JobsNext Privacy Policy

1. Who This Policy Applies To

This policy applies to all individuals and organisations using JobsNext, including:

• Job seekers creating profiles or applying for roles
• Employers posting jobs and managing applications
• Recruitment agencies acting on behalf of employers
• Visitors browsing or interacting with our platform

2. Information We Collect

Job seeker and recruitment information

Depending on how you use JobsNext, we may collect information such as:

• Name, email address, phone number, location, and other profile details
• Resumes, cover letters, qualifications, skills, education, and employment history
• Work rights, visa information, target roles, preferred locations, work preferences, and desired salary
• Applications, screening responses, assessment answers and results, interview information, saved jobs, and communications
• Employer decisions and recruitment records associated with an application, such as status changes, shortlisting, and authorised notes

Employer and agency information

• Contact, organisation, website, verification, account, and billing details
• Job advertisements, role requirements, salary information, workplace location, and hiring preferences
• Assessment questions, interview settings, candidate communications, and recruitment activity

Information created through the platform

JobsNext may create or infer information when providing a requested feature. This may include profile-to-job match indicators, candidate summaries, relevant skills or gaps, recommendations, assessment or interview analysis, and market or salary insights. These outputs can contain personal information and may not always be complete or accurate.

Information collected automatically

When you access JobsNext, we automatically collect certain technical information to ensure platform performance and security.

• IP address and approximate location
• Browser type, device type, and operating system
• Pages viewed, actions taken, and session activity
• Security, authentication, error, and service-performance records

We collect information directly from users, through their use of JobsNext, from another user involved in the same recruitment process, and from service providers that help us operate the platform.

3. JobsNext Analysis and AI-Assisted Processing

JobsNext uses automated and AI-assisted tools to provide features requested by job seekers, employers, and recruitment agencies. Depending on the feature, this may include analysing a resume or profile against a job advertisement, producing match indicators and summaries, recommending relevant opportunities, generating job or assessment content, evaluating assessment or interview responses, and preparing market or salary insights.

To provide these features, JobsNext may process and compare the information described in section 2. For example, a job seeker analysis may use profile details, resume content, skills, experience, preferences, work rights, target roles, and salary expectations together with the relevant job advertisement. An employer analysis may use the job requirements and information supplied by or about an applicant in connection with that application.

Analysis results are decision-support tools only. They may be incomplete, inaccurate, or affected by the quality of the information supplied. JobsNext does not use a match score or analysis result to make an automatic hiring decision. Employers and recruitment agencies must independently review relevant application information and remain responsible for all recruitment decisions.

JobsNext analysis is intended to consider job-related information. It must not be used to make a decision based on a protected attribute, sensitive information, or information unrelated to a person's ability to perform the role. Users may request correction of inaccurate source information or contact us about an analysis result using the details in section 14.

We do not sell personal information or analysis results. We use this information to provide, secure, maintain, and improve relevant JobsNext services, and not for unrelated purposes.

4. How We Use Personal Information

• To operate, maintain, and improve the JobsNext platform
• To enable job postings, applications, and candidate shortlisting
• To facilitate communication between job seekers and employers
• To provide profile matching, candidate analysis, recommendations, assessments, interviews, and market insights
• To personalise results using profile, preference, application, and job information
• To provide customer support and respond to enquiries
• To maintain data quality, monitor usage, and prevent fraud, misuse, or abuse
• To comply with Australian legal and regulatory obligations

5. Job Applications and Employers

When you apply for a job on JobsNext, your application details are shared directly with the employer or recruitment agency that posted the role.

For job applications, JobsNext provides the employer or recruitment agency that posted the specific job advertisement with the details you submit or have filled in for that application, including your email address and phone number. These contact details are visible only to the employer or recruitment agency responsible for the job advertisement you applied to, within their list of applications for that role.

Employers and recruitment agencies must use applicant information only for legitimate recruitment connected with the relevant role, keep it secure, restrict access to authorised personnel, and comply with applicable privacy, workplace, anti-discrimination, and record-keeping laws. They must not reuse, sell, or disclose candidate information for an unrelated purpose without a lawful basis. JobsNext does not control an employer's systems after information has been lawfully shared, so we recommend reviewing the employer's own privacy practices before applying.

6. Service Providers and Overseas Processing

JobsNext uses trusted service providers for services such as cloud hosting, communications, payments, document processing, support, security, analytics, interviews, speech processing, and AI-assisted features. We disclose or make available only the information reasonably required for the provider to perform its service, subject to appropriate contractual, privacy, and security arrangements.

Some providers operate or store and process information outside Australia, including in the United States and other countries in which those providers or their subcontractors operate. Privacy protections in those countries may differ from Australian law. Where required, JobsNext takes reasonable steps to ensure overseas recipients handle personal information consistently with applicable Australian privacy requirements. Current providers relevant to a specific feature may also be identified when that feature is used.

