Privacy Policy – Job Application Portal

Pinaka Technology Solutions Pty Ltd, Virtuoso Consulting Pty Ltd and A Square Consulting Group Pty Ltd (“we”, “our” or “the Group”) collect, use, store and disclose personal information submitted through our Job Application Portal and during recruitment activities.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Information We Collect

We may collect:

• Contact details, location, citizenship, residency and work-right status
• Résumés, CVs, cover letters, selection criteria responses and other uploaded documents
• Qualifications, certifications, skills, employment and project history
• Referee details, security clearance status, availability and remuneration expectations
• Information provided during interviews or recruitment communications
• Sensitive information, such as health, disability or criminal-history information, where relevant and legally permitted
• Technical information such as IP address, browser, cookies and Portal usage data

2. How We Use Your Information

We may use your information to:

• Assess your suitability for employment or contracting opportunities
• Match, rank, categorise or shortlist candidates against role requirements
• Communicate with you about applications, interviews and placements
• Prepare candidate submissions for clients
• Conduct reference, background or security-clearance processes
• Manage recruitment, onboarding and engagements
• Consider you for future suitable opportunities
• Meet legal, contractual and regulatory requirements
• Improve our recruitment services and systems

3. Artificial Intelligence

We use artificial intelligence (AI), machine learning and automated tools to assist our recruitment processes.

AI may be used to:

• Parse and analyse résumés, CVs and application documents
• Extract and summarise skills, qualifications and experience
• Compare candidates against job descriptions or selection criteria
• Assist with matching, scoring, ranking, categorisation or shortlisting
• Generate candidate summaries, assessments or recommendations
• Support other recruitment and administrative activities

Personal information and files you submit may be transmitted to or processed by AI and technology service providers, including functionality within our Applicant Tracking System and other third-party AI services.

This may include information contained in your résumé, application documents, employment history, qualifications, candidate profile and recruitment communications.

AI-generated information may include summaries, inferred skills, suitability indicators, rankings or assessments.

AI is used to assist our recruiters and decision-makers. We seek to maintain appropriate human review where an AI-generated assessment may materially affect a recruitment decision.

4. Disclosure

We may disclose relevant personal information to:

• Clients, prospective clients and Australian Government agencies considering candidates
• Reference, background-check and security-clearance providers
• Recruitment and technology providers, including Manatal
• AI, cloud, document-processing and IT service providers
• Professional advisers and regulatory authorities where required

We expect service providers handling personal information on our behalf to maintain appropriate confidentiality, security and privacy protections.

5. Storage, Security and Overseas Processing

Candidate information is primarily managed through Manatal, our cloud-based Applicant Tracking System.

Some of our technology and AI providers operate outside Australia. Information submitted through the Portal may therefore be stored, accessed or processed overseas, including in the United States.

We take reasonable steps to protect personal information from misuse, loss, unauthorised access, modification or disclosure.

6. Retention

We may retain applicant information after a recruitment process to consider you for future opportunities and to meet legal, contractual, audit and operational requirements.

You may ask us not to consider you for future roles or request deletion of your information, subject to any legal or contractual retention requirements.

7. Access and Correction

You may request access to, or correction of, personal information we hold about you.

You may also contact us if you have questions or concerns about the use of AI in relation to your application.

8. Privacy Enquiries and Complaints

Privacy Officer
Pinaka Technology Solutions Pty Ltd
Email: [email protected]
Phone: +61 2 5115 1000
Address: 1/33 Allara Street, Canberra ACT 2601

If you are not satisfied with our response to a privacy complaint, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

9. Updates

We may update this Privacy Policy from time to time to reflect changes in law, technology, service providers or recruitment practices. The current version will be available through our Portal.