Privacy Policy

Effective Date: 01/07/2025
This Privacy Policy describes how Talentwire Pty Ltd (ABN: 71 680 431 243) ("Talentwire",
"we", "us", or "our") collects, uses, discloses, and protects your personal information when
you visit our website at www.talentwire.com.au (the "Website") and use our services.
We are committed to protecting your privacy and handling your personal information in a
responsible manner in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy
Principles (APPs).

1. What is Personal Information?

Personal information is information or an opinion about an identified individual, or an
individual who is reasonably identifiable, whether the information or opinion is true or not,
and whether the information or opinion is recorded in a material form or not.

2. Collection of Personal Information

We collect personal information that is reasonably necessary for us to provide our services
and to operate our business. The types of personal information we may collect include:
● Contact Information: Name, email address, phone number, and company name.
● Business Information: Details about your real estate business operations, working
style, company values, team structure, and specific support needs. This helps us
understand what's slowing you down and what kind of support will make a difference.
● Communication Data: Records of your interactions with us, including emails, phone
calls (+61 478 558 841), and preferred messaging platform communications.
● Website Usage Data: Information about how you use our Website, such as your IP
address, browser type, pages viewed, and time spent on the Website. This helps us
understand what kind of support you need.
● Candidate Information (for VAs): While this policy primarily concerns clients, for
completeness, we note that we collect detailed information from our Virtual
Assistants, including educational background (university-educated) , English
proficiency (clear, confident, and professional) , skills in real estate tools and
platforms (CRMs, listing platforms, admin tools) , experience, attention to detail,
pace, reliability, and cultural fit.

3. How We Collect Personal Information

We collect personal information in several ways, including:
● Directly from you: When you fill out forms on our Website, book a meeting , contact
us via email ([email protected]) or phone (+61 478 558 841) , or provide
information during discussions about your business needs.

● From your use of our Website: Through cookies and other tracking technologies
like Google Analytics GA4.
● From VAs during our vetting process: When VAs provide their personal and
professional details for screening.

4. Purpose of Collection and Use of Personal Information

We collect and use your personal information for the following purposes:
● To provide our services: To understand your business needs , source, screen, and
match you with suitable Virtual Assistants from Sri Lanka.
● To facilitate communication: To communicate with you regarding your service
requests, provide updates, and manage our relationship.
● To improve our Website and services: To analyze Website usage, troubleshoot
issues, and enhance user experience.
● For marketing and promotional purposes: To invite you to "Book a Free
Discovery Call to see how Talentwire can elevate your business". You can opt-out of
receiving marketing communications at any time.
● For internal business operations: Including administration, invoicing, and record-
keeping.
● To comply with legal obligations: To meet our regulatory and legal requirements.

5. Disclosure of Personal Information

We may disclose your personal information to:
● Our Virtual Assistants (VAs): We will share relevant business needs, working style,
and team structure information with shortlisted VA candidates to ensure a suitable
match.
● Our service providers: Third-party service providers who assist us with our business
operations, such as IT support, payment processing, or marketing. These providers are
obligated to protect your information.
● Analytics Providers: We share anonymised and aggregated website usage data with
Google Analytics GA4 for analysis purposes.
● Professional advisors: Our accountants, lawyers, or other professional advisors.
● As required by law: Where we are legally compelled to do so.
● With your consent: For any other purpose with your explicit consent.
We will not sell or rent your personal information to third parties.

6. Overseas Disclosure

As our Virtual Assistants are based in Sri Lanka, your business information and any
necessary instructions may be transferred to and stored in Sri Lanka. We take reasonable
steps to ensure that any overseas recipient handles your personal information in accordance
with the Australian Privacy Principles. Our VAs work from our fully equipped office in Sri
Lanka , where they are supported by a strong team culture.

