ProbityPeople is the trading name of Personnel Action Pty Limited (ABN 51 050 096 485). We are an Australian pre-employment background screening provider and an Accredited Body of the Australian Criminal Intelligence Commission (ACIC) for the National Police Checking Service.
We are strongly committed to protecting your privacy as a customer, supplier, applicant, or visitor to our website and secure online portal. We collect, hold, use, disclose, store, destroy and de-identify personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act), the Australian Privacy Principles (APPs), and all other applicable privacy legislation, including the amendments introduced by the Privacy and Other Legislation Amendment Act 2024 (Cth).
For Nationally Coordinated Criminal History Checks, we also comply with the requirements of our Accredited Body agreement with the ACIC, including the Protection of Personal Information and Police Information Safeguards, and we use police information only for the authorised purpose for which the applicant's consent was given.
This policy explains how we handle personal information collected from customers, suppliers, applicants, website and portal users, and members of the public who correspond with us through any channel.
ProbityPeople processes pre- and post-employment background screening checks for individuals directly, or for individuals seeking engagement with other organisations. This involves the secure exchange of personal information as described in this policy.
Every business user or individual applicant is required to log in to a secure online portal to request orders or complete details for background screening checks. In the course of a check being ordered or processed, the following will typically occur:
Depending on the nature of your interaction with us, we may collect the following kinds of personal information: contact details, date of birth, copies of identity documents, current and previous addresses, career and education history, qualifications, memberships, references, publicly available financial record information (such as bankruptcy, court judgment and credit default information obtained through public record enquiries), criminal history, biometric information collected for identity verification (where you consent to a biometric check), information regarding services ordered through ProbityPeople, payment card details (processed securely and not stored by us), billing address, geographic location, IP address, survey responses, support queries and social media handles (together, "Personal Data").
Some of the information we collect is sensitive information under the Privacy Act (for example, criminal history and biometric information). We only collect sensitive information with your consent, or where otherwise permitted or required by law.
We collect only the Personal Data that is necessary for the service being provided. We collect it lawfully and fairly, and generally directly from you — when you create an account, order checks, complete checks, enter into an agreement with us, or communicate with us. Depending on the check being performed, and with your consent, personal information may also be collected from other sources, including:
Our services are not generally directed to persons under 18 and we do not knowingly collect Personal Data from anyone under 18. Where we are required to collect personal information of a person under 18, we will seek parent or guardian consent before doing so. If you are a parent or guardian and believe a child has provided us with Personal Data without your consent, please contact us.
We will only collect, use and exchange your information where we have a valid and lawful reason, including to:
Marketing communications are only sent to you if you have requested or subscribed to them. You can opt out at any time by unsubscribing or emailing support@probitypeople.com.au, and your request will be actioned promptly. We also use information in aggregated and anonymised forms to administer our website, produce reports and analytics, and improve our services.
In line with the transparency requirements of Australian Privacy Principle 1.7 (introduced by the Privacy and Other Legislation Amendment Act 2024 (Cth) and commencing 10 December 2026), this section describes our use of computer programs in decisions that could reasonably be expected to significantly affect your rights or interests.
ProbityPeople uses automated tools, some of which incorporate artificial intelligence or machine learning, to assist in performing certain elements of our services, including:
The kinds of personal information used in these automated processes include your name, date of birth, address history, identity document details, and (for biometric verification only, and only with your consent) facial images.
Automated tools are used to support decisions about whether your identity has been verified and whether your application is complete and ready for processing. These are decisions that may significantly affect your ability to obtain a background check and, in turn, employment or engagement outcomes.
Automated tools operate as decision-support mechanisms only. No final determination about an applicant is made by an automated system without human review by our trained processing staff. You may request human review of any outcome produced with the assistance of an automated system by contacting us using the details in Section 17.
Nationally Coordinated Criminal History Checks (NCCHCs) are subject to specific requirements under our Accredited Body agreement with the ACIC:
Your Personal Data is only disclosed to third parties where it is required by law, necessary for the services you have requested, for payment processing, or to protect our legal rights. We only share Personal Data with service providers who have agreed to comply with privacy standards consistent with this policy and applicable law, and our contracts prohibit them from using your Personal Data for any other purpose.
Depending on the service requested, we may share your personal information with the following categories of third parties:
ProbityPeople's financial and credit-related checks are limited to public record enquiries — such as bankruptcy, court judgments and credit default information available on the public record. We do not access, obtain or hold consumer credit reports, credit scores or repayment history information from credit reporting bodies, and we are not entitled to any information beyond the public record enquiry.
We conduct security and privacy due diligence on our third-party suppliers as part of our vendor management program, and we only work with organisations that maintain robust processes for handling personal information. Where suppliers are integrated into our platform, they act on our instructions, are bound by privacy and security obligations, and receive only the data needed to perform the individual check requested.
