Privacy Policy

Introduction

At Momentum Search and Selection, we are committed to protecting the privacy and personal information of our clients, candidates, employees, and other individuals who engage with our services.



This Privacy Policy outlines how we collect, use, disclose, store, and protect personal information in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth).

Information We Collect

We may collect and process personal information, including but not limited to contact details, employment history, education, references, identification documents, financial information, and other relevant data.

We may also collect sensitive information (e.g. health, criminal history) where necessary and with explicit consent.

Information is collected directly or from referees, employers, and public sources where appropriate.

With your consent, we may record and transcribe calls and meetings, such as interviews and reference checks, so that our notes are accurate.

Background Checks

Where a client requires it for a specific role, and only with your consent, we may arrange the following checks: reference checks, qualification verification, employment history verification, right-to-work checks, national police checks]. We will tell you which checks are required, who will conduct them, and who will receive the results before any check is started.

Use of Personal Information

We use personal information for recruitment, communication, verification, compliance, internal operations, service improvement, and marketing (with consent).

By providing your information, you consent to its use in accordance with this policy.

Use of Artificial Intelligence

We use AI tools to support our recruitment processes and internal operations. Typical uses include:

• summarising and structuring CVs, interview notes and reference-check records.
• transcribing and summarising calls and meetings.
• drafting communications and documents.
• researching and mapping markets, organisations and roles; and
• maintaining the records in our client and candidate database.

All AI use is subject to human oversight. No decisions significantly affecting individuals are made solely by automated systems. A member of our team reviews and approves AI-assisted output before it is acted on.

We do not use automated tools to access, collect information from, or send messages through LinkedIn or similar professional networking platforms. Where we contact you through those platforms, a member of our team does so personally.

Automated and Computer-Assisted Decisions

Some of our systems use computer programs to help our team prioritise and organise work. These programs make recommendations only; a member of our team reviews and approves every resulting action.

The kinds of activities assisted by computer programs are:

• prioritising organisations and contacts for business development outreach.
• identifying potential duplicate records in our database and proposing that they be merged.
• scheduling and sequencing follow-up communications; and

The kinds of personal information used by these programs are contact details, current and previous employers and roles, professional profile information, skills and experience, and records of our interactions with you.

We do not use computer programs to decide whether a candidate is shortlisted, presented to a client, or offered a role. Those decisions are always made by people.

Responsible AI Use

We maintain an internal AI standard that sets out which AI tools are approved, what kinds of information may be entered into each, and who approves any new tool. Under that standard:

• personal information is not entered into public, consumer-grade or unsecured AI platforms.
• each team member uses their own individual account, and logins are never shared.
• AI tools are configured so that information we enter is not used to train the provider’s models, wherever the provider offers that setting; and
• data is minimised, anonymised and encrypted where possible, and only used where necessary.

We implement governance, monitoring, and training to ensure ethical AI use. Third-party AI providers are assessed before adoption and contractual safeguards applied.

Disclosure of Personal Information

Overseas Disclosure

Some members of our team and some of our service providers are located outside Australia. Personal information may be accessed, stored or processed in the following countries:

• the Philippines and South Africa, where members of our team/partners are based; and
• United States, United Kingdom, where our technology providers (including cloud-based database, AI, transcription and sourcing tools) store or process data.

We keep an internal register of providers that process personal information overseas. Before disclosing personal information overseas, we take reasonable steps to ensure the recipient handles it in a manner consistent with the APPs.

If you have any questions, concerns, or requests regarding our Privacy Policy or the handling of your personal information, please contact Alan Herrity.