Our approach to privacy

This Privacy Policy describes how The Omnia Collective Holdco Pty Ltd (Omnia) and its subsidiaries (together, the Omnia Group, “we”, “us” or “our”) collect, access, use, store and disclose personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs). Please also visit the Privacy Policies for each of our subsidiary businesses for more specific details.

We are committed to respecting your privacy and protecting your personal information. This policy explains the types of personal information we collect or access, the purposes for which we handle it, how it may be shared, and the rights available to you.

We may update this Privacy Policy from time to time by publishing updates on our websites. We encourage you to check our websites periodically to ensure you are aware of our current Privacy Policy.

What personal information do we collect or access?

Personal information includes information or an opinion (whether true or not) about an identified or reasonably identifiable individual.

The types of personal information we may collect or access include:

• Contact details – name, postal address, email address, phone number.
• Employment and candidate information – resumes, work history, qualifications, references, identity verification (passport, driver’s licence, visa), right-to-work status, payroll data, emergency contacts, performance records, workplace feedback, complaints, workplace injury or rehabilitation information.
• Client and supplier information – names, contact details, business records, communications, financial/payment information.
• Investor/shareholder information – shareholder records, communications, registry details.
• Website and digital information – IP address, device and browser identifiers, operating system, pages visited, referral links, downloads, and cookies or tracking identifiers.
• Sensitive information – health and medical information, criminal records, union membership, racial or ethnic origin, religious or philosophical beliefs, sexual orientation, and biometric information (if applicable).

How do we collect your personal information?

We may collect personal information directly from you when you:

• submit forms via our websites,
• subscribe to newsletters or updates,
• apply for roles through our recruitment or HR systems,
• engage with us as a client, supplier, investor or participant in events,
• contact us by phone, email or other channels.

We may also collect or access personal information indirectly through:

• Omnia Group companies’ systems and records,
• referees, verification providers, former employers, professional associations, regulators,
• publicly available sources,
• third parties such as payroll providers, IT service providers, insurers, and recruitment platforms.

Why do we collect, use and disclose your personal information?

We collect, hold, use and disclose personal information for purposes including:

• Recruitment and candidate management – assessing suitability for employment or placement, conducting background checks, managing payroll and contractor arrangements, workplace rehabilitation.
• Client and service delivery – providing recruitment, consulting, and related services, managing relationships, processing payments, responding to enquiries.
• Governance and investor relations – maintaining shareholder and governance records, managing group compliance and risk.
• Marketing and communications – sending newsletters, updates and promotional materials (you may opt out at any time).
• Data analytics – conducting analytics across the group to improve services, HR processes and risk management.
• Legal and compliance – complying with legal obligations, assisting law enforcement, regulators or courts where required.
• Security and risk management – maintaining IT and physical security, monitoring group systems for cyber risks, investigating incidents.
• Corporate transactions – supporting restructures, acquisitions, divestments or sales.
• Automated decision-making – where relevant, using technology (including AI tools) to assist in recruitment or business processes (please visit each of subsidiaries’ Privacy Policy for further details, as applicable).

If you do not provide personal information, we may be unable to provide certain services or process your engagement with us.

Who do we share your personal information with?

We may disclose your personal information to:

• other Omnia Group companies,
• service providers and contractors who support our business (e.g., IT, payroll, HR, analytics, recruitment systems, insurers, auditors, consultants),
• referees, background check providers, and verification agencies,
• clients (in the context of candidate placement),
• professional associations and regulators,
  government agencies, courts or law enforcement,
• persons with lawful entitlement to the information,
• parties to actual or potential corporate transactions.

Overseas disclosures

We may disclose or store personal information with recipients outside Australia, including in countries where our service providers or group companies operate. Please visit each of subsidiaries’ Privacy Policy for further details.

Using our websites, cookies and tracking

We may collect and store information about your use of Omnia Group websites, including:

• pages visited,
• time and date of visit,
• IP or MAC address,
• device and browser type,
• referring websites.

We may use cookies or similar technologies to:

• personalise your website experience,
• deliver targeted advertising,
• improve website performance and analytics.

You can disable cookies through your browser settings, but this may affect functionality.

How do we store and keep your information secure?

We hold personal information in secure systems and facilities, including group IT platforms, third-party service providers, and physical records. We apply security safeguards including:

• restricted access to authorised personnel,
• secure servers and databases,
• firewalls, encryption and password protection,
• staff confidentiality and information security training.

However, no method of storage or transmission is completely secure. Information transmitted online is at your own risk.

Accessing or correcting your personal information

You have rights under the Privacy Act and Spam Act 2003 (Cth) to:

• request access to personal information we hold about you,
• ask us to correct inaccurate, incomplete or outdated information,
• request deletion where permissible,
• opt out of direct marketing communications.

Requests can be made to our Privacy Officer (see details below). We may need to verify your identity before responding.

Notifiable data breaches

If there is unauthorised access, disclosure or loss of personal information that is likely to result in serious harm, we will investigate and notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Privacy Act.

Making a complaint

If you believe we have breached the Privacy Act or mishandled your personal information, you may contact us (see details below). We will investigate and respond.

If you are not satisfied with our response, you may lodge a complaint with the OAIC at:

Email: enquiries@oaic.gov.au

Phone: 1300 363 992

Website: www.oaic.gov.au

Third-party links

Omnia Group websites may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to review their privacy policies before using them.

Contact us

You may contact us at:
The Omnia Collective Holdco Pty Ltd
Suite 601, 35–43 Grafton Street, Bondi Junction, NSW 2022
Email: privacy@theoc.ai