GBST Recruitment Privacy Notice
Last Updated September 2026
GBST respects your privacy and is committed to protecting your personal information. This Recruitment Privacy Notice explains how GBST collects, uses, stores, shares and protects personal information about individuals who apply for, or are considered for, roles with GBST. This Recruitment Privacy Notice applies to recruitment activities undertaken by GBST in Australia, the United Kingdom and Vietnam and applies to:
job applicants;
candidates considered for employment or engagement (including contractors and consultants);
graduates, interns and work experience applicants;
individuals referred to GBST by recruitment agencies, employees or professional contacts;
individuals attending recruitment events, interviews or assessments; and
referees and other individuals whose personal information is provided to us during the recruitment process.
If your application is successful and you become employed or engaged by GBST, your personal information will subsequently be processed in accordance with GBST's Staff Privacy Notice, which will be provided during onboarding. This Recruitment Privacy Notice does not form part of any contract of employment or engagement. We may update it from time to time.
1. Information about Us
In this Recruitment Privacy Notice, GBST, we, us and our means the relevant GBST entity and, where applicable, other GBST group companies involved in the recruitment process. This may include GBST Holdings Ltd (Australia); GBST Wealth Management Limited (United Kingdom); and GBST Vietnam Limited Liability Company (Vietnam).
The GBST entity responsible for your personal information will generally be the entity to which you apply for employment or engagement. Other GBST group companies may access and process your personal information where required for recruitment administration, human resources, management approvals, legal support, technology services or other internal business purposes.
Our Privacy Officer is responsible for overseeing privacy matters and can be contacted using the details in section 13.
2. What personal information do we collect
Personal and Contact Information: Name and Title, Address and country of residence, Contact details (email, phone), Date of birth, Nationality and citizenship
Identity and Eligibility Information: Passport details, Visa information, Right to work documentation, Identification documents
Security and Premises Information: Registration and attendance records, Access control records, CCTV footage, Information relating to health, safety and security management
Application Information: CVs, resumes and cover letters, Educational qualifications, Professional certifications/ memberships, Employment history, Skills, experience and career information, Salary or remuneration expectations, Interview notes and recruitment panel feedback ,Assessment outcomes and technical, aptitude or psychometric testing results (where used), Other information you choose to provide
Background Screening Information (where relevant and permitted by law): Verification of Identity, employment and qualifications, Reference check, Criminal record check, Credit or financial checks, Professional membership verification, Regulatory or professional disciplinary history, Sanctions and politically exposed screening, Companies House, ASIC or equivalent register searches, Other information required to assess suitability for the role
Sensitive Information: Where reasonably necessary for recruitment and to facilitate reasonable adjustments, voluntarily provided, where you have consented or where required or permitted by law, including: disability or accessibility requirements; relevant health information; criminal records information; diversity/inclusion information (not providing this information will not adversely affect your application); other sensitive information permitted by law.
3. How do we collect personal information
We may collect personal information:
directly from you;
through your application, CV, cover letter or candidate profile;
during interviews, assessments and recruitment discussions;
from recruitment agencies and recruiters;
from referees nominated by you;
from current or former employers where appropriate;
from background screening providers;
from qualification verification providers;
from educational institutions;
from professional bodies;
from publicly available professional sources and registers;
from government agencies where relevant;
from immigration service providers; and
from professional advisers assisting with the recruitment process.
If you provide personal information about another individual, such as a referee, former manager or professional contact, you should ensure that:
If you do not provide the personal information we request, in some circumstances we may not be able to process your application, assess your suitability for the role or comply with legal requirements.
4. How we use your personal information
We use personal information for purposes including:
receiving and managing applications;
assessing your suitability for employment or engagement;
conducting interviews and assessments;
communicating with you about recruitment opportunities;
determining proposed employment terms;
verifying information provided by you;
undertaking reference checks;
conducting background screening and vetting;
assessing legal, regulatory, security and client requirements relevant to a role;
preparing offers of employment or engagement;
onboarding successful candidates;
workforce planning and recruitment reporting;
improving recruitment processes and candidate experience;
managing recruitment-related queries and complaints;
maintaining recruitment records;
complying with legal and regulatory obligations;
preventing fraud and unlawful conduct;
protecting GBST's legal rights and interests;
managing health, safety and security requirements; and
supporting corporate transactions, restructures, acquisitions or sales.
