Better Staff Pty Ltd

Privacy Policy

Last Updated: May 2026 | Version 1.0

Contents

1. Introduction

Better Staff Pty Ltd (ABN to be confirmed) (“Better Staff”, “we”, “us”, or “our”) is an Australian-owned boutique IT and technology recruitment agency headquartered in Brookvale, New South Wales. We specialise in connecting technology professionals with employers across Sydney and beyond.

We are committed to protecting the privacy of everyone who interacts with us, including job seekers, candidates, clients, website visitors, and subscribers to our communications. This Privacy Policy explains how we collect, use, hold, disclose, and otherwise handle personal information in accordance with the Privacy Act 1988 (Cth) (“Privacy Act”) and the Australian Privacy Principles (“APPs”) contained in Schedule 1 of that Act.

By accessing our website at www.betterstaff.com.au (the “Website”), submitting your resume, applying for a role, registering as a candidate, engaging with us as a client, or otherwise interacting with us, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy.

We may update this Privacy Policy from time to time. The current version will always be available on our Website. We encourage you to review it periodically.

2. What information we collect

The types of personal information we collect depend on your relationship with us and the nature of your interaction.

2.1 Candidates and Job Seekers

When you register with us, apply for a role, or engage with us as a job seeker, we may collect:

- Full name, date of birth, and contact details (email address, phone number, postal address)

- Résumé, curriculum vitae, and employment history

- Educational qualifications, certifications, and professional memberships

- Skills, competencies, and areas of technical expertise

- Visa status and work entitlements in Australia

- Salary expectations, remuneration history, and employment preferences

- References and referee contact details

- Results of any skills assessments, background checks, or psychometric testing conducted with your consent

- Your LinkedIn profile URL and other professional social media profiles you choose to share

- Interview notes and our assessments of your suitability for particular roles

- Correspondence between us, including emails, messages, and call notes

2.2 Clients and Employers

When you engage with us as a client or prospective client, we may collect personal information about your representatives, including:

- Names, job titles, and business contact details of hiring managers and key contacts

- Details of your organisation’s hiring needs, technical environment, and culture

- Contract and billing details

- Correspondence and records of our professional interactions

2.3 Website Visitors

When you visit our Website, we automatically collect certain technical information, including:

- Your IP address and approximate geographic location

- Browser type, version, and operating system

- Pages visited, time spent on pages, and referring URLs

- Device identifiers and screen resolution

- Information submitted through contact forms, job enquiry forms, and newsletter subscriptions

This information is collected through cookies and similar tracking technologies. Please see Section 9 (Cookies and Tracking Technologies) for more detail.

2.4 Sensitive Information

We generally do not seek to collect sensitive information (as defined in the Privacy Act) unless it is directly relevant to assessing your suitability for employment or required by law. Sensitive information may include information about racial or ethnic origin, disability status, criminal history, or professional disciplinary history. Where we do collect sensitive information, we will do so only with your explicit consent, or as otherwise permitted by the Privacy Act.

If a client’s role requires a security clearance, criminal history check, or other background verification, we will inform you of this requirement and obtain your consent before initiating any such check.

3. How we collect your information

We collect personal information in the following ways:

3.1 Directly from You

- When you submit your résumé or job application via our Website, email, or in person

- When you register as a candidate or client through our Website

- When you complete a contact form or enquiry form on our Website

- When you subscribe to our newsletter or request to receive market updates

- When you attend an interview, meeting, or industry event organised or attended by us

- When you correspond with us by email, phone, or other means

3.2 From Third Parties

- From professional networking platforms such as LinkedIn, where your profile is publicly available or you have provided us with your details

- From referees you have nominated

- From job boards and platforms such as SEEK, where you have submitted your résumé or applied to one of our advertised roles

- From background check providers or skills assessment providers (with your consent)

- From our clients, where they refer candidates to us or provide feedback on candidates we have placed

3.3 Automatically via Our Website

We collect certain technical data automatically when you visit our Website, as described in Section 2.3 above, through cookies, web analytics tools, and server logs.

4. Why we collect and use your information

We use personal information only for the purposes for which it was collected and for related purposes that you would reasonably expect. Our primary purposes include:

4.1 Recruitment and Placement Services

- Assessing your suitability for roles advertised by us or identified by us on your behalf

- Matching candidates to client vacancies based on skills, experience, and preferences

- Sharing your profile (with your knowledge and consent) with prospective employers

- Arranging and managing interviews and facilitating the hiring process

- Conducting reference and background checks (with your consent)

- Managing your registration on our candidate database

4.2 Client Relationship Management

- Understanding client hiring needs and providing tailored recruitment solutions

- Communicating with client contacts regarding job briefs, candidate submissions, and placements

- Administering contracts and invoicing

- Providing market intelligence, salary benchmarking, and talent advisory services

4.3 Communications and Marketing

- Sending you relevant job opportunities and career-related information (candidates)

- Sending clients information about our services, market insights, and talent updates

- Responding to enquiries and requests submitted through our Website or by other means

- With your consent, adding you to our newsletter mailing list and sending periodic communications

You may withdraw your consent to marketing communications at any time by clicking the unsubscribe link in any email we send you, or by contacting us at clientservices@betterstaff.com.au.

