Privacy Policy

[7.6] PRIVACY POLICY

1. Introduction

HivePo is committed to protecting privacy and handling personal information in a responsible, secure, and transparent manner.

This Privacy Policy explains how HivePo collects, uses, stores, discloses, and otherwise handles personal information when individuals access or use the HivePo website, platform, and related services.

By accessing or using HivePo, you acknowledge that your personal information may be handled in accordance with this Privacy Policy.

2. Who this policy applies to

This Privacy Policy applies to personal information collected from or about:

• website visitors
• prospective users
• clients
• recruiters
• agencies
• candidates
• contractors
• business contacts
• support enquirers
• other individuals who interact with HivePo

3. The types of personal information we collect

The personal information HivePo may collect depends on the nature of the relationship, the type of user, and how the platform is used.

This may include:

Identity and contact information

• full name
• email address
• phone number
• business name
• job title
• company name
• address or business address
• country, state, or region

Account and profile information

• login details
• account credentials
• profile information
• platform preferences
• service selections
• agreement acceptance records
• user settings

Recruitment-related information

• job requisition details
• candidate profiles
• CVs and resumes
• employment history
• qualifications
• skills and experience
• salary information
• availability
• interview notes
• candidate summaries
• reference and background check status
• work rights or visa status where provided

Business and billing information

• billing contact details
• invoice information
• payment-related details
• tax-related details such as ABN where relevant
• transaction and payout records

Technical and usage information

• IP address
• browser type
• device information
• access times
• usage logs
• activity history
• pages viewed
• interactions with the website or platform
• cookies and similar technologies

Communications and support information

• enquiries submitted through the website
• support requests
• messages sent through the platform
• feedback
• notes and communications relating to platform use

4. How we collect personal information

HivePo may collect personal information in several ways, including when:

• you visit the website
• you create an account
• you complete sign-up or onboarding forms
• you submit a role or candidate profile
• you upload documents or files
• you communicate through the platform
• you contact HivePo for support, sales, or general enquiries
• you respond to requests for information
• third parties provide information to us in connection with recruitment activity or business relationships
• technical tools automatically collect data through cookies, logs, and related technologies

5. Why we collect personal information

HivePo collects personal information for purposes including:

• providing access to the website and platform
• creating and managing user accounts
• supporting recruitment workflows and platform activity
• facilitating communication between users
• enabling candidate submissions and hiring processes
• managing billing, payments, invoices, and payout records
• verifying identity, authority, compliance, and agreement acceptance
• providing support and responding to enquiries
• maintaining platform security and integrity
• improving platform functionality and user experience
• monitoring performance, activity, and service usage
• complying with legal, regulatory, contractual, and operational obligations
• supporting internal administration, reporting, and risk management

6. AI-assisted and automated functionality

HivePo may use intelligent digital tools, automation, and system-based processing to support parts of the platform and related services.

This may involve analysis, summaries, workflow support, system recommendations, process enhancement, and similar functionality designed to improve speed, consistency, and user experience.

Where these features are used, HivePo aims to ensure they are applied as support tools within the platform environment. Users remain responsible for reviewing important information and decisions, particularly in relation to hiring, compliance, legal obligations, and commercial matters.

7. Cookies and similar technologies

HivePo may use cookies, pixels, log files, and similar technologies to:

• operate the website and platform
• maintain user sessions
• understand usage patterns
• improve functionality and performance
• support analytics and security
• remember preferences
• help detect misuse, fraud, or suspicious behaviour

Users may be able to manage some cookie settings through their browser or device settings. However, disabling cookies may affect platform functionality.

8. Disclosure of personal information

HivePo may disclose personal information where reasonably necessary for platform operations, service delivery, legal compliance, or business administration.

This may include disclosure to:

• clients, recruiters, agencies, candidates, and other users as part of platform activity
• service providers supporting technology, infrastructure, hosting, communications, billing, analytics, or security
• professional advisers such as legal, accounting, or compliance advisers
• payment processors and financial service providers
• regulatory bodies, law enforcement, courts, or government agencies where required or authorised by law
• related entities, contractors, or support providers assisting HivePo in operating the platform

HivePo does not sell personal information as a standalone data product.

9. Overseas disclosure

Some personal information may be stored, processed, or accessed outside Australia through service providers, digital infrastructure, or support arrangements used by HivePo.

Where this occurs, HivePo takes reasonable steps to ensure that information is handled with appropriate safeguards, subject to the nature of the relevant service and applicable law.

10. Data storage and security

HivePo takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.

These steps may include technical, administrative, and organisational safeguards such as:

• secure systems and access controls
• account authentication measures
• role-based permissions
• activity monitoring and logs
• restricted data access
• secure storage environments
• incident response processes

No system can guarantee absolute security. Users are also responsible for protecting their account credentials and taking reasonable steps to use the platform securely.

11. Retention of personal information

HivePo may retain personal information for as long as reasonably necessary to:

• provide the platform and related services
• maintain records of recruitment activity, agreements, billing, and compliance
• resolve disputes
• enforce legal rights
• meet legal, regulatory, tax, accounting, or operational obligations
• support platform integrity and business continuity

When personal information is no longer reasonably required, HivePo may delete, de-identify, or securely destroy it, subject to legal and operational requirements.

12. Access and correction

Individuals may request access to personal information held by HivePo and may also request correction of information that is inaccurate, incomplete, or out of date.

HivePo may require verification of identity before processing such requests.

In some circumstances, HivePo may decline a request where permitted or required by law, including where access would unreasonably affect the privacy of others, reveal commercially sensitive information, or otherwise be restricted.

13. Marketing and communications

HivePo may send service-related communications, account notifications, support messages, transactional emails, legal notices, and operational updates where relevant to platform use or business engagement.

HivePo may also send promotional or informational communications where permitted by law. Recipients may be able to opt out of non-essential marketing communications using the unsubscribe method provided or by contacting HivePo.

Users may still receive essential account, legal, billing, compliance, or service-related communications where necessary.

14. Third-party links and services

The HivePo website or platform may contain links to third-party websites, systems, or services.

HivePo is not responsible for the privacy practices of third parties. Users should review the privacy policies of those third parties separately before providing information to them.

15. Children’s privacy

HivePo is not intended for children and is not designed to knowingly collect personal information from individuals who are not legally able to use the platform or provide consent under applicable law.

If HivePo becomes aware that personal information has been collected inappropriately from a child, it may take steps to delete that information where practicable.

16. Changes to this Privacy Policy

HivePo may update this Privacy Policy from time to time to reflect changes in the platform, legal requirements, technology, or business practices.

Updated versions will be made available on the website or platform. Continued use of HivePo after changes take effect may constitute acknowledgement of the updated policy.

17. Contact and privacy enquiries

If you have a question, concern, or complaint about privacy or this Privacy Policy, you may contact HivePo through the relevant contact or support channel listed on the website.

HivePo may need to verify identity and request additional information to respond properly to a privacy enquiry.

Shorter website version

This Privacy Policy explains how HivePo collects, uses, stores, and discloses personal information in connection with the website, platform, and related services. It applies to users including clients, recruiters, agencies, candidates, and other individuals who interact with HivePo.