Privacy Policy

1. About this policy

FreeAgentStaff is operated by Freeagentstaff (ABN 26 572 935 109).

In this Privacy Policy, FreeAgentStaff, we, us and our refer to Freeagentstaff.

FreeAgentStaff provides a professional discovery platform that allows Talent to create a FreeAgent Card and Talent Passport and allows eligible employers to discover, save and connect with Talent.

This Privacy Policy explains how we collect, hold, use, disclose and protect personal information when you use or interact with FreeAgentStaff, including our website, accounts, Talent profiles, employer tools, professional-reference invitations and related services.

We handle personal information in accordance with applicable privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply.

This Privacy Policy should be read together with our Terms & Conditions and any specific notice displayed when information is collected.

This Privacy Policy applies to people who use FreeAgentStaff with an account and to people who interact with FreeAgentStaff without an account, including professional referees who respond to a reference invitation.

Some parts of FreeAgentStaff can be viewed without creating an account. Professional referees may respond to a reference invitation without creating a FreeAgentStaff account. Core Talent and Employer features require an account because we need to identify users, operate profile and connection features, protect users and maintain the integrity of the platform.

2. Information we collect

We may collect information you provide when creating or using a FreeAgentStaff account, including your name, email address, phone number where provided, login and account identifiers, account type, preferences and communication settings.

For Talent, this may include information added to a FreeAgent Card or Talent Passport, including profile photographs, professional headline, occupation or role, location, biography, skills, strengths, languages, education, qualifications, employment history, career experience, salary expectations, availability, employment preferences and other professional information you choose to provide.

Talent may also upload a resume, video introduction or other files where those features are available.

Talent may provide information about a professional referee in order to request a professional reference, including the referee's name, job title, company or organisation, professional relationship and email address. FreeAgentStaff may therefore collect personal information about a referee from the Talent before that referee directly interacts with FreeAgentStaff.

A referee does not need a FreeAgentStaff account. A referee who uses a secure invitation link may submit a professional reference themselves. Information supplied directly by the referee may include professional relationship, duration worked together, key strengths, ratings such as reliability and teamwork or working-with-others, whether they would work with the Talent again, optional additional comments, confirmation that the reference reflects their own professional experience, and associated submission information.

We may also hold operational and technical information generated through the invitation and reference process, such as invitation status, invitation sent or attempt timestamps, invitation expiry or revocation information, submission status, submission timestamp, sharing status and related security or support records.

We may collect information about the way a Talent profile is configured, including whether the Talent has selected Public, Employer Network or Confidential visibility, the Talent's current opportunity status and whether the Talent has enabled Rockstar availability for one-off shifts.

For Employers, we may collect business name, ABN or other business identifiers, contact details, contact-person information, role, employer verification information, subscription status and activity performed through employer tools.

We may also collect information about introductions, accepted or declined introductions, connections, saved Talent, blocked employers, profile views where that functionality is available, account activity, support communications and records of permissions granted or withdrawn.

When you use FreeAgentStaff we may automatically collect technical information such as IP address, browser and device information, login activity, pages and features used, search activity, security logs, error information, cookies or similar identifiers and approximate location derived from technical information.

Payment providers may collect payment and billing information directly. We may receive payment status, customer references, subscription information, transaction references and limited billing information required to operate subscriptions.

3. FreeAgent Cards and Talent Passports

A FreeAgent Card is designed to provide employers with a concise professional introduction to a Talent.

A Talent Passport provides additional professional information selected by the Talent.

The information shown to an employer or other viewer depends on the information the Talent has chosen to provide, the Talent's Privacy & Visibility settings, the employer's account status, whether the Passport is published and the relationship between the Talent and viewer. Approved public-facing profile media may be included in a Public Talent Passport where applicable, but private media is not automatically made public.

Talent are responsible for deciding what professional information they include in their profile.

Talent should not include information in a discoverable profile that they do not want available to the audience permitted by their selected visibility settings.

