Privacy Policy
Matchbox Talent is a small, local recruitment agency. We collect only what we need, keep it secure, and never sell it. This page explains how we handle your personal information.
01Who we are
Matchbox Talent (ABN 98 254 951 400) is a recruitment agency based in Holroyd, NSW 2142, Australia. We provide fixed-fee recruitment services to small and medium businesses in Parramatta and Western Sydney, and match local candidates to those roles.
In this policy, "we", "us" and "our" refers to Matchbox Talent. "You" means anyone whose personal information we hold, including employers, hiring managers, candidates, referees, referrers, and website visitors.
Matchbox Talent is a small business. The owner handles all privacy matters personally, and is the first point of contact for anything on this page.
We have written this policy to align with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). As a small business, we are not currently bound by the Act, but we follow the same principles because we think that is the right way to handle someone's information.
02What we collect
We collect the following types of personal information:
| Who | What we collect | When |
|---|---|---|
| Employers | Business name, ABN, contact name, work email, phone, the roles you need, and notes from our calls | When you submit a role, enquire, or book a call (via Cal.com) |
| Candidates | Name, email, phone, resume, work history, qualifications, salary expectations, referee details, interview notes, and your work rights if you tell us | When you apply for a vacancy or join our talent pool |
| Referees | Name, employer, role, and contact details | From the business, individual, or candidate who nominated you |
| Referrers | Your name and email, the name and email of the person you referred, and (for business referrals) the business name | When you submit a referral form |
| Website visitors | Anonymous technical data and a reCAPTCHA risk score (to stop spam) | Whenever you load a form page |
Where it comes from
Most of what we hold comes from you. Sometimes it comes from a referee you have nominated, or from a public profile, such as LinkedIn, that you have made available.
What we do not do
We do not verify work rights, qualifications, or criminal history. We do not run police checks or credit checks. If a role requires a specific check, the employer runs it.
Sensitive information
We do not ask for sensitive information, such as health details, religious beliefs, or union membership. Please leave it out of your resume.
If you send it anyway, we will treat that as your consent to use it only to assess your suitability for a role, or to arrange an adjustment you have asked for. You can ask us to delete it at any time.
Is providing it voluntary?
Yes. But if you do not provide what we ask for, we may not be able to assess your application, tell you about roles, or provide our services. If you are not sure what is required, email [email protected] (employers) or [email protected] (candidates).
03Why we collect it
We use your information to:
- Match you with roles, or match candidates to your role.
- Contact you about a job, an application, or your hiring needs.
- Follow up referees you have nominated.
- Meet our legal and record-keeping obligations.
- Respond to complaints or disputes.
- Improve our service and our site.
We contact people directly. We do not run mailing lists, we do not send bulk marketing, and we do not use your information for automated decision-making. If you want us to stop contacting you, tell us and we will.
04AI tools
We may use AI tools, such as ChatGPT (OpenAI) and Claude (Anthropic), to help review applications. When we do, we remove your name, email address and phone number before sharing anything with those tools, and we check what we share to strip out other identifying details where we can. A resume can still contain details we cannot remove. Tell us if you would rather we did not use AI tools on your application.
We use business and API tiers of these services, which do not use submitted data to train their models.
AI does not make decisions. Every application is read and decided by a person. AI is a reading aid, not a screener.
We run a privacy impact assessment before adopting any new AI tool, and we will update this policy if our use of AI changes in a way that affects how your information is handled.
If you would prefer we handle your application manually, email [email protected]. It will not count against you.
05Who we share with
We share your information only in these limited circumstances:
- Employers. We ask your permission, by email or message, before sending your details to an employer, and we tell you what is being shared. We do not send your contact details without your say-so.
- Referees. We only contact referees that a business, an individual, or a candidate has named. If you are a candidate, please let your referees know first.
- Service providers. Google, Cloudflare, and Mailbux process data on our behalf to run the site and send email. They are bound to keep it confidential.
