RePass CloudApplicant Privacy Notice
How RePass Cloud collects, uses, stores and deletes the personal information of job applicants and candidates during the hiring process, and your rights.
Effective: 9 October 2026
Last updated: 9 October 2026
Download: Applicant Privacy Notice (PDF)
1. Who we are and how this notice fits
This notice explains how RePass Cloud Pty Ltd (“RePass Cloud”, “we”, “us”) collects, uses, stores and deletes personal information during hiring and contractor engagement.
- RePass Cloud Pty Ltd
- ABN: 74642243801
- ACN: 642243801
- Business location: Findon, SA 5023, Australia
- Email: hello@repasscloud.com
This notice supplements the RePass Cloud Privacy Policy. The Privacy Policy applies to applicant information too; where this notice is more specific about hiring, this notice prevails to the extent of the inconsistency.
We use the Australian Privacy Principles as a baseline for handling applicant information. Nothing in this notice limits rights you have under applicable privacy or employment laws.
2. What information we collect
During hiring, we may collect:
- contact details (name, email address, phone number, location);
- your resume or CV, portfolio links and GitHub profile;
- answers to application questions;
- an introduction video, if you send one;
- interview notes and assessments;
- interview recordings, where you have been told and have consented; and
- reference check information, where references are checked.
Please don’t send sensitive information (for example health, criminal record or identity documents) unless we ask for it for a specific, lawful reason.
3. How we collect it
We collect information directly from you, for example through the contact form, by email, in interviews, and from links you provide. We may collect reference information from referees you nominate.
Messages sent through the contact form are delivered to our inbox by an email delivery provider. See section 9 of the Privacy Policy for the kinds of providers we use.
4. How we use it
We use applicant information to assess your suitability for the role you applied for, communicate with you about your application, arrange interviews and reference checks, and meet legal obligations.
We do not sell applicant information or use it for marketing. We do not consider you for other roles without your consent.
5. Interview recordings
Where an interview is recorded, we tell you and ask for your consent before recording starts.
- Unsuccessful applicants: recordings are deleted when we notify you of the outcome.
- Successful applicants: a written summary of the interview is kept with your employee or contractor record. The recording is deleted once your employment or contractor agreement is signed.
6. Sharing
We may share applicant information:
- with service providers who help us run hiring, such as email, storage and video-call providers; and
- with a client, where a consulting engagement requires it and you have given explicit written consent.
If you don’t consent to a client disclosure that an engagement requires, we can’t proceed with that application. It will be closed and your information deleted under this notice.
7. Where information is stored
Some providers that store or process applicant information may do so outside Australia, including in the United States, Europe and the United Kingdom. Section 10 of the Privacy Policy explains overseas handling and the safeguards we use. We take reasonable steps to protect applicant information from misuse, interference, loss and unauthorised access.
8. How long we keep it
| Applicant status | Retention |
|---|---|
| Unsuccessful applicant | Deleted when we notify you of the outcome, unless you agree to be considered for future roles |
| New employee or contractor (first 90 days) | Relevant application information moves to your employee or contractor record; anything not needed is removed after 90 days |
| Leaves within the first 90 days | Application information removed promptly |
| Former employee or contractor | Only the minimum information required by Australian law is kept |
9. Your choices and rights
You can ask us to:
- give you access to the personal information we hold about you;
- correct information that is inaccurate, out of date or incomplete; or
- delete your application and withdraw from the process at any time.
Make a request through the contact page or by emailing hello@repasscloud.com. We may need to verify your identity first. Section 16 of the Privacy Policy explains how requests are handled.
10. Complaints
Privacy request or complaint: hello@repasscloud.com
If you’re not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au, or the privacy regulator where you live.
11. Changes
We may update this notice. The current version is always on this page, with its effective date at the top.
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