Selecting Public does not make a Talent's entire FreeAgentStaff account public. Only information designated as part of the public Talent Passport may be displayed publicly. Account or login email, private contact information, resume files, professional references, billing or subscription information, blocked companies, internal identifiers, authentication information, private account settings, connection-gated information and other information designated as private remain subject to the applicable privacy and access controls.

4. Privacy & Visibility settings

FreeAgentStaff provides privacy controls intended to give Talent meaningful control over how they are discovered.

Where available, these include Public, Employer Network and Confidential.

If a Talent selects Public visibility and publishes their Talent Passport, information designated as part of that public Talent Passport may be viewed without signing into FreeAgentStaff. FreeAgentStaff may provide a public Passport URL such as https://freeagentstaff.com/talent/[slug]. The Talent may choose to share that URL outside FreeAgentStaff, including through a résumé or CV, cover letter, email signature, website, portfolio, professional communication or another appropriate channel.

Employer Network restricts Talent information to the eligible FreeAgentStaff employer network, subject to existing verification, subscription and access rules. It is not anonymously public.

Confidential is intended to allow a Talent to participate in discovery while withholding or anonymising identifying information until the appropriate permission or connection exists. Existing Confidential discovery and identity-reveal protections remain in place.

FreeAgentStaff may also provide availability settings such as Available Now, Open to Opportunities or Closed to Opportunities.

Talent may also optionally enable Rockstar availability to indicate they are available for one-off or short-term shifts. Enabling Rockstar availability is optional and controlled by the Talent and may make the Talent discoverable to Employers searching specifically for Rockstar-available Talent, including Employers accessing FreeAgentStaff through a Short Stay access period. Enabling Rockstar availability does not change the Talent's selected Privacy & Visibility setting and does not make confidential or otherwise private information available to Employers. The information an Employer, including a Short Stay Employer, can view about a Talent remains governed by the Talent's Privacy & Visibility setting and the introduction and connection rules described in this Policy.

The exact information visible under each setting is explained within the platform. Talent should review their Privacy & Visibility settings whenever their preferences change.

Anyone who receives or otherwise accesses a valid Public Passport URL may be able to view the designated public Passport information while the Passport remains Public and published. The viewer does not necessarily need a FreeAgentStaff account. FreeAgentStaff does not control what an external recipient does with information they legitimately viewed outside the platform.

Talent can change their visibility through the available Privacy & Visibility controls. If Public visibility changes to Employer Network or Confidential, or the Passport is unpublished, anonymous public access through FreeAgentStaff should cease according to the platform's current functionality. This does not necessarily retrieve or delete information that third parties viewed, copied, downloaded, screenshotted, saved, cached, forwarded or otherwise retained while it was publicly available.

5. Introductions, connections and private information

An employer being able to discover a Talent does not automatically mean that employer has access to all of the Talent's information.

Employers may send an introduction request through FreeAgentStaff.

If the Talent accepts an introduction request, an active connection is created immediately. Once a connection is active, FreeAgentStaff automatically makes additional information available to that employer, including the Talent's full identity details, contact email and, where uploaded, resume.

Where the Talent is using Confidential visibility, accepting an introduction also reveals information that was previously withheld or anonymised, including the Talent's name, profile photo, location, professional title, summary, current employer, career information and introduction video where available.

No further approval step is required after the Talent accepts the introduction for information that automatically becomes available through an accepted connection, such as the Talent's identity details, contact email and, where uploaded, resume.

Professional references are treated separately. Accepting an introduction or creating a connection does not automatically share professional references with that Employer. An Employer can see a submitted professional reference only if the Talent has explicitly enabled sharing for that particular reference and the Employer has the required active or accepted connection, as described in section 7.

A Talent may end a connection using available platform controls. Ending a connection removes future access within FreeAgentStaff in accordance with the platform's current rules, but may not remove information an employer lawfully obtained or separately retained before the connection ended.

FreeAgentStaff may maintain historical records of introductions, connections and permissions for security, support, auditing, dispute resolution and legitimate platform administration.

6. Resumes and private files

Talent may choose to upload a resume and other supported professional files.

A resume is not made available to an employer through general Talent discovery or ordinary profile views.