7. Security of Personal Information

At Talentwire, we understand the paramount importance of safeguarding your personal
information. We are committed to protecting the data you entrust to us through a multi-
layered and robust security framework, designed to minimise risks of misuse, interference,
loss, unauthorised access, modification, or disclosure. We have implemented extensive
measures to ensure data security across all facets of our operations.
Our comprehensive security protocols include:
● Secure Infrastructure: All personal information is stored on highly secure servers,
protected by industry-leading security protocols and continuously monitored for
vulnerabilities.
● Advanced Technological Safeguards: We deploy cutting-edge technological
security measures, including advanced encryption (e.g., SSL/TLS for data in transit),
robust firewalls, and intrusion detection/prevention systems to protect our networks
and systems from external threats.
● Strict Access Controls: Access to personal information is rigorously restricted on a
"need-to-know" basis. Only authorised Talentwire personnel, who undergo regular
security training, have access to personal data, and their access is strictly controlled
and logged.
● Secure Physical Environment: Our Virtual Assistants operate from a fully equipped,
secure office environment in Sri Lanka. This dedicated workspace is designed with
physical security measures to protect equipment and data, ensuring that your business
information is handled within a controlled and protected setting.
● Ongoing Vigilance and Review: Our security measures are not static. We
continuously monitor our systems, regularly update our security practices, and
conduct periodic reviews and audits to identify and address potential weaknesses,
ensuring we maintain a high level of data protection in an evolving threat landscape.
● Employee Training and Awareness: All Talentwire staff, particularly those
handling personal data, receive ongoing training on data privacy best practices, secure
data handling procedures, and their responsibilities under privacy laws.
While we implement and maintain these stringent security measures, it is important to
acknowledge that no data transmission over the internet or electronic storage method can be
guaranteed to be 100% impenetrable. Therefore, while we strive for the highest level of
security, we cannot guarantee the absolute security of any information you transmit to us. We
encourage you to also take reasonable steps to protect your personal information, such as
using strong, unique passwords and exercising caution when sharing sensitive information
online.

8. Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which it
was collected, including for the purposes of satisfying any legal, accounting, or reporting
requirements. Generally, we retain client contact and service-related information for a period
of seven (7) years after the termination of our services to comply with Australian tax and
corporate record-keeping obligations. Website usage data collected via Google Analytics
GA4 is retained according to Google's data retention policies, which you can typically
configure.

9. Cookies Policy

Our Website uses "cookies" and similar tracking technologies to enhance your Browse
experience and collect information about how you use our Website.
● What are cookies? Cookies are small text files placed on your device (computer,
tablet, or mobile) when you visit a website. They are widely used to make websites
work more efficiently and to provide information to the website owners.
● How we use cookies:
o Essential Cookies: These cookies are strictly necessary for the operation of
our Website and enable you to navigate and use its features. Without these
cookies, certain services cannot be provided.
o Analytical/Performance Cookies (Google Analytics GA4): We use Google
Analytics GA4 to collect information about how visitors use our Website. This
includes data such as the number of visitors, the pages they visit, and the time
spent on the Website. This information helps us understand user behaviour,
improve our Website's performance, and optimise content. Google Analytics
GA4 collects data in an anonymised form, including IP addresses, which are
then anonymised. For more information on Google Analytics' data processing
and how to opt-out, please visit Google's privacy policy.
o Functionality Cookies: These cookies allow our Website to remember
choices you make (such as language preferences) and provide enhanced, more
personal features.
● Managing Cookies: Most web browsers automatically accept cookies, but you can
usually modify your browser setting to decline cookies if you prefer. However, if you
disable cookies, some features of our Website may not function correctly. You can
typically find these settings in the "options" or "preferences" menu of your browser.

10. Accessing and Correcting Your Personal Information

You have the right to request access to the personal information we hold about you and to
request that we correct any inaccuracies. To do so, please contact us using the details below.
We will respond to your request within a reasonable timeframe and in accordance with the
Privacy Act.

11. Making a Complaint

If you believe that we have breached the Australian Privacy Principles or mishandled your
personal information, you may lodge a complaint with us using the contact details below. We
will investigate your complaint and respond to you in writing within a reasonable timeframe.
If you are not satisfied with our response, you may escalate your complaint to the Office of
the Australian Information Commissioner (OAIC).

12. Social Media

We maintain a presence on social media platforms, including Instagram (Talentwire_au).
When you interact with us on these platforms, your personal information may be collected by
the platform provider. We encourage you to review the privacy policies of these social media
platforms to understand how they handle your personal information.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or
legal obligations. The updated policy will be posted on our Website, and the "Effective Date"
will be revised accordingly. We encourage you to review this Privacy Policy periodically.

14. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us
at:
Talentwire Pty Ltd Email: [email protected]
Phone: +61 478 558 841
Address: 4 Vine Grove, Carnegie, VIC 3163, Australia