How We Handle Your Data During Hiring
1. Why this matters
When you connect with Decidr—whether you're applying for a role, sharing your details to stay in the loop, or getting referred by someone in our network—we want you to feel confident about how your personal information is handled.
This privacy policy explains what we collect, why we collect it, and how we protect it. It’s built to meet global privacy standards.
This policy covers everything recruitment-related. For broader information about how we handle personal data at Decidr, head over to our main Privacy Policy.
2. Who this applies to
This policy applies if you are:
- Visiting our Careers Site
- Applying for a role with us
- Sourced from public platforms (like LinkedIn)
- Referred by someone in our network
- Providing a reference for a candidate
3. What we collect
Depending on how you interact with us, we may collect:
- Who you are: Name, email, phone number, location, LinkedIn profile
- What you send us: Resume, cover letter, portfolio, application forms, salary expectations
- What we learn through the process: Interview notes, assessment results, test recordings (with your consent)
- Public insights: Information from public profiles like LinkedIn or GitHub
- Tech stuff: Device type, browser, IP address, cookies, session activity (via ATS platform analytics)
- References: Contact details and insights shared by your referees
- Sensitive info (only if shared voluntarily): Health or accessibility needs, diversity info, background checks (where lawful and necessary)
We only collect what we need, and we never collect sensitive information unless it’s clearly relevant and you’ve consented.
4. How we collect it
- Directly from you (e.g. forms, messages, interviews)
- From public sources (e.g. your online profiles)
- From recruiters, referrers, or colleagues
- From our tech platform (ATS and cookies)
- From your nominated referees
5. How we use your data
We use your information to:
- Assess your application fairly and efficiently
- Communicate with you throughout the process
- Schedule interviews, tests, and feedback session
- Store profiles for future roles (if you opt in)
- Run a smooth, inclusive, and secure hiring process
- Improve our hiring tools and insights (anonymised analytics)
- Fulfil any legal requirements (e.g. right to work, anti-discrimination
We don’t use your data for anything unrelated to hiring—and we never sell it.
6. Do we use AI or automation?
Yes, and we’re upfront about it.
We may use smart tools to help us shortlist, screen, or learn from patterns in our hiring. These tools assist our team, but never make the final call.
You’ll always have the right to:
- Know when AI is used
- Ask for a human to review any decisions
- Challenge or clarify how a decision was made
Our AI tools are there to speed up admin, not to remove humans from the process.
7. Legal basis for processing
We rely on different legal reasons depending on the context:
- Consent: Recordings, background checks, diversity info (optional)
- Legitimate interests: Evaluating talent, running our recruitment process, improving our systems
- Contractual necessity: If we're working towards an employment agreement with you
- Legal compliance: Right to work checks, responding to regulators, etc.
You can withdraw your consent at any time. Just email us at privacy@decidr.ai.
8. Who we share it with
We keep your data confidential, but we may share it with:
- Our ATS provider (Teamtailor)
- Assessment and scheduling tools (if used)
- Our internal hiring teams across different departments
- Trusted recruiters or HR contractors
- Referees or background check providers (only with your OK)
- Regulators or legal bodies (if required)
- Parties involved in a company restructure or acquisition (rare, but possible)
Everyone we work with is required to meet strong privacy and security standards.
9. Do we transfer your data overseas?
Sometimes, yes, particularly if we’re working with global service providers (like cloud storage or recruitment platforms). If that happens, we make sure your data is protected by:
- Standard contractual clauses (SCCs)
- Australian cross-border transfer rules
- Strong technical safeguards (like encryption and access controls)
We only use providers who meet the standards of GDPR, the Australian Privacy Act, or similar frameworks.
10. How long we keep your info
We don’t hang on to your data forever. Here's how it works:
- Unsuccessful applications: Up to 2 years (unless you ask us to delete it sooner)
- Referee data: Same timeframe as the related candidate
- Talent community profiles: Until you unsubscribe or update preferences
- Hired candidates: Info moves into your employee record (covered by our internal policy)
If you’d prefer we delete your data earlier, no problem. Just let us know.
11. Your rights
Wherever you’re located, you have rights. Depending on your jurisdiction, these may include:
- Access – Get a copy of the info we have about you
- Correction – Fix incomplete or inaccurate information
- Erasure – Ask us to delete your info
- Objection – Object to certain types of processing
- Restriction – Temporarily pause processing
- Portability – Transfer your data somewhere else
- Withdraw consent – If you change your mind
12. How we protect your data
We take data security seriously. Here’s how we keep your info safe:
- Secure servers and encrypted storage
- Access controls (only authorised Decidr team members can view your data)
- Platform audits and risk reviews
- Responsible data retention and disposal
We're committed to doing the right thing, and if anything ever goes wrong, we’ll let you know as required under law.
13. Changes to this policy
We’ll update this policy if our hiring practices change or if privacy laws evolve. You’ll always find the latest version here, with the date at the top.
