Privacy Policy

Hexis (ABN pending) ("Company", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information through our workforce management platform ("Service").

We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). By using our Service, you consent to the practices described in this policy.

1. Information We Collect

Account Information

When you create an account or your organisation provisions access, we collect:

• Name and contact details (email address, phone number)
• Organisation name and business details
• Role and access permissions within your organisation
• Authentication credentials

Candidate and Workforce Data

Through the Service, your organisation may process personal information about candidates and workers, including:

• Names, contact details, and demographic information
• Employment history, skills, qualifications, and certifications
• Identity documents and verification records
• Job application and placement information
• Assessment scores and suitability ratings

Your organisation is the data controller for this information. We process it on your behalf as a data processor in accordance with your instructions and our Terms of Service.

Usage Data

We automatically collect information about how you interact with the Service, including:

• Log data (IP address, browser type, device information, access times)
• Feature usage patterns and navigation paths
• Performance metrics and error reports

2. How We Use Your Information

We use the information we collect for the following purposes:

• Providing the Service — Operating, maintaining, and delivering the features and functionality of the platform
• Account management — Authenticating users, managing subscriptions, and processing payments
• Communication — Sending service-related notifications, updates, and support responses
• Improvement — Analysing usage patterns to improve the Service, fix issues, and develop new features
• Security — Detecting, preventing, and responding to security threats, fraud, or abuse
• Legal compliance — Meeting our obligations under applicable laws and regulations

We do not use your personal information for automated decision-making that produces legal effects without human oversight. Where our AI-powered features generate scores or recommendations (such as candidate suitability ratings), these are provided as decision-support tools and are not used as the sole basis for decisions affecting individuals.

3. Data Sharing and Disclosure

We do not sell your personal information. We only share personal information in the following limited circumstances:

• Service providers — We engage trusted third-party providers who assist us in operating the Service (e.g., cloud hosting, email delivery, payment processing). These providers are contractually bound to protect your information and may only use it for the purposes we specify
• Within your organisation — Information may be shared between authorised users within your organisation as configured by your administrators
• Legal requirements — We may disclose information where required by law, regulation, legal process, or enforceable government request
• Business transfers — In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction, subject to the same privacy protections

4. Data Storage and Security

All data is stored and processed within Australia, using Amazon Web Services (AWS) infrastructure in the ap-southeast-2 (Sydney) region. Your data does not leave Australian jurisdiction.

We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit (TLS 1.2+) and at rest (AES-256)
• Access controls and role-based permissions
• Regular security assessments and monitoring
• Secure development practices and code review processes
• Incident response procedures

While we take all reasonable steps to protect your information, no method of electronic storage or transmission is completely secure. We cannot guarantee absolute security.

5. Australian Privacy Principles Compliance

We are committed to compliance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). In particular:

• APP 1 — Open and transparent management: This policy describes our personal information handling practices
• APP 3 — Collection: We only collect personal information that is reasonably necessary for our functions
• APP 5 — Notification: We notify individuals about how their information is collected and used
• APP 6 — Use and disclosure: We only use or disclose information for the purposes for which it was collected, or as otherwise permitted by law
• APP 8 — Cross-border disclosure: Your data is stored in Australia and we do not transfer personal information overseas
• APP 11 — Security: We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access

6. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements.

• Account data — Retained for the duration of your subscription and for 30 days after termination to allow data export
• Usage data — Aggregated and anonymised data may be retained indefinitely for analytics purposes
• Candidate data — Retained in accordance with your organisation's data retention settings and applicable employment record-keeping requirements
• Backup copies — Automatically purged from backup systems within 90 days of deletion from the primary system

7. Your Rights

Under the Privacy Act 1988, you have the right to:

• Access — Request access to the personal information we hold about you
• Correction — Request correction of any inaccurate, incomplete, or out-of-date personal information
• Deletion — Request deletion of your personal information, subject to any legal obligations that require us to retain it
• Complaint — Lodge a complaint if you believe we have handled your personal information in breach of the APPs

To exercise any of these rights, contact us at privacy@agentic-ai.au. We will respond to your request within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

8. Cookies and Tracking

We use cookies and similar technologies to:

• Essential cookies — Maintain your session and authenticate your access (required for the Service to function)
• Analytics cookies — Understand how the Service is used to improve performance and features

We do not use cookies for third-party advertising or cross-site tracking. You can manage cookie preferences through your browser settings. Disabling essential cookies may prevent you from using the Service.

9. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of material changes by email or through the Service at least 30 days before they take effect. The "Last updated" date at the top of this page indicates when the policy was last revised.

11. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us: