Privacy Policy

Personal Information We Collect

The type of personal information Kodez collects depends on your relationship with us:

Prospective and current clients

Name, address, email address, phone number, interests, details of your dealings with us, and feedback you provide.

Suppliers

Name, address, email address, phone number, business records, details of goods and services provided, and financial information.

Job candidates

Name, address, email address, phone number, gender, age, employment history, references, résumé, medical history, emergency contacts, tax file details, qualifications, and payment information.

Referees

Name, contact details, employment information, and professional opinions provided about a candidate.

Website visitors

Identifiable information you submit (name, email, phone, address) as well as automatically collected usage data as described in our Cookies Policy.

Office visitors

Name, phone number, visit date and time, the person you visited, surveillance data (video/audio), travel history, and health information where relevant.

Where necessary and with your consent, Kodez may also collect sensitive information such as criminal background check results.

How Personal Information Is Collected

We collect personal information through:

• Direct provision by you
• Employment applications and recruitment processes
• Your use of our website
• Visits to our offices
• Email and web-form contact
• Referees and referral sources

Why We Collect Your Personal Information

We collect and use personal information primarily to provide you with products or services you have requested and to perform our contractual obligations. We also use it to:

• Respond to enquiries and requests
• Verify your identity
• Send newsletters and marketing communications (where you have consented)
• Facilitate event participation
• Carry out recruitment and employment activities

Disclosure of Your Personal Information

We disclose personal information for the purposes for which it was collected, related secondary purposes, or with your consent. We may also disclose information to:

• Professional advisers and insurers
• Third-party service providers engaged to help us operate our business
• Regulatory bodies and law enforcement where required by law

Our third-party service providers include analytics and marketing platforms such as Google Analytics and Mailchimp. These providers are required to handle your data in accordance with applicable privacy laws.

Cross-border Disclosure of Personal Information

Some of our third-party service providers are located outside Australia, commonly in the United States. Before disclosing personal information overseas, Kodez takes reasonable steps to ensure that recipients protect your information to the same standards that apply in Australia and use it only for the disclosed purposes.

Integrity and Security of Your Personal Information

Kodez takes reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access. Our measures include password-protected electronic systems and restricted staff access. Third-party storage providers are required to implement appropriate technical and organisational safeguards.

Kodez excludes liability for unauthorised access to the extent permitted by law. You must notify us immediately if you become aware of any security breach involving your personal information.

Links to Other Websites

Our website may contain links to third-party websites. Kodez is not responsible for the privacy practices of those sites and encourages you to review their privacy policies before providing any personal information.

Accessing Your Personal Information

You may request access to, or correction of, personal information we hold about you by writing to us at the contact details below. We will verify your identity before processing the request. In some cases, a fee may apply or access may be refused as permitted under the Privacy Act 1988 (Cth).

Notifiable Data Breaches Scheme

If personal information is lost or subject to unauthorised access or disclosure that is likely to result in serious harm, Kodez will investigate and — where required — notify affected individuals and the Australian Information Commissioner as required under the Notifiable Data Breaches scheme.

Making a Complaint

If you wish to make a privacy complaint, please provide us with:

• Your name and contact details
• A description of your complaint and when it occurred
• The names of any staff members involved
• Any supporting evidence
• The outcome you are seeking

Our Privacy Officer will acknowledge your complaint, investigate, and respond within 28 days (or provide a timeline update if more time is needed). If your complaint is not resolved to your satisfaction, you may escalate it to the Office of the Australian Information Commissioner (OAIC):

• Phone: 1300 363 992
• Website: oaic.gov.au

Changes to This Privacy Policy

Kodez may update this policy from time to time. Changes take effect upon posting to our website. Continued use of our website or services constitutes acceptance of the current policy.