.

(ii) Patient demographic and practice focus areas.

(iii) Practice size and structure information relevant to placement.

We only collect information necessary to understand your recruitment needs and present suitable candidates effectively.

3.3 How we collect information

(a) Direct Collection from You

(i) Telephone conversations about opportunities or recruitment needs.

(ii) Email communications and correspondence.

(iii) Completed forms on our Website.

(iv) In-person meetings or consultations.

(v) Your curriculum vitae, resume, or professional profile.

(vi) Service agreements and engagement documentation.

For candidates, collection typically begins with an initial telephone conversation about a specific opportunity, followed by email communication and submission of professional documents.

For client practices, collection occurs through ongoing business communications regarding recruitment requirements.

(b) Collection from Third Parties

(i) Professional referees nominated by candidates, with appropriate consent.

(ii) Previous employers, with candidate permission.

(iii) AHPRA public register for verification purposes only.

(iv) Professional networks and industry contacts, with prior consent.

(v) Other recruitment-related sources with appropriate authorisation.

We collect information by lawful and fair means. If we need to collect information about you from someone else, we will seek your permission first unless required by law or in circumstances where seeking consent is impractical.

(i) We explain why we are collecting information and how we plan to use it at the time of collection. This Privacy Policy serves as notice of our data collection practices.

(ii) During initial contact, we explain what information we need and why, how we will use your information, who we may share it with, and what happens if certain information is not provided.

(iii) For candidates, we make it clear that providing consent means we can represent you to specified practices and share your professional information for legitimate recruitment purposes.

(iv) For practices, we confirm that by engaging our services, you agree to receive and handle candidate information confidentially and in accordance with privacy obligations.

4. Use of Information (Purpose of Collection)

4.1 Primary purposes for Candidates

(a) Assess suitability for specific positions and opportunities.

(b) Represent candidates professionally to client practices seeking dental practitioners.

(d) Provide professional profiles, CVs, and relevant information to practices with candidate consent.

(e) Communicate about opportunities, interview arrangements, and placement progress.

(f) Conduct reference checks and verify qualifications with consent.

(g) Provide career advice and guidance regarding opportunities.

(h) Maintain ongoing contact for future placement opportunities with consent.

4.2 Primary purposes for Client Practices

(a) Understand recruitment needs and position requirements.

(b) Identify and assess suitable candidates from our network.

(d) Facilitate the recruitment and selection process.

(e) Coordinate interviews and communication between practices and candidates.

(f) Provide recruitment advice and market intelligence.

(g) Maintain ongoing relationships for future recruitment needs.

4.3 Secondary purposes

We only use or disclose information for purposes directly related to the primary recruitment purpose, or for other purposes that you would reasonably expect. We will not use your information for unexpected purposes without consent. If we intend to use your information for a purpose outside of providing recruitment services, including testimonials, case studies, or research, we will seek your separate written consent.

4.4 Common uses

(a) Scheduling and managing meetings, calls, and interviews.

(b) Sending communications, updates, and reports.

(d) Quality assurance and service improvement.

(e) Meeting legal or professional reporting requirements.

5. Disclosure of Information (Sharing with Others)

We respect the confidentiality of all information we handle. The key situations in which we share information are explained below.

5.1 Disclosure of Candidate information

(a) Disclosure to Client Practices with Consent

When a candidate consents to representation for a specific opportunity, we share relevant professional information with the client practice, including CVs and professional profiles, qualifications and registrations, employment history and experience relevant to the position, professional references and contact details where appropriate, and availability and preferences regarding the opportunity. We only disclose candidate information to practices after obtaining express consent for each specific opportunity. Consent may be obtained verbally and confirmed in writing or via a formal Candidate Consent Form.

(b) Disclosure to Professional Referees

With candidate consent, we may contact nominated referees to verify experience, performance, and suitability for positions.

Apart from disclosures for placement purposes, we obtain separate consent before sharing information for any other purpose, including marketing materials, success stories, or testimonials.