- Referral partner. If you ask us to introduce you to TeamDev360, our staff leasing partner, we will share your details with them, but only on your explicit request.
- Cal.com. Our booking link uses Cal.com to schedule calls. When you book a call, your name, email, and any notes you provide are stored by Cal.com. Cal.com's Privacy Policy applies to that data.
- Government or regulators. Only if the law requires it.
We never sell your information. We do not sell, rent, or trade personal information to marketers, data brokers, or anyone else.
If you refer someone to us, make sure you have their permission before you send us their name and email. We will only contact them about the referral.
06Overseas disclosure
Some of the services we use store data outside Australia. By using our website and submitting your information, you consent to your information being stored and processed in the following locations:
| Service | Purpose | Location |
|---|---|---|
| Google Workspace (Sheets, Drive) | Data storage | United States and other countries |
| Google reCAPTCHA | Spam and abuse prevention | United States |
| Google Fonts | Typography | United States |
| Cloudflare | Website hosting and delivery | Global edge network |
| Mailbux | Email delivery and storage | Finland and Germany |
| Cal.com | Appointment scheduling | United States |
| OpenAI (ChatGPT) | AI-assisted application review | United States |
| Anthropic (Claude) | AI-assisted application review | United States |
Our application form asks for your consent to this. The Privacy Policy itself sets out who those recipients are and what protections apply.
You can choose not to consent. If you do not consent, we may not be able to process your application through those tools. We will still find another way to help. Just contact us.
07How we store it
Email. Hosted by Mailbux, on servers in Finland and Germany. Mailbux does not use email data to train AI models.
Files. Resumes and notes are kept in a restricted Google Drive folder, accessible only to Matchbox Talent's owner and authorised personnel. Access is granted on a need-to-know basis and revoked when it is no longer required. Google may store data in the United States and other countries.
This website. All traffic is served over HTTPS. Form submissions are transmitted securely and protected by Google reCAPTCHA v3 to prevent abuse.
08How long we keep it
We keep personal information only as long as we need it:
| Record type | Retention period | Reason |
|---|---|---|
| General enquiries | 12 months | To respond and follow up |
| Candidate records | 2 years from last contact | To match you with future roles |
| Client records | 2 years from the end of the work | Ongoing relationship management |
| Referrals | 12 months from submission, or the placement retention period if a placement results | To track referral rewards |
| Invoices and payment records | 5 to 7 years | Required by Australian tax law and corporations law |
You can ask us to delete your information sooner. We will, unless the law says we have to keep it. We cannot delete copies we have already given to an employer.
09Security and breaches
We take reasonable steps to protect your information, and we rely on the security of the providers we use. Access to resumes and notes is limited to authorised personnel on a need-to-know basis.
If a data breach is likely to cause serious harm, we will tell the people affected and the Office of the Australian Information Commissioner (OAIC).
10Your rights
You can:
- See the personal information we hold about you.
- Correct anything that is inaccurate, incomplete, or out of date.
- Ask us to delete your information, unless we are legally required to keep it.
- Withdraw consent for us to hold your resume or put you forward for roles.
- Complain about how we have handled your information.
Email [email protected], or [email protected] if you're a candidate. We reply within 30 days. If we cannot give you access, we will explain why.
Quick deletion: if you want us to delete your candidate record, reply to any email from us with the word "delete" and it is done. No forms, no fuss.
11Complaints
Email [email protected]. We will confirm we have received it within 5 business days and reply in writing within 30 days.
If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC):
- Website: oaic.gov.au
- Phone: 1300 363 992
- Post: GPO Box 5218, Sydney NSW 2001
12Contact us
Questions about this policy or how we handle your information:
- Employers: [email protected]
- Candidates: [email protected]
- General: [email protected]
- Phone: +61 420 984 785
- Post: Matchbox Talent, Holroyd NSW 2142, Australia
We may update this policy from time to time. When we do, the "Last updated" date at the top of this page changes, and the current version is always the one on this website.