Where customer organisations or suppliers receive, access or process NCCHC information, we take steps to ensure they comply with the applicable ACIC restrictions: access is limited to authorised people with a genuine need to know, and the information may only be used for the purpose authorised by the applicant's consent and the National Police Checking Service rules. We may also retain, and disclose to the ACIC, records relating to checks for compliance, audit, security and investigation purposes under our Accredited Body agreement.
ProbityPeople's operational data and customers' personal data is held securely in Australian data centres.
Personal information and police information connected with a Nationally Coordinated Criminal History Check is not transferred outside Australia, or made accessible from outside Australia, unless all conditions of our ACIC Accredited Body agreement are satisfied — including your consent and any required ACIC approval.
For services other than NCCHCs, we will not transfer personal information outside Australia unless:
Where a check requires an international source, we will only disclose your personal information to overseas suppliers with your consent, and only to organisations with robust processes for handling personal information.
ProbityPeople maintains an information security management system aligned to ISO/IEC 27001, and information security and privacy are at the forefront of everything we do. Our safeguards include:
ProbityPeople complies with the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act. In the event of a data breach affecting your personal information:
We retain personal information only for as long as it is needed to provide services to you, to comply with our legal, regulatory and supplier obligations, to resolve disputes and to enforce our agreements. Retention periods vary by check type.
In accordance with our ACIC Accredited Body agreement, we securely retain the application, identity documents, check result and record of informed consent for at least 12 months after receipt of a Nationally Coordinated Criminal History Check. Within 3 months after the end of that retention period, all hard copies and electronic copies of those records (including backups) are securely destroyed, unless a longer period is required by law or approved in writing by the ACIC.
Account information for active customers is retained for the duration of the customer relationship and for any period afterwards that the law requires. Retention periods for other check types follow the applicable supplier and legal requirements. When personal information is no longer required or permitted to be kept, we securely destroy or de-identify it.
Every individual applicant and business user has access to their own secure online portal, where you can access, manage and update personal details such as your name, address and contact details. Information already submitted as part of a background screening check may or may not be able to be amended, depending on the nature of the check; where re-processing is required, a small administration fee may apply, which will be communicated to you before any update is made.
If you think information we hold about you is incorrect, contact us and we will investigate and, if necessary, correct it. If information received from another source is incomplete, incorrect or misleading, we may need to refer you to that source for review. In limited cases (for example, commercially sensitive information or information about a third party), we may need to restrict access, and we will explain our reasons if so.
Subject to applicable law, you may at any time, through your secure portal or by written request to support@probitypeople.com.au:
We will endeavour to complete such requests within 30 days.
Where we process personal data of individuals located in the European Union or the United Kingdom, we comply with the applicable requirements of the General Data Protection Regulation (EU) 2016/679 and the UK GDPR, including establishing a valid legal basis for processing, ensuring appropriate safeguards for international data transfers, respecting data subject rights under Articles 15–22, implementing adequate technical and organisational security measures, and cooperating with data protection authorities where required. EU and UK residents may exercise the rights described in Section 13 through their secure portal or by written request.
A cookie is a small file placed in your web browser that collects information about your browsing behaviour, IP address and how you arrived at our website. Cookies allow the website to tailor its configuration to your needs and preferences; they do not access information stored on your computer or Personal Data such as your name or contact details. Most browsers accept cookies automatically, but you can choose to reject them in your browser settings (which may limit some website functionality). Our website uses cookies to analyse traffic, provide social media functionality and improve the visitor experience. Cookies and pixels may also be used to serve relevant advertising through third-party services; these ads may appear on this website or other websites you visit.
Our website and portal may contain links to other websites, including through APIs and integrations with customer HR systems. These are owned and operated by third parties and are not subject to this policy. We are not responsible for the privacy practices of those websites and encourage you to read the privacy statement of each site that collects personal information. This policy applies solely to information collected by ProbityPeople.
If you have any questions or concerns about this policy or the use of your Personal Data, please write to us at:
Email: support@probitypeople.com.au
We will handle your feedback fairly and professionally, keep a record of it, keep you updated, and make all possible efforts to advise you of an outcome within 30 days (or update you with a reason if we cannot).
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at https://www.oaic.gov.au/about-us/contact-us/.
ProbityPeople conducts its operations and supplier relationships consistently with the Modern Slavery Act 2018 (Cth), and expects the same of its suppliers and partners.
We review this policy at least annually and whenever there is a material change to our services, suppliers or legal obligations. We may modify this policy at any time, and modifications are effective when posted on our website. The current version will always be available at our website and portal, and material changes will be highlighted to account holders.
Personnel Action Pty Limited T/A ProbityPeople, ABN 51 050 096 485 — © 2026 All rights reserved.