Privacy Policy

1. Who we are

Rolebase is operated by Valiant Digital Pty Ltd, ABN 83 673 258 449 ("we", "us", "our"). This policy explains how we handle personal information on rolebase.com.au, on the job pages we build (for example yourbusiness.rolebase.com.au), and when we deliver our services.

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

2. Two kinds of people

We deal with two groups:

• Businesses who use Rolebase to hire staff, and their team members.
• Applicants who apply for a job through a Rolebase job page.

When you apply for a job, the business you're applying to is responsible for your application. We build and run the job page and form on their behalf.

3. If you're a business

What we collect

• contact details, such as your name, email, phone number and business details;
• information about the role you're hiring for, including pay, location and requirements;
• brand assets, photos and video you send us;
• access details for your Meta, domain or CRM accounts that you grant us;
• payment details, which are handled by Stripe (we see the card brand and last four digits, not the full number); and
• your signed engagement letter, including your name, signature, IP address, browser details and the time you signed.

How we use it

To build, launch and support your hiring system, take payment, keep records of our agreement, contact you about your campaign, and improve our services. With your permission, we may also feature your business in our marketing (see our Terms).

4. If you apply for a job

What we collect

• your name, mobile number and email address;
• your answers to the screening questions, for example your experience, licences, where you live and when you can start; and
• basic technical information, such as the page you came from and the device you used.

How it's used

Your application is sent to the business that's hiring, through their applicant sheet and their CRM. Your answers are used to give your application a score, so the business can see who best fits the role. A real person at the business decides who to contact and who to hire. The score never makes that decision on its own.

The business may contact you about the role by phone, SMS or email. If you have questions about what a business does with your application after that, contact them directly.

We use applicant information only to deliver and support the hiring system for that business. We don't use it to market our own services to you, and we don't sell it.

5. Cookies and ad tracking

Our website and job pages use cookies and similar tools to work properly and to measure how our ads perform. This includes the Meta Pixel, which tells Meta when someone visits a page or submits an application. This helps show the job to more people likely to be a good fit.

Meta may combine this with information it already holds about you, under Meta's own privacy policy. You can control this in your Facebook and Instagram ad settings, and you can block or delete cookies in your browser.

6. Who we share with

We only share personal information when we need to, with:

• the business you applied to (for applicants);
• Meta, for running and measuring ads;
• Google, where applicant sheets are kept;
• CRM providers, such as HighLevel or the CRM a business uses;
• Stripe, for payments;
• Vercel, which hosts our website and job pages;
• Supabase, which stores our client records and signed agreements; and
• email providers we use to send confirmations.

We may also share information if the law requires it. We never sell personal information.

7. Data stored overseas

Some of the providers above store data outside Australia, including in the United States. We choose reputable providers and take reasonable steps to make sure they protect your information.

8. Keeping it safe

We take reasonable steps to protect personal information from misuse, loss and unauthorised access. That includes encrypted connections, access limited to people who need it, and trusted providers. No system is perfectly secure, but we take it seriously.

If a data breach is likely to cause serious harm, we'll act quickly and notify the people affected and the Office of the Australian Information Commissioner where required.

9. How long we keep it

We keep business records for as long as we need them for our services and for legal, tax and accounting reasons. We don't keep applicant information longer than we need to deliver and support the hiring system. After that, it's deleted or de-identified. The business that's hiring may keep your application under its own policies.

10. Your choices and rights

You can ask us to:

• tell you what personal information we hold about you;
• correct it if it's wrong; or
• delete it, where we're not required to keep it.

If you're an applicant, we may pass your request to the business you applied to, as they hold your application. We'll reply within 30 days. We may need to confirm who you are first.

11. Complaints

If you're unhappy with how we've handled your information, please contact us first and we'll try to fix it. If you're still not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

12. Changes and contact

We may update this policy from time to time. The version on this page applies from the date shown at the top.