PRIVACY POLICY

Privacy Policy
Once Collective Pty Ltd (ABN 14 674 548 059)
Once Collective Pty Ltd (“Once Collective”, “we”, “us”, “our”) respects your privacy
and is committed to handling your personal information in accordance with the
Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
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This Privacy Policy explains how we collect, use, store and disclose personal
information in connection with our services.

1. Information We Collect
We may collect the following types of personal information:
● Clients & Founders: name, contact details, business details, payment
information, professional history, preferences, and communications with us.
● Candidates & Talent (via our founders or directly): name, contact details,
career history, qualifications, references, right-to-work status, assessment
results, and other recruitment-related information.
● Suppliers & Partners: business name, contact details, ABN/ACN, bank
details, and communications.
● Website & Digital Interactions: IP address, device information, browser
data, website usage statistics, and cookies.
● BEYOND (HBDI) Profiling: insights derived from our proprietary behavioural
profiling methodology. This is not psychometric testing, skills testing, or
medical assessment. It involves collecting information about communication
preferences, decision-making styles, and professional behaviours to assist
with recruitment and leadership development.
We only collect personal information necessary to provide our services or to comply
with legal obligations.

2. How We Collect Information
We may collect personal information directly from you when you:
● engage Once Collective to provide services;
● communicate with us (via email, phone, online forms, social media, or
meetings);
● visit our website; or
● apply for a role through our founders’ recruitment businesses.
We may also collect personal information from third parties such as:
● referees, background check providers, or publicly available sources (e.g.
LinkedIn);
● business partners, contractors, or affiliates (with consent).

3. Why We Collect and Use Information
We collect, hold, use and disclose personal information for purposes including:
● delivering our recruitment and advisory services;
● managing relationships with our founders, clients, candidates, and suppliers;
● assessing candidate suitability for roles;
● marketing our services, newsletters, or events (with the option to opt out);
● improving our website and user experience;
● complying with our legal and regulatory obligations;
● providing founders and clients with BEYOND profiling insights to support
leadership development, team performance, and candidate fit.

4. Disclosure of Information
We may disclose personal information to:
● founders within the Once Collective group;
● clients and prospective employers, for recruitment purposes;
● service providers such as IT, payroll, legal, insurance, and marketing
contractors;
● regulatory bodies or government authorities where required by law.
Some service providers may be located overseas. If so, we take reasonable steps to
ensure your information is handled in accordance with the APPs.

5. Data Storage and Security
We take reasonable steps to protect personal information from misuse, interference,
loss, unauthorised access, modification, or disclosure. This includes:
● secure electronic databases;
● access controls and password protection;
● confidentiality obligations for our staff and contractors.
However, no system can be guaranteed 100% secure. You acknowledge that you
provide information at your own risk.
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6. Access and Correction
You may request access to or correction of the personal information we hold about
you by contacting us (see Section 9). We will respond within a reasonable timeframe
and may require verification of your identity.
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In certain circumstances, we may refuse access or correction as permitted by law.

7. Cookies and Website Tracking
Our website may use cookies and similar technologies to improve your browsing
experience, analyse traffic, and deliver relevant advertising. You can adjust your
browser settings to reject cookies, but some website features may not function
properly.

8. Marketing Communications
We may use your personal information to provide you with updates, insights, or
promotional content. You may opt out of receiving marketing communications at any
time by clicking “unsubscribe” in our emails or contacting us directly.

9. Contact Us
If you have any questions, concerns, or complaints about how we handle your
personal information, please contact us:
Once Collective Pty Ltd
Email: privacyofficer@oncecollective.com.au
We will investigate and respond to complaints within a reasonable timeframe.
If you are not satisfied with our response, you may contact the Office of the Australian
Information Commissioner (OAIC) at www.oaic.gov.au.

10. Use of AI Tools
To enhance our recruitment and advisory services, we may use secure artificial
intelligence (AI) tools, including language models (e.g. ChatGPT) and transcription software
(e.g. Quil.ai, Fireflies.ai), to summarise, transcribe and organise candidate and client information.
These tools may be used to:
● Prepare summaries of CVs, interviews, and candidate notes for presentation
to clients;
● Document and summarise client meetings or candidate reference checks;
● Assist with report writing or proposal drafting.
These tools are used solely to support our internal recruitment processes and
improve service delivery. They do not make any automated hiring decisions, and all
information is handled in line with our confidentiality obligations and the Australian
Privacy Principles.
Where applicable, we may seek your consent to process your personal information
using AI tools. You may request that we refrain from using such tools in relation to
your data at any time.

11. Updates to This Policy
We may update this Privacy Policy from time to time. Any changes will be published
on our website with an updated effective date.