Once a Talent accepts an introduction and an active connection is created, the Talent's resume, where uploaded, becomes accessible to that connected employer automatically without a further approval step.

Professional references are not resume files and are not automatically made available through an accepted connection. They are described in section 7.

Other supported private files, where available, are made accessible according to the connection and access rules implemented by FreeAgentStaff.

Talent should only upload documents relevant to their professional profile or employment search.

General upload fields should not be used to provide unnecessary sensitive information such as tax file numbers, bank account details, complete identity documents, health records or unrelated personal information.

Unless FreeAgentStaff expressly states that a document or credential has been independently verified, uploaded material should be treated as information supplied by the Talent. Professional references submitted through the invitation flow are treated as information submitted by the referee, as described in section 7.

Employers remain responsible for conducting any checks required before making an employment decision.

7. Professional references

Talent may invite a professional referee to submit a professional reference through FreeAgentStaff. A referee does not need a FreeAgentStaff account.

Talent may provide referee details, including name, job title, company or organisation, professional relationship and email address, so that FreeAgentStaff can send and manage a reference invitation. FreeAgentStaff uses the referee email address to operate the invitation and reference process.

A referee who receives a secure invitation link may submit a professional reference themselves. That submission may include professional relationship, duration worked together, key strengths, ratings, whether they would work with the Talent again, optional additional comments, confirmation that the reference reflects their own professional experience, and associated submission information. FreeAgentStaff may also hold operational information relating to the invitation or reference, such as invitation status, sent or attempt timestamps, expiry or revocation information, submission status, submission timestamp, sharing status and related security or support records.

We use professional-reference information only as reasonably necessary to send and manage reference invitations; receive, store and display submitted references; allow Talent to manage their references; apply Talent sharing choices; provide access to eligible connected Employers where authorised; maintain security, prevent misuse and support or audit the feature; and comply with legal obligations.

Professional references are not public and do not appear on a public Talent Passport. Pending invitations are not shown to Employers. A submitted reference is private by default.

Talent can view and manage their submitted references using the available platform controls, including choosing whether to share an individual submitted reference and stopping sharing. An Employer can see a submitted reference only where the Talent has explicitly enabled sharing for that reference and the Employer has the required active or accepted connection with that Talent. Referee email addresses are not displayed to Employers through the professional references feature.

Ending or removing the relevant connection removes the Employer's future in-platform access to the reference in accordance with the platform's existing connection rules. Stopping sharing or ending a connection does not necessarily retrieve copies of information that an Employer lawfully copied or retained while access was authorised.

The platform may label a submitted reference as "Referee submitted". That label means the response was submitted through the FreeAgentStaff reference invitation flow. It does not mean that FreeAgentStaff has independently verified, authenticated or checked the referee or the reference.

Unless FreeAgentStaff expressly states otherwise, FreeAgentStaff does not independently verify the referee's identity, employment or position, relationship with the Talent, the truth or completeness of their answers, or the authenticity or accuracy of statements in the reference. Employers remain responsible for appropriate due diligence, including any independent reference checking they consider necessary.

8. Employer verification

FreeAgentStaff may require employers to complete business verification before accessing Talent discovery or other employer features.

Verification may include checking information such as business identity, ABN and account details.

Verification is intended to help protect the integrity of the platform but does not constitute a guarantee, endorsement or representation about an employer's conduct, financial position or suitability as a prospective employer.

Talent should continue to exercise appropriate judgement when communicating with prospective employers.

Where FreeAgentStaff offers a one-time Short Stay access option for Employers, the same employer verification requirements described in this section apply before Short Stay access is granted.

9. How we use personal information

We use personal information where reasonably necessary to operate, secure and improve FreeAgentStaff.

This includes creating and managing accounts; creating and displaying FreeAgent Cards and Talent Passports; applying Privacy & Visibility settings; allowing eligible employers to search for and discover Talent; operating saved Talent and shortlist functionality; processing introductions and connections; providing authorised access to contact information or private files; operating the professional references feature, including sending transactional reference invitations; applying Talent sharing choices for professional references; verifying employer accounts; managing subscriptions and payments; providing customer support; sending account, security and service communications; preventing fraud, misuse and unauthorised access; maintaining security and audit records; analysing and improving platform performance; enforcing our Terms & Conditions; and complying with legal obligations.

