StaffPilot. Premium Filipino VA Recruitment.

    Privacy Policy

    Privacy Policy

    StaffPilot ABN 49 688 884 871 Email: info@staffpilot.com.au

    Effective date: 30 June 2026

    1. Who we are

    StaffPilot is an Australian-owned business that connects Australian companies with Filipino virtual assistants. We are an APP entity bound by the Australian Privacy Principles under the Privacy Act 1988 (Cth).

    In this policy, "we", "us", "our" means StaffPilot. "You" means anyone whose personal information we collect.

    2. The personal information we collect

    We collect personal information in four main contexts.

    2.1 If you apply as a virtual assistant

    • Identity information: full name, email, phone number, location (city, country).
    • Application details: employment history, education, English fluency, typing speed, expected salary, role preferences, availability.
    • Verification: government-issued ID if requested at later vetting stages, references you nominate.
    • Files: your resume or CV, profile photo if you choose to provide one.
    • Application answers: your responses to our written application questions.
    • Communications: messages you send us, interview recordings made with your consent.

    2.2 If you are a client engaging us

    • Identity and contact: name, email, phone, role title, company name.
    • Business information: the role brief, team structure, hiring needs.
    • Billing details: company billing address, ABN where applicable.
    • Communications and engagement history.

    2.3 If you are a contractor placed by us

    • All information collected during your application (section 2.1) carries over.
    • Payment information: Wise account details for receiving PHP transfers.
    • Contract documents: your signed Independent Contractor Services Agreement.
    • Time tracking: check-in and check-out times, work duration, optional mood and reflection notes you choose to log.
    • Operational data: basic device and browser information collected during your time tracking sessions.

    2.4 If you visit our website

    • Device and browser information.
    • IP address.
    • Pages viewed and actions taken.
    • Referral source and marketing attribution.
    • Cookies and similar tracking technologies (see section 8).

    3. How we collect personal information

    We collect personal information directly from you when you:

    • Submit forms on our website (application, hire, contact).
    • Email or message us.
    • Sign documents through our platform.
    • Use the StaffPilot portal as a placed contractor.

    We may also collect information from third parties such as:

    • LinkedIn or other professional networks when you provide your profile link or apply through them.
    • References you nominate.
    • Public business registries for client verification.

    4. Why we collect and use personal information

    We use personal information to:

    • Match candidates with suitable client roles.
    • Conduct vetting (skills testing, English assessment, reference checks).
    • Score and shortlist candidates using AI-assisted screening.
    • Generate contracts and process e-signatures.
    • Pay contractors via Wise transfers in PHP.
    • Provide ongoing operational support (monthly check-ins, leave management, replacements).
    • Invoice clients in AUD.
    • Send transactional emails (confirmations, notifications, magic-link sign-ins).
    • Send marketing communications where you have consented.
    • Improve our service through analytics and product development.
    • Meet legal and regulatory obligations.

    We will not use your personal information for any other purpose without your consent unless the law permits or requires it.

    5. AI processing

    Some of our screening and matching is assisted by artificial intelligence. Specifically:

    • Resumes uploaded by candidates are processed by AI models to extract structured data (skills, experience, education) and to generate a fit score and recommendation.
    • AI is used to draft and summarise content (job descriptions, internal communications) for our team.
    • We use Anthropic's Claude models for these tasks. Anthropic acts as a processor on our behalf and does not use your data to train its public foundation models.

    AI scoring is one input among many. All shortlisting decisions are reviewed by a human before any candidate is presented to a client.

    6. Who we share personal information with

    We share personal information only with:

    Clients when we present you on a shortlist. Shared information includes your name, summary profile, work history, and references. We do not share your raw resume PDF with a client without your consent.

    Service providers that help us operate the business:

    • Supabase Inc. (database and hosting)
    • Resend (transactional email delivery)
    • Wise (payment processing for contractor transfers)
    • Anthropic (AI processing)
    • Google (analytics and advertising)
    • Meta (advertising)
    • Cloudflare (security and bot protection)

    Regulators and law enforcement if required by law (subpoena, court order, statutory request).

    Successors if we merge with or are acquired by another business, with appropriate notice and continued protection of your information.

    We do not sell personal information to anyone.

    7. Where personal information is stored and processed

    Our primary database is hosted by Supabase Inc. on infrastructure located in the United States. Backups may be held in additional regions for redundancy.

    Personal information may also be processed in:

    • The Philippines, by our placed contractors and our operations team.
    • The United States, by our AI provider and analytics partners.
    • Other countries where our service providers operate.

    By using our services you consent to your personal information being processed outside Australia. We take reasonable steps to ensure recipients handle your information consistently with the Australian Privacy Principles.

    8. Cookies and tracking

    We use cookies and similar technologies for:

    • Essential operation: keeping you signed in, remembering your form progress.
    • Analytics: Google Analytics 4 (G-E1KTKGQKPS) to understand how visitors use our site.
    • Advertising: Google Ads (AW-17469124237) and Meta Pixel (3398128530355722) to measure ad performance and reach relevant audiences.
    • Attribution: a first-party cookie that tracks how you found us (30-day expiry).

    You can manage your preferences through our cookie consent banner, your browser settings, or these opt-out tools:

    • Google Analytics opt-out: https://tools.google.com/dlpage/gaoptout
    • Google Ads personalisation: https://adssettings.google.com
    • Meta ads preferences: https://www.facebook.com/adpreferences

    9. How long we keep personal information

    • Active candidates: while you remain in our talent pool, plus 7 years after your last activity if you have been placed with a client (consistent with Fair Work record-keeping for active placements).
    • Inactive candidates who declined or withdrew: 24 months from last contact.
    • Client business records: 7 years (to meet ATO record-keeping requirements).
    • Contractor records: 7 years post-engagement end.
    • Website analytics: Google Analytics 4 default retention (14 months).
    • Marketing data: until you unsubscribe, plus 12 months.

    After these periods we securely delete or anonymise the data.

    10. Your rights

    Under the Privacy Act 1988 you have the right to:

    • Access the personal information we hold about you.
    • Correct any information that is inaccurate, out of date, or incomplete.
    • Delete your information where we are not required to retain it by law.
    • Object to certain uses, including direct marketing.
    • Withdraw consent that you previously gave.
    • Complain to us or to the Office of the Australian Information Commissioner (OAIC).

    To exercise any of these rights, email info@staffpilot.com.au with your request. We will respond within 30 days.

    If you are not satisfied with our response, you can complain to the OAIC at https://www.oaic.gov.au or 1300 363 992.

    11. How we protect personal information

    We use industry-standard security measures including:

    • Encryption of data in transit (HTTPS / TLS).
    • Encryption of data at rest.
    • Row-Level Security on our database.
    • Magic-link and multi-factor authentication for staff and contractors.
    • Access controls restricting personal information to authorised personnel.
    • Regular security audits and updates.

    No system is perfectly secure. If we experience a breach involving personal information that is likely to result in serious harm, we will notify affected individuals and the OAIC consistent with the Notifiable Data Breaches scheme.

    12. Children

    Our services are not directed at children under 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us personal information, contact us and we will delete it.

    13. Changes to this policy

    We may update this policy from time to time. The current version is always available at staffpilot.com.au/privacy. Material changes will be communicated via email or a prominent notice on the website at least 14 days before they take effect.

    14. Contact us

    For privacy questions, requests, or complaints:

    • Email: info@staffpilot.com.au
    • Postal: StaffPilot, 14 Waverley Ave, Edwardstown, South Australia 5039
    • ABN: 49 688 884 871