Effective Date: April 27, 2026

1. Introduction

This Privacy Policy describes how EmployForm (“we,” “us,” or “our”) collects, uses, and shares the personal information of individuals who apply for employment with us (referred to as “Applicants” or “you”).

By submitting your application and personal information, you acknowledge that you have read and understood this Privacy Policy.

2. Information We Collect

We collect personal information that you voluntarily provide when you submit a job application and throughout the recruitment process. This may include, but is not limited to, the following categories:

Contact Information

Name, address, phone number, email address.

Application Information

CV/resume, cover letter, employment history, job title, salary expectations, education, qualifications, licenses, and certifications.

Assessment Data

Information generated from interviews, tests, and assessment exercises.

Reference Information

Information provided by your nominated references.

Background Check Data

Where permitted by law and relevant to the role — may include criminal history or driving records.

Legal / Right-to-Work Data

Citizenship, visa, or work authorisation status.

Self-Identification Data (Optional)

Demographic information such as race, ethnicity, gender, veteran status, and disability status — for diversity monitoring only and where permitted by law.

Website / System Use Data

Technical data such as IP address and browser type, collected if your application is submitted online.

Note on optional data: You are not required to provide self-identification data, and your application will not be adversely affected if you choose not to.

3. How We Use Your Information

We use the personal information collected from job applicants for legitimate business and recruitment purposes, including:

1

To process and evaluate your application for the specific role(s) for which you apply.

2

To assess your qualifications, skills, and suitability for employment.

3

To conduct reference checks and, if necessary, background checks.

4

To communicate with you regarding your application, the recruitment process, and future opportunities.

5

To comply with legal, regulatory, or other requirements (e.g. diversity monitoring, anti-discrimination laws, visa requirements).

6

To manage and improve our recruitment and hiring processes.

7

To defend our legal rights and interests.

4. Disclosure and Sharing of Your Information

We may share your personal information with the following parties:

Internal Personnel

Relevant employees, managers, and HR staff involved in hiring decisions and the recruitment process.

Service Providers

Third-party vendors such as recruitment software providers, background check agencies, and assessment providers — all contractually bound to protect your data.

Legal Requirements

When required by law, court order, subpoena, or government authority.

Business Transfers

In connection with a merger, sale, acquisition, or transfer of all or part of our business or assets.

5. Data Security and Protection

We implement appropriate technical and organisational security measures designed to protect the personal information we process. These measures are intended to ensure a level of security appropriate to the risk of processing your personal information.

6. Data Retention

We will retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including for satisfying any legal, accounting, or reporting requirements.

Successful Application

Your information will be retained and form part of your employee record.

Unsuccessful Application

We will typically retain your information for 1 year to consider you for future opportunities and comply with legal obligations. After this period, your data will be securely disposed of or de-identified. You may be asked to consent to a longer retention period.

7. Your Rights

Depending on your location and applicable law, you may have certain rights concerning your personal data:

Access

Request a copy of the personal information we hold about you.

Correction

Correct or update inaccurate or incomplete information.

Erasure

Request deletion of your personal information, subject to legal limitations.

Objection

Object to or restrict the processing of your personal information.

Withdraw Consent

Withdraw consent at any time where processing is based on your consent.

To exercise any of these rights, please contact us using the details in Section 9 below.

8. Changes to This Policy

We reserve the right to amend this Privacy Policy at any time. Any changes will be posted on this page with an updated “Effective Date.”

9. Contact Us

If you have any questions about this Privacy Policy or our data handling practices, please contact us:

Email: support@employform.com

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