PRIVACY POLICY

Amlode Employment Services
ABN 64 957 718 015
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1. About this Privacy Policy

Amlode Employment Services ("Amlode", "we", "us" or "our") respects the privacy of our clients, prospective clients and website visitors.

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This Privacy Policy explains how we collect, use, store, disclose and protect personal information obtained through our website, services and business activities.

Amlode operates from Tuggerah, New South Wales and provides resume writing, cover letter writing, selection criteria writing, LinkedIn optimisation, career document services and related employment application services to clients in Australia and internationally.

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We seek to manage personal information responsibly and in accordance with applicable Australian privacy legislation and recognised privacy practices, including principles reflected in the Privacy Act 1988 (Cth) and Australian Privacy Principles where they apply.

By using our website, submitting information to us, requesting a review, purchasing a service or otherwise dealing with Amlode, you acknowledge the information-handling practices described in this Privacy Policy.

This Privacy Policy does not limit any rights or remedies that cannot lawfully be excluded under applicable legislation.

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2. Personal Information We Collect

The nature of our services means that clients provide us with detailed professional and employment-related information.

Depending on the service requested, we may collect information including:

• your full name;

• residential or postal address;

• telephone number;

• email address;

• LinkedIn profile URL;

• employment history;

• current and previous employer or company information;

• position titles, responsibilities and career achievements;

• education and qualifications;

• licences, registrations and certifications;

• referee names and contact information;

• career objectives and employment preferences;

• existing resumes, cover letters, selection criteria and other application documents;

• job advertisements or position descriptions you wish to apply for;

• correspondence relating to your employment applications;

• information provided through questionnaires, forms, emails, consultations or conversations with us; and

• any other information or documentation reasonably provided or required for us to perform the service you have requested.

We do not ordinarily request government identifiers such as Tax File Numbers, Medicare numbers, passport numbers or driver's licence numbers and clients should not provide this information to us under any circumstances.

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3. Sensitive Information

Amlode does not ordinarily request sensitive personal information such as medical information, health information, racial or ethnic origin, political opinions, religious beliefs, sexual orientation, criminal history or trade union membership.

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However, clients control the documents and information they provide to us. Information of this nature may occasionally be included voluntarily within an existing resume, employment document or other material supplied to us.

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Where sensitive information is voluntarily provided, we will only use or disclose it to the extent reasonably necessary to provide the requested service or where otherwise permitted or required by law.

Clients are encouraged not to provide sensitive or unnecessary personal information unless it is genuinely relevant to their employment application.

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4. Information About Other People

Clients may provide information concerning referees, former managers, colleagues, employees, business contacts or other individuals.

When providing another person's personal information to Amlode, you represent that you are authorised or otherwise entitled to provide that information for the purpose for which it is supplied.

You should not provide personal information about another person where doing so would breach an obligation of confidence, privacy obligation, contractual obligation or applicable law.

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5. How We Collect Personal Information

Personal information may be collected when you:

• complete a form on our website;

• upload documents through our website;

• submit a resume for a free resume review;

• place an online order;

• email documents or information to us;

• communicate with us by SMS or telephone;

• communicate with us in person;

• provide information during the delivery of a service;

• request changes or revisions to documents;

• subscribe to our newsletter; or

• otherwise voluntarily provide information to us.

Our website is operated using the Wix platform. Wix and related website technologies may also collect technical information relating to visits to our website.

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6. Why We Collect and Use Personal Information

We may collect, hold and use personal information for purposes including:

• assessing enquiries and service requirements;

• providing resume writing and employment application services;

• reviewing and improving resumes, cover letters, selection criteria and LinkedIn content;

• preparing quotes and processing orders;

• communicating with clients throughout an order;

• preparing, reviewing and revising client documents;

• maintaining records of work previously completed;

• responding to client questions, feedback or complaints;

• processing payments and maintaining financial records;

• issuing invoices and receipts;

• providing free resume reviews;

• managing appointments, correspondence and administrative functions;

• managing disputes, chargebacks, suspected fraud or legal claims;

• maintaining the security of our systems and services;

• managing our relationship with subcontractors and service providers;

• conducting analytics relating to website performance and use;

• sending newsletters or marketing communications where permitted;

• complying with legal, regulatory, taxation or accounting requirements;

• protecting our lawful rights and interests; and

• facilitating a restructure, sale or transfer of all or part of the business where reasonably required.

We will not sell or rent client personal information to third parties for their own independent marketing purposes.

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7. Payments

Payments may be processed using third-party payment providers including Stripe, PayPal, Afterpay and Zeller. Clients may also pay by direct bank transfer.