7. Virtual Interviews, Consent, Recording and Automated Processing

JobsNext provides scheduled virtual interviews between employers and job seekers, including employer-led interviews and interviews conducted by a JobsNext or employer-branded automated interviewer. Before participating, each human participant is asked once to provide the consent required for that interview. The consent record may include the participant's account, role, policy version, date and time, IP address, browser information, and the interview features accepted.

Camera, microphone and connection data

Joining an interview requires access to the selected camera and microphone. Device checks may process permission status, device availability, browser compatibility, microphone activity and connection latency. A sound test is optional for automated interviews. Video and audio are transmitted through Twilio Video.

Automated interviews

For an automated interview, approved questions are presented using speech generation, the job seeker's spoken answers are transcribed, and language processing may be used to acknowledge an answer or ask a relevant follow-up. JobsNext currently uses Deepgram for speech transcription and generation, and OpenAI for language processing. These providers process only the interview information required to provide the requested feature, subject to their security and privacy terms.

Recordings and transcripts

Recording is optional and must be enabled by the employer when scheduling. When enabled and consented to, an employer-led recording may contain both participants' video and audio. An automated interview recording may contain the job seeker's video and voice together with the automated interviewer's name, avatar or employer logo and spoken questions. Transcripts, answers, attendance events, connection events and recordings are made available only to the employer responsible for the relevant application and authorised JobsNext personnel who require access for support, security or legal purposes. Employers must use this material only for legitimate recruitment and must not download, copy or disclose it for unrelated purposes.

Interview focus monitoring

While an interview is active, JobsNext may require fullscreen mode and record limited focus events such as the interview tab becoming hidden, another window receiving focus, fullscreen being exited, the participant role and the event time. These events help preserve interview integrity and may be shown to the responsible employer. A focus event does not prove misconduct and must not be treated as the sole basis for an employment decision.

Candidate attention analysis

During an active interview, JobsNext may use MediaPipe Face Landmarker in the job seeker's browser to estimate sustained gaze direction and head position and to detect periods where no face or more than one face is visible. Camera frames used for this analysis are processed on the device and are not uploaded for attention analysis. JobsNext stores only limited event details such as the signal type, direction, duration, confidence, interview elapsed time and event time. These signals can be affected by camera position, lighting, disability, assistive technology and natural movement. They do not prove cheating or misconduct, are not used to make an automatic hiring decision and must not be used by an employer as the sole basis for an employment decision.

Choice, withdrawal and retention

Employers and job seekers may decline the interview consent, choose not to join, or withdraw consent before processing occurs, although this may prevent the interview from proceeding. Ending an active interview stops future capture but does not automatically erase material already lawfully recorded. Interview transcripts and provider recordings are normally retained for up to 90 days, unless a shorter period is configured or a longer period is required for security, dispute resolution or Australian legal obligations. Requests for access, correction or deletion can be sent to JobsNext using the contact details below.

8. Payments and Billing Security

JobsNext uses Stripe as our payment gateway for job advertisement and subscription payments. Stripe processes payment information using secure infrastructure designed to support PCI DSS compliance and protect card and transaction data.

We do not store your full card details on JobsNext systems. Payment details are handled by Stripe in accordance with Stripe's own security and privacy practices.

9. Data Security and Storage

We take reasonable technical and organisational steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. Measures include secure infrastructure, access controls, authentication, encryption where appropriate, logging, monitoring, backups, and restricting access to people who require it for their role.

While we implement appropriate safeguards, no online system can guarantee absolute security. Users are responsible for keeping their login credentials confidential.

We investigate suspected data incidents and, where required, notify affected individuals and the Office of the Australian Information Commissioner of an eligible data breach.

10. Data Retention

Personal information is retained only for as long as reasonably necessary to provide the requested services, maintain account and recruitment records, protect the platform, meet legal requirements, or resolve disputes. Retention periods depend on the type of information and the feature used. Analysis results may be stored with the relevant profile, job, or application so users can revisit them and JobsNext can provide consistent results and investigate issues.

When information is no longer required, we take reasonable steps to delete or de-identify it, subject to legal obligations, active disputes, security requirements, and information held in routine backups.

11. Access, Correction, Deletion and Complaints

You may ask to access or correct personal information JobsNext holds about you. You may also request deletion of information or closure of your account. Some information may need to be retained where required or permitted by law, for security, to resolve a dispute, or to protect the rights of another person.

To make a request or privacy complaint, email contact@jobsnext.com.au with enough detail for us to identify the relevant account and concern. We may need to verify your identity before providing access or making a change. We will investigate and respond within a reasonable period. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

12. Australian Law Compliance

JobsNext operates in Australia and is committed to handling personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), where applicable.

We also follow relevant employment, recruitment, and consumer protection laws applicable within Australia.

13. Changes to This Policy

This Privacy Policy may be updated from time to time. Any changes will be published on this page. The updated date at the top of the policy shows when it was last changed. Where a change requires a new consent, JobsNext will request that consent separately.

14. Contact Us

If you have questions or concerns about this Privacy Policy or how your information is handled, contact us at contact@jobsnext.com.au.