Introduction
The website ‘job4online.com.au’ (the Site) is a digital platform provided by Job4 Online Pty Ltd (ABN [54 664 891 856], referred to as "we", "us", or "our") as a service.
For the purposes of this Privacy Policy, Job4 Online Pty Ltd is an Australian Private Company incorporated in, and under the laws of, the Commonwealth of Australia.
We are committed to protecting your privacy and handling your personal information transparently and securely. This Privacy Policy outlines how we collect, use, disclose, store, secure, and dispose of your Personal Information, aligning with the spirit of the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act).
A copy of the Australian Privacy Principles may be obtained from the website of the Office of the Australian Information Commissioner at: https://www.oaic.gov.au/.
By using the Site, you consent to the data practices described in this policy.
What is Personal Information and Why Do We Collect It?
Personal Information is information or an opinion that identifies an individual, or from which an individual is reasonably identifiable. Examples of Personal Information we may collect include:
- Contact Details: Your name, email address, telephone number (including mobile phone number).
- Account Information: Username, password (stored securely, hashed), IP address.
- Phone Number and Verification Data: Your mobile phone number and verification codes sent via SMS for the purpose of verifying your identity and enabling certain communication features (such as WhatsApp notifications). Verification codes are temporary and automatically expire after a set period (typically 10 minutes).
- Professional Information: Resumes/CVs, cover letters, employment history, qualifications, skills, job preferences, and any other documents or information you upload or provide in relation to job seeking or recruitment.
- Work Eligibility Documentation: For casual job seekers, we may collect copies of documents verifying your legal right to work in Australia, including but not limited to:
- Australian citizenship documents (passport, birth certificate, citizenship certificate)
- Visa documentation or VEVO (Visa Entitlement Verification Online) records
- Other identification documents as required by Australian immigration and employment laws
- Communication Preferences: Your preferences for receiving notifications and communications via email, SMS, and WhatsApp, including which types of messages you wish to receive.
- Usage Data: Information about how you interact with the Site, including search criteria, browsing history, click activity (potentially collected via cookies or similar technologies).
- Device Information: Information your electronic device or browser may provide, such as device type, operating system, and browser type (often collected for technical purposes and analytics).
- Third-Party Login Information: If you choose to log in via a third-party service (e.g., Google, LinkedIn, Facebook), we may receive certain profile information stored with that service, as permitted by you and that service's policies.
We collect your Personal Information for the primary purpose of providing our services to you, which include:
- Operating the job platform, facilitating connections between job seekers and employers.
- Creating and managing your user account.
- Verifying your phone number and identity to enable secure communication features.
- Sending you notifications and communications via your preferred channels (email, SMS for verification only, and WhatsApp) based on your communication preferences.
- Verifying your legal right to work in Australia (for casual job seekers) in compliance with employment and immigration laws.
- Personalizing your experience on the Site.
- Communicating with you (e.g., service updates, notifications, responses to inquiries).
- Providing customer support.
- Improving the Site and our services (e.g., through analytics).
- Marketing and promotional communications (where you have consented, or as otherwise permitted by law).
- Complying with legal obligations.
Use and Disclosure of Personal Information
Your Personal Information may be used or disclosed in the following circumstances:
- Primary Purpose: For the purposes outlined above for which it was collected.
- User Interaction: When you engage with other users on the Site (e.g., an employer viewing your profile/application, or you viewing a job posting). Information you choose to make public or share will be visible accordingly.
- Third-Party Service Providers: We may share information with third parties who assist us in operating the Site and providing our services (e.g., hosting providers, analytics services, email service providers). These providers are contractually bound to protect your information and use it only for the services they provide to us.
- Consent: Where you have consented (explicitly or implicitly) to the use or disclosure.
- Legal Requirements: When required or authorized by law (e.g., in response to a subpoena, court order, or other legal process).
- Business Transfers: In connection with a merger, acquisition, or sale of company assets, your information may be transferred as part of that transaction.
We will generally not sell or rent your Personal Information to third parties for their marketing purposes without your explicit consent.
SMS and WhatsApp Communications
We use SMS and WhatsApp to communicate with you in accordance with your preferences and consent:
SMS Communications:
- Verification Only: We use SMS (Short Message Service) exclusively for sending phone number verification codes. When you choose to verify your phone number, we will send a one-time password (OTP) via SMS to the mobile number you provide.
- Verification Process: The verification code is valid for a limited time (typically 10 minutes) and should only be used by you to confirm ownership of the phone number. We do not use SMS for marketing, promotional messages, or general notifications.