Payment providers may collect information necessary to process transactions in accordance with their own privacy policies and terms.

Amlode does not directly receive or store complete credit card or debit card numbers used through third-party payment processors.

We may retain transaction details, invoice information, payment status and accounting records relating to a purchase.

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8. Subcontracted Resume Writers

Amlode may engage subcontracted resume writers or other contractors to assist with the provision of client services.

A client's information may be provided to a subcontractor where reasonably required for that contractor to complete or assist with the client's order.

Access is intended to be limited to the information reasonably required for the assigned work.

Subcontractors are subject to confidentiality obligations relating to information made available to them.

While many services are undertaken directly by Amlode, contractors may be located within Australia or overseas.

Where an overseas contractor is involved, personal information may be accessed or processed outside Australia.

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9. Third-Party Platforms and Service Providers

Amlode uses third-party technology and service providers to operate the business.

These may include website hosting playforms, email playforms, accounting platforms, design platforms, email marketing and newsletter platforms, CRM systems, meeting transcription platforms, AI platforms for spelling and grammar review, various payment processing systems, and other administrative, storage, security and business technology providers.

These providers operate under their own privacy policies, information-security arrangements and terms of service.

Personal information may be processed by these providers where reasonably necessary for Amlode's business operations or provision of the requested service.

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10. Use of Artificial Intelligence and Automated Tools

Amlode may use artificial intelligence, machine-learning or automated tools as part of our administrative and document-development processes.

Examples may include marketing, spelling and grammar review, transcription, email assistance, research and analysis.

Where reasonably practicable, Amlode seeks to limit the information provided to external systems to what is relevant to the task being performed. No identifiable or contact information will be uploaded to any such platform by Amlode.

Third-party AI providers may process information using infrastructure located outside Australia and their own privacy and data-processing terms apply to their handling of information.

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11. Recording and Transcription of Meetings

Amlode may use transcription or note-taking technology, including Otter.ai, in connection with consultations or meetings.

Where a private conversation is to be recorded or transcribed, Amlode will provide notice or obtain consent where required by applicable law.

Clients who do not wish to participate in a recorded or transcribed conversation may advise Amlode before or during the consultation.

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12. Overseas Disclosure and Processing

Amlode operates in Australia but some contractors, software providers, cloud platforms and technology providers may be located overseas or process data using overseas infrastructure.

Personal information may therefore be accessed, stored or processed outside Australia, including in the United States and other jurisdictions in which our contractors, technology providers or their infrastructure operate.

The particular countries involved may change as cloud infrastructure, subprocessors and contractor arrangements change.

Where you are located outside Australia, information supplied to Amlode will ordinarily be transferred to and processed in Australia and may also be processed in other countries through the providers described in this policy.

Privacy laws in another jurisdiction may provide different protections from Australian law.

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13. Storage and Retention

Personal information may be stored through Gmail and related systems, our CRM system, local password-protected computers, external backup drives and third-party technology providers used by Amlode.

Amlode maintains long-term records of client work because clients frequently return for revisions, career updates or new services.

Completed resumes and other project documents, correspondence, enquiries, free resume review submissions and related records may therefore be retained for an extended period and, in some cases, indefinitely unless deletion is requested or Amlode determines that the information should no longer be retained.

Financial, accounting, invoice and transaction records may be retained for periods required for taxation, accounting, business administration, dispute management or legal purposes.

Where a client requests deletion, Amlode will take reasonable steps to delete personal information that is no longer reasonably required and is not subject to a legal, accounting, security, dispute-resolution or other legitimate retention requirement.

Some information may remain temporarily within backup systems until those backups are overwritten or securely retired.

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14. Security

Amlode takes reasonable administrative, physical and technical measures designed to protect personal information against loss, misuse, interference, unauthorised access, unauthorised disclosure or modification.

Measures used by Amlode may include:

• password-protected computers;

• device PIN or authentication controls;

• two-factor authentication;

• restricted access to client information;

• controlled subcontractor access;

• data backups;

• confidentiality obligations for staff and subcontractors; and

• locked physical premises.

No transmission or storage system can be guaranteed to be completely secure.

Clients acknowledge that information transmitted through email, websites, cloud platforms and other electronic systems may carry risks outside Amlode's reasonable control.

If Amlode becomes aware of a data-security incident, we will assess and respond to it in accordance with applicable legal requirements and our internal data-breach response procedures.

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15. Cookies, Analytics and Tracking Technologies

Our website may use cookies, pixels and similar technologies for website functionality, security, analytics, marketing and performance measurement.

Technologies currently or potentially used by the website include Wix Analytics, Google Analytics and the Meta Pixel.

