Talent Acquisition Policy – Global

Overview

AS White Global (ASW) aims to recruit and select the best possible candidates in a timely and effective manner. This policy outlines the company commitment to recruiting talented individuals in the countries that we operate in globally.

This policy is in line with our Company Mission and Vision Statements:

To build, integrate, and operate highly capable international teams to help our clients meet their business goals. Creating the world’s most talented international family.

Equal Employment Opportunities (EEO)

At ASW we are committed to a fair and consistent approach to talent acquisition and selection. Our Company promotes not only equal opportunity during all aspects of recruitment and selection, but also diversity and inclusion. We believe in appointing and promoting the person best qualified for a role without discrimination in selection processes. This means we are open, transparent, and make decisions based on merit.

We are committed to ensuring that when we collect and use information about our candidates and clients, we do so in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth), and other relevant local laws in Thailand, Vietnam, the Philippines and Malaysia.

This policy sets out principles and procedures to ensure recruitment and selection practices are consistent, merit-based, fair and equitable across ASW and meet all locally relevant legislative requirements.

Scope

This policy applies to full-time permanent and temporary/contract or part-time job vacancies at ASW.

Generally (unless a hire is to be made for an internal ASW team), recruitment vacancies are driven by client demand and are at client request. Most of the decisions to recruit are therefore made by our clients in the context of their current and future work requirements; budgets and re-forecasts; market conditions; relevant workforce planning strategies; and recruitment plans.

ASW collects data in relation to the recruitment process. Records are kept for all stages of the recruitment and selection process from advertising through to notification to all applicants, through the use of our ASW Applicant Tracking System (ATS) and other internal filing processes. Collection and storage of Personal Information is outlined in this policy.

All recruitment at ASW is managed via the global ASW Talent Acquisition team and adheres to this policy.

I. Recruitment Process

Once the Talent Acquisition team has received the required approvals to recruit, they will manage the recruitment process, working with the hiring manager, to ensure an accurate position description is in place and conduct a brief on the role and requirements.

The relevant Talent Acquisition Consultant(s) is responsible for:

  • Determining an appropriate external recruitment strategy, which may include local job board advertising, LinkedIn advertising, headhunting, contacting talent pools, asking for referrals, social media posting or other such relevant strategy.
  • CV screening and conducting initial interviews with candidates.
  • Developing shortlists of suitable candidates and sending these to the Hiring Manager.
  • Conducting skills or other psychometric testing through a 3rd party supplier when requested (normally at client cost).
  • Organizing interviews with candidates and hiring managers.
  • Attending interviews with Hiring Managers if requested (and workload allows).
  • Providing advice, coaching and feedback to candidates and Hiring Managers.
  • Ensuring the ATS (Recruitment system) and other internal filing is up to date at all times.
  • Candidates are updated in a timely manner.
  • Conducting pre-employment reference checking.
  • Assisting with organizing additional background checks (police, criminal, health etc.)
  • Handing job offers and negotiations with candidates and Hiring Managers.
  • Acting with integrity at all times in regard to candidate and client confidentiality and privacy.


The Human Resources team is responsible for:

  • Managing background checking processes in line with the local requirements, and any third-party background checking requirements requested by the client. Depending on the office location this could include police checks, National Bureau of Investigation (NBI) clearance checks; medical checks, or other third-party background checks required by the client.
  • Any additional background checking records (outside of reference checks) that are part of the recruitment and selection process are collected and stored in line with local legislation by the Human Resources team.


The Hiring Manager is responsible for:

  • Conducting interviews with their shortlisted candidates.
  • Providing timely and useful feedback to the Talent Acquisition Consultant(s) after interviews have been conducted.
  • Ensuring selection decisions are based on merit, which is determined by assessing candidate’s skills, knowledge and behaviors against key selection criteria included in the position description.
  • Making the final hiring decision.
  • Formally approving any offers of employment and assisting with any negotiations that arise.


Candidate responsibilities:

  • To provide consent (or otherwise) to the collection and appropriate usage of their personal data.
  • To provide a true and accurate description of their career history and relevant personal data.
  • To disclose any potential conflicts of interest, such as secondary employment, or barriers to fulfilling the key requirements of the role.
  • Not using AI tools during interviews or assessments (unless permitted).

