Privacy Policy

1. About this policy

Cleverain Pty Ltd (Cleverain, we, us or our) respects your privacy and takes the protection of personal information seriously.

This policy explains how we collect, hold, use and disclose personal information through our executive search, recruitment and business services, including Technology, Money, Business Backbone and Marketplace.

It applies to candidates, clients, contractors, referees, suppliers, business contacts and website visitors. We comply with the Privacy Act 1988 (Cth), the Australian Privacy Principles where applicable, and other privacy obligations that apply to our work.

2. Information we collect

We collect personal information reasonably necessary for our services and business activities. Depending on our relationship with you, this may include:

• Candidate information: contact details, CVs, employment history, qualifications, skills, remuneration, work preferences, availability, work rights, interview notes, assessments and references.

Contractor information: identification, banking, tax, superannuation, payroll and other records required to administer an engagement.

Business contact information: names, roles, contact details, communications, billing information and information provided during recruitment or advisory engagements.

We may collect sensitive information, such as health, disability, racial or ethnic origin, Indigenous status or criminal history, where reasonably necessary and with your consent, unless otherwise permitted or required by law. We explain why this information is requested and whether providing it is optional.

3. How we collect information

We collect information directly through applications, CV submissions, interviews, meetings, website forms and other communications.

Executive search also involves approaching people who have not applied for a role. We may collect professional information from LinkedIn, job boards, public profiles, professional networks, referrals, clients, referees and authorised assessment or verification providers.

Where information is collected indirectly, we take reasonable steps to explain the collection and its purpose as soon as practicable.

You may make a general enquiry anonymously where practical. However, without certain information, we may be unable to assess you for an opportunity or provide a requested service.

4. How we use information

We collect, hold and use personal information to identify and contact candidates, assess suitability, conduct searches and authorised checks, prepare shortlists, facilitate appointments and manage contractor engagements.

We also use information to provide our broader business services, respond to enquiries, maintain professional relationships, administer accounts, improve our services and meet legal or contractual obligations.

With appropriate authority, candidate information may be retained for future relevant opportunities. You can ask us to stop contacting you about these opportunities.

5. Sharing information

We seek your consent before submitting your identifiable CV or candidate profile to a prospective employer, except where disclosure is otherwise required or authorised by law.

Where relevant and lawful, we may also disclose information to referees, assessment and screening providers, recruitment partners, professional advisers, payroll and insurance providers, and technology providers supporting our services. Government agencies, regulators or courts may receive information where required or permitted by law.

For business services, we may share relevant information with advisers, investors, suppliers or commercial partners with appropriate authority.

We do not sell or rent personal information for unrelated advertising or marketing. Clients receiving candidate information are responsible for their own privacy practices.

6. Technology and artificial intelligence

We may use AI-enabled tools to assist with research, talent mapping, summarisation, transcription and administration. These tools may process information such as professional profiles, CV details and interview notes.

Our consultants review candidate assessments and recommendations. We do not make candidate progression or shortlisting decisions solely through automated processing.

We assess relevant providers and limit the personal information processed to what is reasonably necessary. We explain any recording or transcription before it begins and obtain consent where required.

7. Website and communications

Our website may collect technical information, including IP addresses, browser and device details, pages viewed and referral sources. Cookies and analytics tools may help operate the website, remember preferences and improve performance. You can manage cookies through your browser settings.

We may send relevant opportunities, market updates and service information where you have consented or the law otherwise permits. You can unsubscribe from marketing at any time using the message’s unsubscribe option or by contacting us.

Service-related communications about an active application or engagement may continue. External websites linked from our website have their own privacy practices.

8. Storage, security and overseas disclosure

We hold information in electronic systems, including third-party cloud services, and physical records where necessary. We use reasonable technical, administrative and physical safeguards to protect it from misuse, interference, loss and unauthorised access, alteration or disclosure.

Some providers may store or access information outside Australia. Likely overseas recipient countries are United States. We take reasonable steps to ensure overseas disclosures meet applicable Australian privacy requirements.

We retain information only while reasonably needed for our services, ongoing relationships, legal obligations or disputes. When it is no longer required and retention is not legally necessary, we take reasonable steps to destroy or de-identify it.

We notify affected individuals and regulators of data breaches where required by law.

9. Access, correction and complaints

Contact our Privacy Officer to request access to your personal information or correction of information that is inaccurate, outdated, incomplete, irrelevant or misleading. We may verify your identity and will respond within a reasonable period.

Where access or correction is refused as permitted by law, we will explain our decision and available complaint options. You may also request deletion of information, subject to applicable retention obligations.

To raise a privacy complaint, contact us using the details below and explain your concern. We will acknowledge it, investigate and aim to respond within 30 days.

If you remain dissatisfied, you may raise your complaint with the Office of the Australian Information Commissioner (OAIC).

10. Contact and updates

Privacy Officer

Cleverain Pty Ltd

16 Byron Street, Bangalow NSW 2479

Email: talent@cleverain.com

Please include “Privacy” in the subject line to help us direct your enquiry.

We may update this policy as our practices or legal requirements change. The latest version will be published on our website with its revision date.