5.2 Disclosure of Practice information

We may share limited practice information with potential candidates when discussing opportunities, including practice name, location, and general practice type, and with professional advisors assisting with recruitment services under confidentiality obligations. We do not publicly disclose detailed practice information or business-sensitive information without permission.

5.3 Required or permitted by Law

We may be compelled by law to disclose information without consent in limited circumstances, including where we receive a subpoena or court order, disclosure is necessary to prevent a serious threat to health or safety, it is required by AHPRA or other regulatory authorities as part of an investigation, or it is mandated by law for reporting purposes. We only disclose the minimum necessary information and typically inform affected parties unless legally prevented.

5.4 What we do not do

(a) Sell or rent personal information to third parties.

(b) Disclose information for marketing purposes without express permission.

(d) Provide candidate contact details to practices before the candidate authorises representation.

6. Third-Party Service Providers (Data Handling and Storage)

We utilise trusted third-party service providers to support business operations. Some personal information may be stored or processed using third-party software or platforms. We choose providers carefully and ensure they have appropriate privacy and security practices.

6.1 CRM or Database System

(a) Purpose: Customer relationship management, storing candidate and practice records, and tracking placement activities.

(b) Data Stored: Contact details, professional profiles, communication records, and position details.

(c) Location: Data collected and managed through the JobAdder Customer Relationship Management (CRM) platform is hosted on Amazon Web Services (AWS) cloud infrastructure. The primary data storage location is Australia (Sydney region). JobAdder may also utilise other AWS data centres and content delivery networks located in jurisdictions such as the United States, the European Union, and Singapore for redundancy, disaster recovery, and performance optimisation. Any cross-border data transfers are undertaken in accordance with applicable privacy and data protection laws and JobAdder’s internal security and compliance protocols.

(d) Privacy Policy: https://jobadder.com/privacy-policy/

6.2 Email and communication services

(a) Purpose: Email correspondence, calendar management, and document sharing.

(b) Provider: Google (Google Workspace)

(c) Location: Data processed and stored through Google Workspace (including Gmail, Calendar, and Drive) is hosted on Google Cloud Platform (GCP) servers. The primary data storage regions for Australian customers are Australia (Sydney and Melbourne data centres). However, Google may store or process data in other global data centres, including the United States, Singapore, and the European Union, for redundancy, backup, and operational continuity.

All data transfers are conducted in accordance with Google’s global privacy and security framework, which complies with the Australian Privacy Principles (APPs) and international data protection standards such as the EU General Data Protection Regulation (GDPR).

(d) Privacy Policy: https://policies.google.com/privacy

6.3 Cloud Storage Services

(a) Purpose: Secure storage of documents, CVs, contracts, and records.

(b) Provider: Microsoft OneDrive, Google Drive

(c) Location: Data stored through Microsoft OneDrive and Google Drive is hosted on secure cloud infrastructure operated by Microsoft Azure and Google Cloud Platform (GCP), respectively.

Microsoft OneDrive: Data for Australian users is primarily stored in Australia (Sydney and Melbourne data centres), though Microsoft may replicate or back up data in other regions — including the United States, Singapore, or the European Union — for redundancy, disaster recovery, or network optimisation.

Google Drive: Data is primarily stored in Australia (Sydney and Melbourne), but may also be processed in other Google data centres globally, such as the United States, Singapore, or the European Union, to maintain reliability and performance.

Both providers maintain strict security, encryption, and compliance frameworks in line with the Australian Privacy Principles (APPs) and international data protection standards, including the EU GDPR.

(d) Privacy Policy: https://www.microsoft.com/en-ca/privacy/privacystatement , https://policies.google.com/privacy

6.4 Website Hosting and Analytics

(a) Purpose: Website operation, visitor analytics, and contact form management.

(b) Provider: Amazon Web Services

6.5 Cross-Border disclosure

(a) Where data is stored in the cloud or overseas, APP 8 applies.