- Carrier Charges: Standard message and data rates from your mobile carrier may apply when receiving SMS verification codes. We are not responsible for any charges incurred from your mobile service provider.
- SMS Data Storage: Verification codes and phone verification records are stored temporarily for security purposes and are automatically deleted after they are no longer needed for verification or security auditing.
WhatsApp Communications:
- Opt-In Requirement: WhatsApp communications require your explicit consent. After verifying your phone number, you may choose to enable WhatsApp notifications through your account settings. WhatsApp notifications are enabled by default after phone verification, but you can disable them at any time.
- Types of WhatsApp Messages: If you enable WhatsApp notifications, we may send you:
- Job alerts matching your preferences (for job seekers)
- Application status updates and notifications (for job seekers)
- New application notifications (for employers)
- Job posting updates and status changes (for employers)
- Marketing and promotional messages (if you have not opted out)
- Important account or service-related notifications
- Managing WhatsApp Preferences: You have full control over your WhatsApp notification preferences. You can:
- Enable or disable WhatsApp notifications entirely
- Choose which types of notifications you receive via WhatsApp
- Update your preferences at any time through the "Notifications" section in your account settings
- WhatsApp Data Sharing: When you enable WhatsApp notifications, your phone number is shared with WhatsApp (operated by Meta Platforms, Inc.) for the purpose of delivering messages. WhatsApp's own privacy policy and terms of service apply to their handling of your information. We recommend reviewing WhatsApp's privacy policy at: https://www.whatsapp.com/legal/privacy-policy
- Third-Party Service: WhatsApp is a third-party service not controlled by Job4 Online Pty Ltd. While we take reasonable steps to ensure the security and privacy of communications sent via WhatsApp, we cannot guarantee the security of messages once they are transmitted through WhatsApp's platform.
Your Communication Rights:
- You may opt out of WhatsApp notifications at any time through your account settings.
- You may opt out of marketing communications while continuing to receive essential service-related messages.
- Disabling WhatsApp notifications does not affect your ability to use other features of the Site.
- If you disable WhatsApp notifications, you will need to verify your phone number again if you wish to re-enable them in the future.
Work Eligibility Document Handling and Retention
For casual job seekers who provide work eligibility documentation, we handle and retain these documents in accordance with Australian privacy laws and employment regulations:
Document Collection and Purpose:
- Legal Compliance: We collect citizenship documents, visa documentation, and VEVO records to help employers verify your legal right to work in Australia, as required under the Migration Act 1958 (Cth) and related employment laws.
- Voluntary Submission: Providing work eligibility documentation is voluntary, but may be required to access certain casual employment opportunities through the Site.
- Document Types: Acceptable documents include Australian passports, birth certificates, citizenship certificates, visa grants, and VEVO records, or other documents as specified by Australian immigration authorities.
Document Security:
- Secure Storage: All work eligibility documents are stored in encrypted format on secure servers with restricted access. Only authorized personnel have access to these documents for verification and compliance purposes.
- Limited Access: Your documents may be shared with:
- Prospective employers for work eligibility verification purposes
- Government agencies where required by law (e.g., Department of Home Affairs for VEVO checks)
- Our service providers who assist with document verification, subject to confidentiality obligations
- No Unauthorized Disclosure: We will not sell, rent, or disclose your work eligibility documents to third parties for marketing purposes or any purpose other than those outlined in this policy.
Document Retention and Disposal:
- Retention Period: Work eligibility documents are retained for as long as your account is active and for a period of up to 7 years after account closure or your last interaction with the Site, in compliance with Australian employment record-keeping requirements under the Fair Work Act 2009 (Cth).
- Extended Retention: We may retain documents longer if:
- Required by law or court order
- Necessary for ongoing legal proceedings or investigations
- Needed to comply with tax or financial record-keeping obligations
- Secure Disposal: When documents are no longer required to be retained, we will securely delete or destroy them to prevent unauthorized access or reconstruction.
- Your Deletion Rights: You may request deletion of your work eligibility documents at any time by contacting us (see "Your Privacy Rights" section below). However, we may need to retain documents if legally required, or refuse deletion if doing so would prevent us from complying with legal obligations.
Verification and Authenticity:
- Government Verification: We may verify the authenticity of submitted documents with relevant government agencies (such as checking VEVO records with the Department of Home Affairs).
- Document Accuracy: You are responsible for ensuring all documents submitted are genuine, current, and accurately represent your work eligibility status.
- False Documentation: Submitting false or fraudulent documents is a serious offense and may result in account termination, reporting to authorities, and legal action.