We may also consider your suitability for future roles within the GBST group.
Where permitted by law, GBST may retain your personal information and contact you regarding future employment opportunities that may match your skills, qualifications and experience. You may request that we stop contacting you about future opportunities at any time.
5. Background Checks and Screening
Where permitted by law and relevant to the role, GBST may conduct background checks and screening activities before confirming an offer of employment or engagement. These checks may be conducted by GBST or by authorised third-party screening providers engaged by GBST and may include:
identity verification;
right to work verification;
employment history verification;
qualification verification;
professional accreditation checks;
reference checks;
criminal record checks;
credit or financial checks where lawful and relevant;
regulatory checks;
sanctions screening;
politically exposed person screening; and
other checks reasonably required for legal, regulatory, client, security or risk management purposes.
The type and scope of screening conducted will depend on the role, jurisdiction, seniority, regulatory environment and applicable legal requirements. Third-party screening providers may obtain information from:
you directly;
referees;
former employers;
educational institutions;
professional bodies;
government authorities;
publicly available sources; and
other lawful sources relevant to the screening process.
If background screening identifies information relevant to the role, GBST may consider that information when assessing your suitability for employment or engagement, subject to applicable laws and regulatory requirements. If your application progresses, GBST may request additional documents or information reasonably required to complete screening, verification, regulatory or compliance checks relevant to the role.
6. Legal Basis for Processing
United Kingdom
For UK candidates, we process personal information where:
it is necessary to take steps prior to entering into a contract with you;
it is necessary to comply with legal or regulatory obligations;
it is necessary for our legitimate interests, including recruitment, workforce planning, business administration, fraud prevention, security and legal compliance;
it is necessary to establish, exercise or defend legal claims;
it is necessary to protect vital interests; or
you have provided consent where consent is required.
Where special category data is processed, we will only do so where an additional lawful basis applies under UK data protection laws. This lawful basis may, depending on the circumstances, be:
· your explicit consent;
· legal obligations, including exercising our rights under employment law or substantial public interest grounds (where applicable); or
· the establishment, exercise, or defence of legal claims.
We will only process criminal record information where the local applicable law allows us to do so. This will usually be where such processing is relevant to a particular role and necessary to carry out our obligations.
Australia
For Australian candidates, we collect, use and disclose personal information where reasonably necessary for our recruitment functions and activities, where required or authorised by law, where you provide consent, or as otherwise permitted under Australian privacy laws.
Vietnam
For Vietnamese candidates, we collect and process your personal information only for the specific purpose(s) for which you have provided consent before submitting your application. Where you have provided your consent, GBST may retain your personal information for the applicable retention period and contact you regarding future employment opportunities that may match your skills, qualifications, and experience. You may withdraw your consent at any time.
7. Who do we share personal information with
We may share your personal information with:
other GBST group companies;
recruitment agencies and recruiters;
managers and employees involved in recruitment decisions;
referees and former employers;
background screening, identity verification and reference checking providers;
professional bodies and qualification verification organisations;
immigration and visa service providers;
technology service providers;
cloud hosting providers;
document management providers;
professional advisers, including lawyers, auditors and accountants;
insurers;
regulators and government authorities;
law enforcement agencies;
courts and tribunals;
clients where security, regulatory or role approval requirements apply; and
prospective purchasers or other parties involved in a corporate transaction.
We do not sell personal information.
8. International Transfers
GBST operates internationally and candidate information may be accessed by authorised personnel located in Australia and the United Kingdom. Personal information may also be processed by carefully selected third-party service providers located in other jurisdictions. Where personal information is transferred internationally, GBST will take reasonable steps to ensure that it is protected in accordance with applicable privacy and data protection laws.
Where required by applicable law, we implement appropriate safeguards for international transfers of personal information. These may include intra-group agreements, contractual safeguards, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, standard contractual clauses or other lawful transfer mechanisms.
For more information about the safeguards we use for international transfers of your personal information, please contactprivacyofficer@gbst.com.