(b) We remain accountable for ensuring your privacy is safeguarded even when data is stored or accessed outside Australia.

(c) We take reasonable steps to choose providers with proper security certifications and privacy compliance. Currently, information may be stored or accessed in the countries specified by the agency, including Australia for primary storage and the United States for cloud backup services. If this changes, this policy will be updated accordingly.

(d) By engaging the Services and consenting to this Privacy Policy, you acknowledge that personal information may be held with these third-party providers as described.

7. Consent and Active Agreement

7.1 How we obtain consent

(a) During the first telephone conversation about a specific opportunity, we explain the practice seeking a candidate, what information we would share, and that the candidate is giving consent to be represented.

(b) We follow up with an email confirming the opportunity discussed, verbal consent to representation, a link to this Privacy Policy, and the practice details and website where appropriate.

(c) Candidates may be asked to complete a Candidate Consent Form documenting express consent to representation, acknowledgment of this Privacy Policy, and agreement to information sharing for placement purposes.

(d) When a candidate provides a CV or professional documents following our conversation, this is treated as implied consent to proceed with representation, provided the purpose has been clearly explained.

(e) Upon engaging our services or requesting candidate information, client practices will be provided with a Practice Consent Form confirming the agreement to receive candidate information, the obligation to handle candidate data confidentially, and acknowledgment of privacy responsibilities under the Privacy Act.

7.2 What you are consenting to

(a) Candidates consent to the collection and use of professional information for recruitment purposes, representation to specified practices for specific opportunities, sharing CVs, qualifications, and relevant information with client practices, contact from practices for interviews or further discussion where appropriate, reference checks where nominated referees are provided, and retention of information for future opportunities unless opted out.

(b) Client practices acknowledge and agree to receive candidate information for legitimate recruitment assessment, treat all candidate data as confidential, handle candidate information in accordance with Privacy Act obligations, not share or repurpose candidate data without consent, and delete or securely store candidate information after recruitment decisions.

7.3 Withdrawing or changing consent

(a) Candidates can withdraw consent for future representations, request removal from the active database, decline specific opportunities without affecting future contact, and restrict what information is shared.

(b) Practices can decline to proceed with receiving candidate information and request that we cease contacting them regarding recruitment services.

(c) Withdrawing consent does not affect prior disclosures made with earlier permission but stops future handling. To withdraw consent, contact us in writing.

(d) We periodically check with candidates and practices to ensure ongoing comfort with how information is managed.

8. Data Security and Storage

Protecting information is a high priority. We take reasonable steps to safeguard information from misuse, interference, loss, unauthorised access, modification, or disclosure as required by APP 11.

8.1 Security measures

(a) All electronic records are stored in secure systems requiring password authentication. Strong passwords and multi-factor authentication are used where available, and access is restricted to authorised personnel on a need-to-know basis.

(b) Data transmitted electronically is protected through secure channels. Cloud storage providers use encryption for data at rest and in transit. Security software and firewalls are maintained and kept current.

(c) Paper documents are kept in locked cabinets. Office access is controlled. Portable devices containing information are password-protected.

(d) All staff are trained in privacy obligations and confidentiality. Staff sign confidentiality agreements, and privacy practices are regularly reviewed and reinforced.

(e) We maintain logs of system access where possible, investigate suspicious activity promptly, and keep systems updated with the latest security patches.

8.2 Data Breach Response

In the event of a serious data breach, we act quickly to contain and assess the breach, notify affected individuals as required under the Notifiable Data Breaches scheme, report to the OAIC where required, and take steps to prevent recurrence.

9. Data Retention and Destruction

9.1 Retention periods

(a) Candidate Information: Retained for the duration of active recruitment engagement, plus a reasonable period thereafter to facilitate future opportunities. Active candidates are retained while consenting to representation. Inactive candidates are retained for a period specified by the agency, for example twelve to twenty four months after last contact, after which renewed consent will be sought or records will be archived or deleted.

