1. Who this policy covers
This policy describes how Azooa Pty Ltd (Azooa, we, us or our) handles personal information in connection with our websites, careers portal, recruitment, labour hire, professional services and business communications. It applies to candidates, contractors, client contacts, suppliers and people who contact us.
You can browse opportunities without creating a candidate account. Applying as a guest means applying without an account; it does not mean an application is anonymous. We need the details you provide to consider your application and contact you.
2. Information we collect
Depending on your interaction with us, information may include your name and contact details; CV, employment history, skills and qualifications; role preferences and availability; work-rights or clearance information relevant to a role; referee details; and information contained in applications, enquiries and correspondence.
We also receive information relevant to client requirements, service delivery and business relationships. Website and platform providers may process technical information such as IP addresses, browser details and service logs.
Please provide only information relevant to your enquiry or application. Never upload classified information or passwords. Provide identity documents or financial account details only if our team specifically requests them through an appropriate process. Obtain permission before providing another person’s personal information, such as a referee’s contact details.
3. How we collect information
We collect information you provide through application forms, email, telephone conversations, meetings and other business communications. We may also receive information from people you authorise, such as referees or representatives, or from clients and other parties involved in a recruitment or service engagement.
You may choose not to provide information, but this may limit our ability to respond, assess an application or arrange an engagement. Contact us if you want to discuss providing information another way.
4. Why we use information
We use relevant personal information to respond to enquiries, assess suitability for opportunities, communicate about applications and future roles, coordinate recruitment and engagements, deliver services, administer our business relationships and address applicable legal or contractual requirements.
Contact us if you no longer want to be considered for future opportunities or receive recruitment communications. You can also use an unsubscribe option where one is provided.
6. Platforms and overseas processing
HubSpot CRM is our primary system of record for candidate information. Our HubSpot candidate records are hosted in the United States. This means information submitted through our recruitment forms may be transferred to and stored in the United States.
We use Microsoft 365 for communication and collaboration, and enterprise versions of OpenAI services for business support. Our websites are provided through ChatGPT Sites and Cloudflare hosting infrastructure. Information handled through these services may be processed outside Australia, depending on the service, our account configuration and the provider’s infrastructure and support arrangements.
The United States is a confirmed storage location for our HubSpot candidate records. Microsoft 365 and OpenAI enterprise processing locations depend on the relevant service configuration; we do not represent that all information is stored exclusively in Australia. Contact us if you need more information about a particular platform or processing location before providing personal information.
7. How long we keep records
We retain candidate records in HubSpot for ongoing recruitment and future contract opportunities. We do not currently apply a fixed automatic deletion period; our current practice is to retain candidate records unless deletion is specifically requested.
You can request deletion by contacting us. We will consider the request, including whether any information must be retained for applicable legal, contractual, dispute-management or recordkeeping reasons. Deleting a record from an active system may not immediately remove copies held in backups or records independently held by a client or other recipient.
Retention remains subject to applicable law, including any requirement to destroy or de-identify information when it is no longer needed for a permitted purpose and no retention exception applies.
8. Storage and security
We use business platforms to store and manage records. The security and privacy of information depend on both Azooa’s handling practices and the systems used to process it. No online service or transmission method can be guaranteed completely secure.
If you believe personal information has been sent to us in error, accessed inappropriately or disclosed without authorisation, contact our team promptly so the issue can be investigated.
9. Access, correction and deletion requests
You can ask to access or correct personal information we hold about you, update your recruitment preferences, stop recruitment communications or request deletion of your candidate record. Use our contact form to describe your request and provide enough information for us to locate your record.
We may need to verify your identity before acting on a request. Please do not send identity documents unless we explain what is needed and how to provide it. Requests are considered subject to applicable law, including any limitations on access or requirements to retain particular records.
10. Websites, forms and the installable app
Our careers application form is provided through HubSpot. Our main website’s enquiry form prepares a message in your own email application; the page does not send the message automatically. Information reaches us when you submit an application or send a message using the relevant service.
Browsers, hosting platforms and embedded third-party services may use cookies, local storage or similar technologies to provide their functions. Your browser settings can restrict these technologies, although doing so may affect forms or other features.
Installing the careers web app adds convenient access from your device. Its offline support stores a basic offline page and branding assets, rather than application submissions or candidate profiles. An internet connection is needed for current roles and applications. External websites linked from our sites have their own privacy practices.
11. Questions and complaints
For a privacy question or complaint, use our contact form or call 1300 169 783. Please describe what happened, the information involved and the outcome you are seeking. Our team will review the matter and communicate with you about its handling.
If your concern is not resolved, you can contact the Office of the Australian Information Commissioner (OAIC) for information about available complaint options. Visit oaic.gov.au/privacy/privacy-complaints.
12. Updates and contact details
We may update this policy as our services, systems or information-handling practices change. The date shown above identifies the latest published version.
Azooa Pty Ltd • Contact us through our contact form • 1300 169 783 • Level 8, 121 Marcus Clarke Street, Canberra ACT 2600.
Talk to us about privacy
Use our contact form or call 1300 169 783.
OAIC privacy complaint information ↗