We will not use a Talent's private resume or other private files for unrelated advertising or public promotion without an appropriate basis or permission.

10. Who we disclose information to

Information may be disclosed between Talent and Employers where reasonably necessary to operate FreeAgentStaff and according to the relevant Privacy & Visibility, introduction and connection rules. Where a Talent has selected Public visibility and published their Talent Passport, information designated as part of that public Passport may also be disclosed to members of the public who access its public URL. This is a disclosure initiated through the Talent's visibility choice, not a sale of personal information. Professional references are not publicly disclosed through a public Talent Passport.

Employer Network information remains restricted according to the applicable employer access rules, and Confidential information remains governed by the existing Confidential discovery, introduction, connection and identity-reveal model.

Where an Employer accesses FreeAgentStaff through a Short Stay access period, that Employer's ability to view Talent information is limited to Talent who have enabled Rockstar availability and remains subject to the same Privacy & Visibility, introduction and connection rules that apply to other Employers.

FreeAgentStaff may provide tools that help Talent copy their Passport URL, download a Passport logo or prepare or copy linked Passport content for supported applications. Compatibility with every browser, email client, résumé editor, document editor, website or other third-party application is not guaranteed. Third-party services are governed by their own functionality and terms.

Submitted professional references are disclosed only according to the Professional references section of this Policy. An eligible connected Employer may see a submitted reference only where the Talent has explicitly enabled sharing for that reference and the required connection exists. Referee email addresses are not displayed to Employers through the professional references feature.

We may also provide information to trusted service providers that help us operate the platform, including providers involved in hosting, databases, file storage, video delivery, website infrastructure, payment processing, email delivery (including sending professional-reference invitations), security, fraud prevention, analytics, customer support and professional services.

These providers are only given access to information reasonably necessary for the services they provide, subject to their own terms, privacy obligations and applicable contractual or security controls.

We may disclose information where reasonably necessary to comply with law, respond to lawful requests, prevent fraud or misuse, protect the safety or rights of users or other people, obtain professional advice, enforce our agreements or resolve disputes.

If FreeAgentStaff or its operating business is involved in a sale, merger, acquisition, investment, financing, restructure or transfer of assets, information may be disclosed to relevant advisers and parties under appropriate confidentiality arrangements.

FreeAgentStaff does not sell personal information for money.

11. Payments and Stripe

Paid FreeAgentStaff services may be processed through Stripe or another payment provider.

Payment providers may collect payment card, billing, identity and transaction information under their own privacy policies.

FreeAgentStaff does not store complete payment card numbers.

We may receive information such as billing contact details, subscription status, payment status, customer identifiers, transaction references, invoices and other information needed to administer FreeAgentStaff subscriptions.

12. Cookies, analytics and platform information

FreeAgentStaff may use cookies and similar technologies to maintain sessions, secure accounts, remember preferences, understand platform usage, measure performance and improve the service.

We may use analytics and diagnostic services to understand how people interact with FreeAgentStaff.

Where advertising or conversion measurement tools are used, they may receive technical information such as device identifiers, cookie identifiers, IP address, browser information, pages viewed and actions taken.

We do not provide private Talent resumes, professional references or private connected files to advertising providers for advertising purposes.

Users may be able to manage cookies through browser settings and any preference tools provided by FreeAgentStaff. Blocking essential cookies may prevent some platform functionality from working correctly.

13. Security

FreeAgentStaff takes reasonable technical and organisational measures to protect personal information, including professional-reference information, against misuse, interference, loss and unauthorised access, modification or disclosure.

Measures may include secure transmission, authentication controls, database and storage access controls, restrictions on private files, logging, monitoring, backups, security reviews and measures designed to detect suspicious or unauthorised activity.

No online service can guarantee absolute security.

Users are responsible for protecting their account credentials and should notify FreeAgentStaff promptly if they believe their account has been compromised.

14. International processing

FreeAgentStaff is operated from Australia but may use technology providers that store, process or access information in other countries.