Data Security and Retention
We take reasonable steps to protect your Personal Information from misuse, interference, loss, and unauthorized access, modification, or disclosure. This includes implementing technical and organizational security measures such as:
- Encryption of sensitive data (including passwords and work eligibility documents)
- Secure server infrastructure with restricted access controls
- Regular security audits and vulnerability assessments
- Staff training on data protection and privacy practices
Your Personal Information is stored securely. We retain different types of information for different periods based on legal requirements and business needs:
- Account Information: Retained while your account is active and for a reasonable period after closure for legal compliance and dispute resolution.
- Phone Verification Codes: Temporarily stored and automatically deleted after expiry (typically 10 minutes) or successful verification.
- Work Eligibility Documents: Retained as described in the "Work Eligibility Document Handling and Retention" section above (typically up to 7 years after account closure).
- Communication Records: Retained for as long as necessary to provide services and comply with legal obligations.
When your Personal Information is no longer needed for the purpose for which it was obtained (and we are not legally required to retain it), we will take reasonable steps to destroy or permanently de-identify it. However, we reserve the right to retain information for as long as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
Cookies and Tracking Technologies
We use ‘cookies’ and potentially other tracking technologies (like web beacons or pixels) to enhance your experience on the Site. Cookies are small text files stored on your device. They can help us:
- Remember your preferences and login details.
- Understand how you use the Site (e.g., click activity, pages visited).
- Measure the effectiveness of features or advertising.
- Provide relevant content or advertising.
You can usually configure your browser to refuse cookies or alert you when cookies are being sent. However, some parts of the Site may not function properly without cookies. Our use of cookies may involve sharing non-personally identifiable or aggregated data with third-party analytics or advertising partners.
Your Privacy Rights (Access, Correction, Deletion)
You have rights regarding the Personal Information we hold about you, consistent with the APPs. These include:
- Right to Access: You may request access to the Personal Information we hold about you.
- Right to Correction: If you believe the Personal Information we hold is inaccurate, out of date, incomplete, irrelevant, or misleading, you may request us to correct it.
- Right to Request Deletion: You may request the deletion of the Personal Information we hold about you.
How to Exercise Your Rights:
- Access and Correction: You can often access and update some of your information directly through your account settings on the Site. For other requests or if you need assistance, please contact us using the details below.
- Deletion: To request the deletion of your Personal Information associated with your Job4 Online account, please:
- Method 1 (Email): Send an email to support@job4online.com.au with the subject line "Data Deletion Request". Please include sufficient information for us to identify your account (e.g., the email address associated with your account).
Important Notes on Deletion:
- We will process your deletion request in accordance with applicable law and within a reasonable timeframe.
- Upon processing your request, we will take reasonable steps to delete your Personal Information from our active systems. This typically includes your account profile, uploaded documents linked directly to your account, and activity logs directly identifiable to you.
- Please note that we may be required by law or have legitimate grounds to retain certain information (e.g., for legal compliance, dispute resolution, fraud prevention, or record-keeping purposes), even after a deletion request. Anonymized or aggregated data may also be retained for analytical purposes.
- If you requested deletion via a third-party platform (like Facebook's app removal process), we will process that request upon receiving notification from the platform via our designated callback URL, subject to verification.
- Deleting your data is permanent and irreversible.
Verification: To protect your privacy and security, we may need to verify your identity before processing requests for access, correction, or deletion. We may request reasonable identification documentation.
Fees: Access requests are generally free of charge, but we reserve the right to charge a reasonable fee for providing access, particularly if the request is complex or resource-intensive, as permitted by law.
International Data Transfers
While Job4 Online Pty Ltd is an Australian company, our service providers (e.g., hosting) may be located overseas. By providing us with your Personal Information, you consent to the potential transfer of your information to these overseas locations. We take steps to ensure that any international transfer of Personal Information complies with applicable privacy laws, such as by ensuring the recipient is subject to laws or binding schemes substantially similar to the APPs, or through contractual clauses requiring protection of the information.
Changes to this Privacy Policy
We reserve the right to amend, change, add, or replace this Privacy Policy at any time. Any changes will be effective immediately upon posting the updated policy on the Site. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of the Site after any changes constitutes your acceptance of the revised policy.
Contact Us
If you have any questions, concerns, or complaints about this Privacy Policy or our privacy practices, or if you wish to exercise your privacy rights, please contact us:
Please request to speak to or direct your inquiry to one of our authorized representatives regarding privacy matters. We take privacy concerns seriously and will respond to your inquiry promptly.