(b) Practice Information: Retained for the duration of the business relationship and as required for business continuity and legal compliance, typically for a period specified by the agency, for example seven years for financial and contract records.

9.2 Secure destruction

When information is no longer needed and not required by law to be kept, electronic records are securely deleted using appropriate deletion methods and paper documents are shredded or destroyed. We ensure information cannot be reconstructed or accessed.

9.3 Retention of consent records

We retain records of consents, withdrawals, and opt-outs as evidence of choices and compliance obligations.

10. Access to Information and Corrections

10.1 Right to access

You have the right to access the personal information we hold about you. To request access, contact the Privacy Officer using the details at the beginning of this policy, specify the information you wish to access, and provide proof of identity. We respond within thirty days and provide information in your requested format where feasible. There is generally no fee for access requests, though a reasonable fee may be charged for large or complex requests with prior notice.

10.2 Exceptions to access

Access may be refused where providing access would pose a serious threat to health or safety, would unreasonably impact another person’s privacy, relates to anticipated legal proceedings, or is legally prohibited from disclosure. If access is refused, we provide a written explanation and inform you of further steps available.

10.3 Correcting information

You have the right to request correction of inaccurate, incomplete, or out-of-date information. If you believe information we hold is incorrect, contact us with details of the correction needed. We may request supporting evidence. Corrections are made promptly and notified to you. If we disagree that information is incorrect, we add a note to the record stating your view. There is no charge for requesting corrections.

11. Complaints and Feedback

11.1 How to complain

If you have a complaint about how we have handled your personal information, contact our Privacy Officer by email at [email protected], by mail at Darling Park, Tower 1, Level 1/201 Sussex Street, Sydney NSW 2000, or by phone at +61 433 565 884. It is helpful if complaints are submitted in writing with details including what occurred, when it occurred, and the outcome you seek.

11.2 Our complaints process

We acknowledge your complaint within a few days, investigate the matter thoroughly, and respond in writing within thirty days explaining our findings and any remedial action taken. If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Australian Information Commissioner at www.oaic.gov.au, by phone at 1300 363 992, or by mail at GPO Box 5218, Sydney NSW 2001.

12. Opt-Out Rights and Your Choices

12.1 Marketing communications

We may occasionally send newsletters, industry updates, or information about opportunities and will only send such communications with your consent. You can opt out at any time by using the unsubscribe facility in any email or by contacting us to request removal from mailing lists. Opting out of marketing does not affect recruitment services.

12.2 Future opportunities

Candidates can choose whether to remain in our database for future opportunities or request removal after a specific placement process concludes. Practices can opt out of future contact regarding recruitment services.

12.3 Anonymous or pseudonymous dealings

Where practical, you may deal with us anonymously or by pseudonym for initial inquiries. For active recruitment engagement, accurate identification is required for professional and legal reasons.

13. Your Legal Rights

Under Australian privacy law, you have the right to access personal information we hold about you, request correction of inaccurate or incomplete information, request erasure of your information subject to legal retention requirements, object to certain processing or disclosure of your information, withdraw consent to processing, and lodge a complaint with the OAIC. To exercise any of these rights, contact our Privacy Officer.

14. Changes to This Privacy Policy

We review this Privacy Policy regularly and may update it from time to time. Changes will be posted on our Website with a revised date. Current version: 10/11/2025. Please check this policy periodically for updates. It is important that information we hold about you is accurate and current. Please inform us of any changes to your contact details or circumstances.

15. Third-Party Links

Our Website may contain links to third-party websites. We do not control these websites and are not responsible for their privacy practices. When you leave our Website, we encourage you to read the privacy policy of every website you visit.

16. General Disclaimer

Any general information published by Arch Talent on its Website or in communications is provided for informational purposes only and does not constitute professional recruitment advice or employment recommendations. You should make your own inquiries and seek independent advice before making career or recruitment decisions.