These technologies may collect information such as browser type, device information, IP address, pages visited, interactions with the website, referral source and other technical or usage information.

Our website uses a cookie consent mechanism. Depending on the technology and your location, you may be able to accept, reject or manage non-essential cookies through the available cookie settings.

You can also restrict cookies through your web browser, although doing so may affect some website functionality.

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16. Email Marketing and Newsletters

Amlode uses an external email marketing platform to manage newsletters and marketing communications.

We may send marketing communications where you have consented to receive them or where otherwise permitted by applicable law.

Marketing communications will provide an unsubscribe mechanism.

You may withdraw your consent or ask to be removed from marketing communications at any time by using the unsubscribe function provided or by contacting amy@amlode.com.au.

Unsubscribing from marketing does not prevent Amlode from sending non-marketing communications reasonably necessary to complete an active order, respond to an enquiry, issue an invoice or administer an existing client relationship.

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17. Testimonials and Reviews

Amlode may display reviews and testimonials that have been published publicly by clients, including Google reviews.

Where a review has already been made publicly available by the reviewer, Amlode may reproduce or refer to that review for promotional purposes with attribution consistent with the original publication.

If you have published a review and would prefer that Amlode not reproduce it on our website or marketing channels, you may contact us and request its removal.

Amlode will not publish private resume excerpts, photographs, detailed client success stories or private employment outcomes for promotional purposes without the client's permission.

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18. Third-Party Websites and Services

Our website may contain links to external websites, platforms or services.

Amlode does not control the privacy, security or information-handling practices of independent third parties.

You should review the privacy policy and terms of any third-party service before providing personal information to it.

To the maximum extent permitted by law, Amlode is not responsible for the independent privacy practices, acts or omissions of third-party websites or services that are outside our reasonable control.

Nothing in this section excludes liability that cannot lawfully be excluded.

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19. Accessing or Correcting Your Information

You may contact Amlode to request access to personal information we hold about you or to ask us to correct information that is inaccurate, incomplete or out of date.

We may request reasonable proof of identity before providing access, making significant changes or processing a deletion request.

We may decline or limit a request where permitted or required by law, including where providing access would unreasonably affect another person's privacy, disclose confidential information or interfere with legal rights.

Where appropriate, we will explain the reason for declining a request.

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20. Requesting Deletion

You may ask us to delete personal information or client documents by contacting amy@amlode.com.au.

Where there is no legal, financial, contractual, security, dispute-resolution or other legitimate reason to retain the information, we will take reasonable steps to delete it from active systems.

Deletion from backup systems may occur through the ordinary backup rotation or replacement process rather than immediately.

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21. Privacy Complaints

If you believe Amlode has mishandled your personal information, please contact:

Privacy Contact
Amlode Employment Services
ABN 64 957 718 015
Unit 7, 3 Fleet Close, Tuggerah NSW 2259
Email: amy@amlode.com.au

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Please provide enough information for us to understand the issue and investigate it.

We may request further information where reasonably required.

We will consider privacy complaints within a reasonable period and seek to provide an appropriate response.

Where the Privacy Act or another regulatory framework applies to the circumstances, you may also have a right to raise the matter with the relevant regulator.

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22. Data Breaches

A data breach may occur where personal information is lost, accessed without authority or disclosed without authority.

Where Amlode becomes aware of a suspected data breach, we will take reasonable steps to contain the incident, assess its circumstances and reduce potential harm.

Where Amlode is subject to a mandatory data-breach notification requirement, affected individuals and the relevant authority will be notified where required by law.

Amlode may also elect to notify affected individuals where notification is considered appropriate even where mandatory notification legislation does not apply.

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23. Business Transfers and Restructures

If Amlode is sold, merged, restructured or transferred, personal information may form part of the business records transferred to a purchaser, successor or professional adviser where reasonably necessary for the transaction.

Where appropriate, information will be subject to confidentiality arrangements during such a process.

Any successor will be responsible for handling transferred information in accordance with applicable law.

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24. Changes to this Policy

We may amend this Privacy Policy from time to time to reflect changes to our business, technology providers, contractors, services or legal obligations.

The current version will be published on our website with its effective date.

Where changes materially affect how we handle personal information, we may provide additional notice where appropriate.

Continued use of our services following publication of an updated policy does not waive any rights that cannot lawfully be waived.

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25. Contact

For privacy enquiries, access requests, correction requests, deletion requests or complaints, please contact:

Amlode Employment Services
ABN 64 957 718 015
Unit 7, 3 Fleet Close, Tuggerah NSW 2259 
amy@amlode.com.au​​