4.4 Legal and Compliance Obligations

- Complying with our obligations under the Privacy Act, the Fair Work Act 2009 (Cth), and other applicable Australian legislation

- Maintaining records required for tax and accounting purposes

- Responding to legal requests, court orders, or regulatory inquiries

- Protecting the rights, property, and safety of Better Staff, our clients, candidates, and others

4.5 Website Operation and Improvement

- Maintaining and improving the functionality of our Website

- Analysing usage patterns to enhance user experience

- Administering security and preventing fraudulent or abusive activity

5. Disclosure of your information

We do not sell, rent, or trade personal information. We disclose information only where necessary for our business purposes, as outlined below.

5.1 To Prospective Employers (Candidates)

As a recruitment agency, the sharing of candidate information with prospective employers is central to our service. Before submitting your profile to any client, we will:

- Confirm your availability and interest in the relevant role

- Obtain your permission to submit your details to that specific client

- Provide you with sufficient information about the role and employer to make an informed decision

5.2 To Third-Party Service Providers

We engage trusted third-party service providers to assist us in operating our business. These may include:

- IT systems providers and CRM platforms used to manage our candidate and client database

- Email marketing platforms for the distribution of newsletters and job alerts

- Background check and screening companies (with candidate consent)

- Website hosting, analytics, and security service providers

- Accounting and payroll software providers

We require all third-party service providers to handle personal information in accordance with the Privacy Act and to implement appropriate security safeguards. We do not permit them to use your personal information for their own purposes.

5.3 To Professional Advisors

We may share personal information with our legal advisors, accountants, and insurers where reasonably necessary for the conduct of our business or in connection with a dispute or legal proceedings.

5.4 As Required by Law

We may disclose personal information where required or authorised to do so by law, including in response to requests from law enforcement agencies, courts, or government regulators.

5.5 Overseas Disclosure

We do not routinely disclose personal information to recipients outside Australia. However, some of our cloud-based service providers (such as website analytics platforms and email marketing tools) may process data on servers located overseas, including in the United States and European Union. Where this occurs, we take reasonable steps to ensure that those service providers are bound by privacy standards comparable to those required under the Australian Privacy Principles.

By using our Website or engaging with our services, you consent to the possible transfer of your information to overseas recipients in these limited circumstances.

6. Storage and security of your information

We take the security of personal information seriously and implement reasonable technical, organisational, and administrative measures to protect it from misuse, interference, loss, unauthorised access, modification, or disclosure. These measures include:

- Secure, password-protected IT systems and databases

- Restricted internal access to personal information on a need-to-know basis

- Encrypted email communications where practicable

- Use of reputable, cloud-based CRM and document management systems with their own security certifications

- Regular review of our security practices

Our Website uses HTTPS encryption to protect data transmitted between your browser and our servers.

Despite our best efforts, no data transmission over the internet or storage system can be guaranteed as completely secure. If you have reason to believe that your personal information has been compromised, please contact us immediately at clientservices@betterstaff.com.au.

6.1 Data Retention

We retain personal information for as long as is necessary for the purposes for which it was collected, or as required by applicable law. Specifically:

- Candidate records: We generally retain active candidate records for the duration of our business relationship with you, and for a period of 7 years thereafter, to comply with legal and taxation obligations and to support future placements.

- Client records: Retained for the duration of our business relationship and 7 years thereafter.

- Website visitor data: Aggregated analytical data is retained for up to 26 months. Contact form submissions are retained for up to 3 years.

- Unsuccessful job applications: We may retain these for up to 2 years in case suitable opportunities arise, after which they are securely deleted.

When personal information is no longer required, we take reasonable steps to securely destroy or de-identify it.

7. Your rights and choices

Under the Privacy Act and the Australian Privacy Principles, you have the following rights in relation to the personal information we hold about you:

7.1 Right of Access

You may request access to the personal information we hold about you. We will respond to access requests within a reasonable time (generally within 30 days) and provide you with the information in a readily accessible format. In some circumstances, we may be required to deny access or redact certain information (for example, where doing so would reveal information about a third party, or where access is prevented by law). In such cases, we will explain the reasons for any limitation.

7.2 Right to Correction

If you believe that any personal information we hold about you is inaccurate, out of date, incomplete, irrelevant, or misleading, you may request that we correct it. We will take reasonable steps to correct the information promptly.

7.3 Right to Withdraw Consent

Where we rely on your consent to process your personal information (for example, for marketing communications, background checks, or submission of your profile to a specific employer), you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing undertaken prior to withdrawal.

7.4 Right to Opt Out of Direct Marketing

You may opt out of receiving direct marketing communications from us at any time by:

- Clicking the “unsubscribe” link in any email communication we send

- Contacting us at clientservices@betterstaff.com.au with the subject line “Unsubscribe”

We will action opt-out requests promptly and within 5 business days.