II. Use and Disclosure of Personal Data

ASW holds, uses and discloses personal information for the purpose disclosed at the time of collection, or otherwise as set out in this Policy. We will not use or disclose personal information for any other purpose without first seeking consent, unless authorised or required by law.

Generally, we will only use and disclose personal information for the following purposes:

(a) to provide and maintain our business relationship, as a user of our website, a client or candidate;

(b) to enable CV submission, to apply for specific jobs, or to subscribe to our services;

(c) to match details with job vacancies, and, where candidates provide prior consent, to send candidate personal information to clients;

(d) to conduct candidate reference checks (at client request)

(e) to answer inquiries;

(f) to trusted third parties where we have retained them to provide services, such as background checks, psychometric evaluations or skills tests, and those who also provide services to us, such as professional advisers, or IT consultants. These third parties must comply with similar undertakings of privacy and confidentiality as ASW;

(g) we may also release personal information to regulatory or law enforcement authorities, if they require us to do so; and

(h) we may also seek your consent to collect, hold, use and disclose your personal information for any other purpose not listed above.

ASW’s aim is to keep your Personal Information for no longer than is necessary for regulatory or business reasons. The amount of time that records are kept for varies depending upon the type of Personal Information they contain and local legislation.

III. Candidate Data Collection and Usage

We use your Personal Information for the legitimate interests of our business to enable us to:

  • assess your suitability for employment with ASW;
  • contact you about new job opportunities at ASW;
  • if your application is successful, commence your employment at ASW;
  • update our databases and improve our services to you;
  • assess, monitor, and report on our internal practices and policies with respect to diversity;
  • comply with any laws that apply to us.


We have a legitimate interest in processing your information as:

  • we will both benefit;
  • we are required to ensure health and safety at our premises and of the people that work for us, and we have a legitimate interest in ensuring any processes are effective;
  • we would be unable to provide a service to you without processing your information.

We consider that it is reasonable for us to process your Personal Information for the purposes of our legitimate interests as outlined above, as we process your Personal Information only so far as is necessary to achieve the purposes outlined in this policy, and the processing of your Personal Information does not unreasonably intrude on your privacy.


The Personal Information we collect may include:

  • General information, such as your name, email address, home or mailing address, telephone numbers, jobs that you are interested in, and opinions and feedback on interviews and our service.
  • Character and work references.
  • Specific information, such as your qualifications and employment history, your eligibility to work in a relevant country, and your health (see below).
  • Sensitive Information revealing biometric data, litigation or convictions, or details about your health, will only be collected and processed by AS White Global if such processing is necessary to comply with background checking processes in line with relevant local laws and regulations, or where you provide this information voluntarily or otherwise consent for us to do so.

Candidate consent to providing personal data may be garnered at certain stages of the process in line with local legislation. However, if you choose not to provide certain Personal Information, we may not be able to progress your application for a position at ASW.


How we collect Candidate Personal Information

You may share Personal Information about yourself and your circumstances by:

  • applying to jobs via the ASW Careers Centre website (https://aswhiteglobal.com/careers/vacancies/) or other online portals;
  • filling in forms and sending them to us; or
  • giving us information about yourself in any communications with us either by telephone, MS Teams, e-mail, post, or otherwise.


We may collect Personal Information about you:

  • when you call or email us;
  • apply to a job online;
  • when you complete a job application form;
  • when you apply for a position in person; or
  • when a referral is made by a professional contact.


We may receive Personal Information about you from other third parties, such as:

  • where we request references;
  • identity verification databases;
  • background check providers;
  • health service providers;
  • assessment providers (e.g. psychometric testing).


Candidate Rights regarding your Personal Information

You have a number of rights concerning the Personal Information we hold about you.
You have the right to:

  • request access to your personal information;
  • ask us to rectify any inaccurate personal information;
  • ask us to erase your personal information;
  • ask us to restrict or block the processing of your personal information;
  • port your personal information;
  • object to our processing of your personal information;
  • withdraw your consent.

Contact

You can contact our Director of Talent if you would like further information on this policy, have comments about this Policy or any question or complaint on any recruitment issue:

Contact details: s.lourie@aswhiteglobal.com