Candidate Privacy Notice
Scope and Overview
Loram has prepared this Candidate Privacy Notice (“Notice”) to be provided to Loram job applicants and other individuals whose personal information we process for recruiting purposes (collectively, “Candidates”). The purpose of this Notice is to notify you about the type of personal information we may collect, use and disclose for these purposes.
Please note that this Notice does not apply to Loram’s handling of data gathered about you in your role as a purchaser or user of Loram products and services.
When we use the terms “Loram”, “we” or “us” in this Notice, we’re referring to the Loram Maintenance of Way, Inc., which is the global data controller, and its related bodies corporate, including Loram PTY LTD (ABN 85 167 226 262), which is the Australian employing entity.
Purpose of the Collection of Your Information
Loram PTY LTD (85 167 226 262) needs to collect personal information about you to evaluate your candidacy. This includes collecting information for the following purposes:
- Evaluating and responding to your employment application, including reviewing and verifying your identification, qualifications and experience, facilitating interviews, checking references and background checks, notifying you of relevant additional vacancies with us that may interest you, and generally assessing your suitability for employment.
- Communicating with you, Loram employees, and third parties regarding your application and recruitment process.
- Complying with legal, regulatory and contractual requirements, including in relation to workplace health and safety, equal opportunity, and immigration requirements.
- Responding to and complying with requests and legal demands from regulators or other authorities, where necessary or otherwise considered appropriate.
- Analyzing and improving the recruitment process, including analyzing cost/budgeting analysis, application trends and recruiting outcomes.
- To support internal reporting and compliance initiatives, including diversity, equity, and inclusion programs and reporting, and broader workforce planning and analysis.
If we are unable to carry out the processing activities that we describe in this Notice, we may not be able to evaluate your candidacy or hire you.
This Notice does not guarantee that you will be hired and, if you are hired, this document does not create a contract of employment.
Types of Information We Collect and Handle
Loram may collect and handle various types of personal information for the above purposes, including the following categories of personal information:
- Identification information. This includes contact information such as your full name, address, telephone number, and email addresses.
- Career information. This includes recruitment or engagement information such as application forms and information included in a CV, cover letter, or otherwise provided through any application or hiring process; qualification testing results; references; information related to your previous or current job titles, work history, work dates, and work locations; information about skills, qualifications, experience; information about publications, speaking engagements, if provided by you; and professional memberships.
- Education information. This includes information related to the academic institutions you attended, degrees, certifications, training courses, publications, and transcript information, if provided by you.
- Other data you provide to us. This includes information gathered about you through interviews with you.
- Sensitive information. This includes information about your health, disability status, racial or ethnic origin, criminal record, membership of a professional association or trade union, or other sensitive information you disclose to us. We will only collect this information if you have given your consent (if you provide this information freely and willingly, you will be taken to consented to the collection of this information, unless you tell us otherwise), the collection is authorized or required by Australian law, or another exception under the Privacy Act 1988 (Cth) applies.
How We Collect Your Information
In most cases, Loram collects personal information directly from you. For example, through your application, the information and documents you provide, and during interviews.
At times, Loram may also receive personal information about you from third-party sources, including:
- External recruiters and other referral sources
- Third-party test providers
- Staffing agencies
- References you provide
- Third-party reference and background check providers
Publicly available sources, such as your professional LinkedIn profile, your professional profile on your current employer’s website, social media profiles, speaker bios on the websites of professional conferences where you have spoken, articles you have published, and press releases or other company announcements
How We Handle Information About You
We may use and disclose your information for a variety of reasons, including:
- The purposes outlined above in this Notice.
- Other purposes that are related to those purposes that you would reasonably expect us to handle your information for.
- Making an offer of employment or to enter into a contract of employment or another contract with you.
- To comply with applicable legal obligations, in particular in the area of labour and employment law, work health and safety law, social security and social protection law, discrimination and equal opportunity law, data protection law, tax law, and corporate compliance laws.
- Where use of your information furthers our legitimate interests or the legitimate interests of others, such as providing security for our services, operate our business and our services, and defend our legal rights.
- Where you have given us your consent to handle your personal information.
For other reasons permitted or authorized by the Privacy Act 1988 (Cth)
With Whom We May Disclose Your Information
Loram may disclose information to the following types of entities or in the following circumstances (where applicable):
Within Loram. People within the Loram group of companies carry out the purposes described in this Notice, including human resources, as well as other personnel within Loram, such as legal and compliance.
With third parties. This may include:
- Service providers: recruiting and other human resource providers, including for background, reference and criminal history checks, if applicable.
- Legal compliance: when required to do so by law, regulation, or court order or in response to a request for assistance by the police or other law enforcement agency.
- Other legal or financial / accounting purposes: to seek legal, financial or accounting advice from our external lawyers and advisors.
- Business transaction purposes: in connection with the sale, purchase, or merger of our business, some or all of our assets, or in the diligence performed in preparation thereto.
Data Transfers
Wherever your information is transferred, stored, or processed, we take reasonable steps to protect it in line with our Information Security policies, procedures, and the Privacy Act 1988 (Cth).
Because Loram is an international company, your data may be disclosed and held overseas. This is most likely to be the countries in which Loram operates, such as the United States of America (which is also the location of our global data controller), India, the United Kingdom, Brazil and Japan.
Data Retention
Loram will retain information of candidates for different periods of time depending on the purposes for which we collect and handle it, as described in this Notice. We will delete or de-identify information when it is no longer needed to fulfil these purposes, unless we are required by law to retain it, in accordance with applicable law.
Security of Your Information
We are committed to protecting your information. We use a variety of technical, physical, and organizational security measures designed to protect against unauthorized access, alteration, disclosure, or destruction of information. However, no security measures are perfect or impenetrable. As such, we cannot guarantee the security of your information. We regularly monitor our Services for possible vulnerabilities and attacks.
Your Rights
You have the rights regarding our collection, use, and sharing of your information. Your legal rights may include:
- Access to, or a copy of, your information
- Deletion of certain information
- Correction of your information
- To withdraw your consent for the use or disclosure of your information
If you wish to exercise these rights, please contact us as detailed in the “Loram Contact Information” section below. Please note that we will process your request in accordance with applicable law.
Consent
By completing and submitting the Pre-Employment Health Questionnaire, you consent to the collection, use and disclosure of your personal information as described in this Privacy Collection Notice.
Data Protection Officer
You may also contact our Data Protection Officer by using the email address loramrecruiting@loram.com.
Data Controllers
A data controller is the subsidiary or affiliated entity of Loram that is primarily responsible for the information collected and used within the scope of this Notice. Loram Maintenance of Way, Inc. (located at 3900 Arrowhead Drive, Hamel, MN 55340) is the data controller for your information.
Changes to this Notice
From time to time, we may change or update this Notice to reflect changes in the law, our data collection and use practices, or advances in technology. You can know if the Notice has changed since the last time you reviewed it by checking the “Effective date” at the beginning of the document. Where appropriate, we will notify you of those changes in accordance with applicable law.
Complaints
If you have a concern or complaint about how we handle your personal information, please contact us using the details below. We will respond within 30 days. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or on 1300 363 992.
Loram Contact Information
If you wish to contact us or have any questions about or complaints in relation to this Notice, please email us at humanresourcesau@loram.com.au
Loram PTY LTD: ABN 85 167 226 262
Contact Email: humanresourcesau@loram.com.au
Contact telephone: 1800 059 955
Effective Date: 08/08/2025
