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 FreeAgentStaff, including our website, accounts, Talent profiles, employer tools 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.

Some parts of FreeAgentStaff can be viewed without creating an 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.

We may collect information about the way a Talent profile is configured, including whether the Talent has selected Public, Employer Network or Confidential visibility and the Talent's current opportunity status.

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, 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.

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.

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.

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.

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

7. 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.

8. 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; 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.

9. 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.

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.

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.

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, 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.

10. 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.

11. 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 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.

12. Security

FreeAgentStaff takes reasonable technical and organisational measures to protect personal 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.

13. 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.

14. 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 and permission records may sometimes be retained after related profile information is removed where reasonably necessary for legitimate security, compliance or dispute-resolution purposes.

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.

15. 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.

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.

16. 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.

17. 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 or important service changes are not marketing communications and may still be sent where necessary to operate your account.

18. 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).

19. 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.

20. 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.

21. Contact us

Privacy Officer

Freeagentstaff

ABN 26 572 935 109

Email: support@freeagentstaff.com

Website: freeagentstaff.com