7.5 How to Exercise Your Rights

To exercise any of the above rights, or to make any privacy-related enquiry, please contact our Privacy Officer:

Email: clientservices@betterstaff.com.au

Post: Privacy Officer, Better Staff Pty Ltd, Suite 106 / 117 Old Pittwater Road, Brookvale NSW 2100

We may need to verify your identity before responding to a request. We will not charge a fee for making an access or correction request unless the request is unusually complex or time-consuming, in which case we will advise you of any applicable fee in advance.

8. Complaints

If you believe we have breached the Australian Privacy Principles or your rights under the Privacy Act, we encourage you to raise the matter with us in the first instance so that we can attempt to resolve it.

Please submit your complaint in writing to:

Email: clientservices@betterstaff.com.au

Post: Privacy Complaint, Better Staff Pty Ltd, Suite 106 / 117 Old Pittwater Road, Brookvale NSW 2100

We will acknowledge receipt of your complaint within 5 business days and endeavour to resolve it within 30 days. If we are unable to resolve the complaint within that period, we will advise you of the reason for the delay and a likely timeframe for resolution.

If you are not satisfied with our response to your complaint, you may refer the matter to the Office of the Australian Information Commissioner (“OAIC”):

Website: www.oaic.gov.au

Phone: 1300 363 992

Post: GPO Box 5218, Sydney NSW 2001

9. Cookies and tracking technologies

9.1 What Are Cookies?

Cookies are small text files placed on your device when you visit a website. They are widely used to make websites function correctly, improve user experience, and provide analytical information to website owners.

9.2 Cookies We Use

Our Website uses the following categories of cookies:

- Strictly Necessary Cookies: These are essential for the Website to function and cannot be switched off. They are typically set in response to actions you take, such as filling in a contact form or logging in. Without these cookies, services you have requested cannot be provided.

- Performance and Analytics Cookies: We use tools such as Google Analytics to collect anonymised information about how visitors use our Website (e.g., pages visited, time on site, traffic sources). This helps us understand and improve the Website. These cookies do not identify you personally.

- Functionality Cookies: These cookies allow the Website to remember choices you make (such as your preferences) and provide enhanced features.

- Marketing Cookies: Where we use remarketing or social media integration (for example, LinkedIn Insight Tag), cookies may be used to deliver relevant advertising to you on third-party platforms. You may opt out of these through your browser settings or through the relevant platform’s opt-out mechanism.

9.3 Managing Cookies

You can control and delete cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of the Website. For more information about managing cookies, visit www.allaboutcookies.org.

By continuing to use our Website after being presented with our cookie consent notice, you consent to our use of non-essential cookies as described above. You may withdraw your consent at any time by adjusting your browser settings or cookie preferences.

9.4 Third-Party Links

Our Website may contain links to third-party websites, including LinkedIn, SEEK, and other platforms. We are not responsible for the privacy practices of those websites. We encourage you to review the privacy policies of any third-party websites you visit.

10. Children’s privacy

Our Website and services are not directed at individuals under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a person under 16 without appropriate parental consent, we will take steps to delete that information. If you believe a child’s information has been submitted to us without appropriate consent, please contact us immediately.

11. Job applications and candidate database

When you apply for a role advertised by Better Staff, or register your interest in being considered for future opportunities, the following additional terms apply:

Your résumé and associated information will be stored in our candidate management system. You consent to us contacting you about roles that we reasonably consider may be of interest to you, and to retaining your information in our database for a period of up to 2 years following your last interaction with us (or longer if you consent to this or have been placed in a role through us).

If at any time you wish to be removed from our candidate database, please notify us at clientservices@betterstaff.com.au with the subject line “Remove from Database” and we will process your request within 10 business days.

Where you have been placed in a role through Better Staff on a contract basis, we may need to retain certain employment-related records for longer periods in accordance with our legal obligations as a labour hire provider or recruitment intermediary.

12. Anonymity and pseudonymity

Where lawful and practicable, you have the option to interact with us anonymously or using a pseudonym. For example, you may make a general enquiry about our services or browse our Website without identifying yourself.

However, if you wish to register as a candidate, apply for a role, or engage us to provide recruitment services, we will need you to provide your real identity and contact information to deliver those services.

13. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our practices, technology, legal requirements, or for other reasons. When we make material changes, we will update the “Last Updated” date at the top of this document.

The current version of our Privacy Policy will always be available on our Website at www.betterstaff.com.au/privacy-policy. We encourage you to review this page periodically. Continued use of our Website or services following any update to this Policy constitutes acceptance of the updated terms.

14. Contact us

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please contact us:

Better Staff Pty Ltd

Address: Suite 106 / 117 Old Pittwater Road, Brookvale NSW 2100

Email: clientservices@betterstaff.com.au

Website: www.betterstaff.com.au

We are committed to resolving any privacy concerns promptly and fairly.

This document was prepared for publication on www.betterstaff.com.aua