9. Security
GBST maintains technical, organisational and administrative safeguards designed to protect personal information against loss, misuse, unauthorised access, disclosure, alteration and destruction. These safeguards include:
access controls;
secure systems and infrastructure;
encryption and security technologies where appropriate;
staff training;
internal policies and procedures; and
management of third-party service providers.
10. Retention
We retain candidate personal information only for as long as reasonably necessary for recruitment, legal, regulatory, operational and business purposes. If your application is successful, relevant recruitment information may become part of your employment record and will be handled in accordance with the Staff Privacy Notice. If your application is unsuccessful, we may retain your information in accordance with our Data Retention Policy and applicable legal, regulatory and business requirements. Where appropriate and subject to applicable legal requirements, information may be securely deleted anonymised when no longer required.
11. Automated Decision Making
We do not currently use personal information to make automated decisions that are regulated under applicable data protection laws, including decisions based solely on automated processing that produce legal or similarly significant effects on individuals, or decisions that are reasonably likely to significantly affect an individual’s rights or interests. If this changes, we will update this Privacy Policy and provide additional information where required by applicable law.
12. Your Privacy Rights
Depending on your location and applicable law, you may have rights to:
access a copy of personal information we hold about you and certain details of how we use it;
request correction of inaccurate information;
request deletion of personal information in certain circumstances;
object to certain processing activities;
request restriction of processing in certain circumstances;
request portability of certain information;
withdraw consent where processing is based on consent;
request information regarding international transfers; and
make a privacy complaint to us or to a privacy or data protection regulator.
These rights are subject to applicable legal limitations and exceptions.
If Australian privacy laws apply, you may request access to personal information we hold about you or ask us to correct personal information that is inaccurate, out of date, incomplete, irrelevant or misleading. We generally aim to respond to access and correction requests within 30 days. If we refuse to provide access or make a correction, we will provide written reasons where required by law.
If UK data protection laws apply, you may also have specific rights under the UK GDPR, including rights of access, rectification, erasure, restriction, portability, objection, withdrawal of consent, rights relating to automated decision-making, and the right to complain to the Information Commissioner’s Office. We aim to respond to UK rights requests within one month, although we may extend this period where permitted by law, for example if a request is complex.
If Vietnamese personal data protection laws apply, you may have rights in relation to your personal information, including rights to be informed, to access, receive a copy of your personal information, correct, delete, restrict or object to processing, withdraw consent, and make a complaint in accordance with applicable law. You may exercise your rights by contacting our Privacy Officer and completing our Vietnam Data Subject Request Form, which is available on request. We will respond to and handle your request within the timeframes required by Vietnamese law, as set out in that form.
To exercise any of these rights, please contact our Privacy Officer. We may request proof of identity before responding to a request.
13. Contacting us
If you have questions, concerns or complaints regarding this Recruitment Privacy Notice or our handling of your personal information, please contact:
Privacy Officer
Email: privacyofficer@gbst.com
Australia
GBST Holdings Ltd
Level 5, 55 Market Street
Sydney NSW 2000
Australia
United Kingdom
GBST Holdings UK Ltd
1 Old Street Yard
London EC1Y 8AF
England
Vietnam
GBST Vietnam Limited Liability Company
Unit 6.8 and 6.9, Level 6, e.town 1 Building, 364 Cong Hoa Str., Tan Binh Ward,
Ho Chi Minh City
Vietnam
If you are not satisfied with our response, you may lodge a complaint with the relevant privacy regulator.
If you are in Australia, you may contact the Office of the Australian Information Commissioner:
Office of the Australian Information Commissioner
Website: www.oaic.gov.au
Phone: 1300 363 992 within Australia
Phone: +61 2 9942 4099 outside Australia
Mail: GPO Box 5288, Sydney NSW 2001
If you are in the United Kingdom, you may contact the Information Commissioner’s Office:
Information Commissioner’s Office
Website: ico.org.uk
Phone: 0303 123 1113
14. Updates to this Recruitment Privacy Notice
We may update this Recruitment Privacy Notice from time to time to reflect changes in law, regulation, technology or our recruitment practices. The latest version will be made available through GBST recruitment channels and on request.