This may include Australia, the United States and other locations in which our service providers or their subcontractors operate.

Where Australian privacy requirements apply, we take reasonable steps appropriate to the circumstances to protect personal information handled by overseas service providers.

15. Retention, account closure and deletion

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, related legitimate purposes, fraud and security prevention, dispute resolution, legal claims or applicable record-keeping requirements.

Account and profile information may be retained while an account is active and for a reasonable period after account closure where required to complete deletion, protect the platform, resolve disputes or comply with legal obligations.

Security, audit, payment, introduction, connection, professional-reference invitation and permission records may sometimes be retained after related profile information is removed where reasonably necessary for legitimate security, compliance or dispute-resolution purposes.

Professional-reference and invitation information may be retained for as long as reasonably necessary to operate the professional references feature and for legitimate security, audit, dispute-resolution or legal purposes. Deleting a reference or withdrawing sharing does not necessarily delete copies of information that an Employer lawfully obtained, downloaded or separately retained while access was authorised.

Backups may temporarily retain deleted information until they are overwritten through normal backup processes.

Changing a Passport's visibility or unpublishing it affects access through FreeAgentStaff according to the platform's current functionality. It does not necessarily retrieve or delete copies of information that third parties legitimately obtained while the Passport was publicly available.

When information is no longer required, FreeAgentStaff will take reasonable steps to delete or de-identify it where required by applicable law.

16. Access and correction

You may request access to personal information FreeAgentStaff holds about you and ask us to correct information that is inaccurate, incomplete, out of date, irrelevant or misleading.

Many Talent and Employer account details can be updated directly through FreeAgentStaff.

You may also contact us at support@freeagentstaff.com regarding access or correction of your personal information.

This includes professional referees who do not have a FreeAgentStaff account. A referee may contact support@freeagentstaff.com to request access to or correction of personal information FreeAgentStaff holds about them, subject to applicable law and identity verification. A referee cannot edit a submitted reference through a FreeAgentStaff account, and Talent cannot edit answers submitted by a referee through the reference invitation flow.

We may need to verify your identity before providing access or making certain changes.

Where permitted by law, there may be circumstances in which access cannot be provided. If that occurs, we will provide an explanation where required.

17. Blocking employers

FreeAgentStaff may allow Talent to block particular companies, domains or employer identities through Privacy & Visibility controls.

Where a block is active, FreeAgentStaff will use the information associated with that block to apply the platform's current discovery and contact restrictions.

Blocking is intended as a privacy control within FreeAgentStaff. It cannot prevent an organisation from obtaining information about you from unrelated sources outside FreeAgentStaff.

18. Marketing communications

FreeAgentStaff may send information about platform features, services or updates where permitted by law.

Marketing messages will include an unsubscribe or opt-out mechanism where required.

Operational communications concerning your account, security, subscription, introduction, connection, professional-reference invitation or important service changes are not marketing communications and may still be sent where necessary to operate the relevant service.

19. Privacy complaints

If you believe FreeAgentStaff has mishandled your personal information, please contact the Privacy Officer at support@freeagentstaff.com.

Please provide enough information for us to understand and investigate your concern.

We will assess privacy complaints and respond within a reasonable period.

Where applicable, you may also have the right to complain to the Office of the Australian Information Commissioner (OAIC).

20. Data breaches

FreeAgentStaff maintains processes for responding to suspected data breaches.

Where the Australian Notifiable Data Breaches scheme or another applicable notification requirement applies, we will assess the incident and notify affected individuals and relevant regulators where required by law.

21. Changes to this Privacy Policy

We may update this Privacy Policy where our products, technology, legal obligations, security practices or operations change.

The current version will display its effective date.

Where a change is material, we may provide notice through FreeAgentStaff, by email or by another reasonable method.

Where applicable law requires specific consent for a new collection, use or disclosure, we will seek that consent rather than relying solely on continued use of FreeAgentStaff.

22. Contact us

Privacy Officer

Freeagentstaff

ABN 26 572 935 109

Email: support@freeagentstaff.com

Website: freeagentstaff.com