DEI Tech Solutions
ABN: 69 162 633 927
Last updated: 16 May 2026
Technology Sector Recruitment | Permanent & Contract Placement | Executive Search
IMPORTANT NOTICE
This Privacy Policy is a legally operative document governing how DEI Tech Solutions collects, uses, stores, and discloses personal information. It applies to all individuals and organisations
who interact with us, including job candidates, placed contractors, client organisations and their personnel, referees, website visitors, and marketing subscribers. Recruitment businesses handle particularly sensitive categories of personal information. We take this responsibility seriously and operate in full compliance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), the Privacy and Other Legislation Amendment Act 2024, and the Spam Act 2003 (Cth). By submitting your resume, registering with us, engaging our services, or subscribing to our
communications, you confirm that you have read and understood this Policy and consent to our handling of your personal information as described herein.
1. About DEI Tech Solutions
DEI Tech Solutions is a technology sector recruitment agency providing permanent placement, contract, and executive search services across Australia. We connect innovative employers with skilled technology professionals, and support candidates in finding meaningful careers aligned with their values and ambitions. We are committed to handling all personal information with the discretion, care, and transparency that the recruitment context demands.
Business name: DEI Tech Solutions
ABN: 69 162 633 927
Address: Suite 8, Level 4, 35 Buckingham Street, Surry Hills NSW 2010, Australia
Email: hello@deitechsolutions.com.au
Website: www.deitechsolutions.com.au
2. Who This Policy Applies To
This Policy applies to all individuals and organisations whose personal information we collect
or handle, including:
• Job candidates; individuals who submit a resume, register with us, apply for a role, or whom we identify as a potential candidate for placement
• Placed candidates and contractors; individuals placed with a client organisation through our agency on a permanent, fixed-term, or contract basis
• Client organisations; businesses and their employees, hiring managers, and HR personnel who engage our recruitment services
• Referees; individuals nominated by a candidate to provide professional or character references
• Website visitors; individuals who visit our website at www.deitechsolutions.com.au regardless of whether they submit any information
• Marketing subscribers; individuals who subscribe to our newsletter, job alerts, industry updates, or other marketing communications
Where this Policy refers to ‘you’, it applies to whichever of the above categories is relevant to your relationship with us.
3. What Personal Information We Collect
3.1 Candidate Personal Information
When you register with us, submit a resume, or are considered for a role, we may collect:
• Full name, date of birth, and contact details (email address, phone number, residential or postal address)
• Resume, curriculum vitae, cover letters, and portfolio or work samples
• Employment history, professional qualifications, certifications, and educational background
• Technical skills, competencies, and areas of expertise
• LinkedIn profile URL and other professional online profiles (where provided or publicly available)
• Salary expectations, remuneration history, notice period, and employment preferences
• Work rights status, visa subclass, and visa expiry date (where relevant to a role or required by a client)
• Results of skills assessments, technical tests, psychometric evaluations, or interviews conducted or arranged by us
• Reference feedback provided by your nominated referees
• Identity verification documents such as passport or driver licence (where required by a client or by applicable law)
• Any other information you voluntarily provide in the course of your engagement with us
3.2 Sensitive Information
Sensitive information attracts a higher level of protection under the Privacy Act 1988 (Cth). In certain circumstances, and only with your express consent, we may collect:
• Diversity data; including gender identity, cultural background, First Nations identity, or disability status where you voluntarily disclose this for the purpose of diversity focused recruitment programs, client DEI reporting, or our own DEI initiatives
• Health and disability information; only where directly relevant to a role’s inherent requirements, or where you have disclosed it in the context of requesting a workplace adjustment
• Criminal history information; only where required by a client for a specific role (for example, roles requiring a police clearance), and only with your express written consent in accordance with applicable state and territory legislation
We will never collect sensitive information without your express consent. Declining to provide sensitive information will not disadvantage your candidacy unless it is a genuine legal or inherent requirement of a specific role. Where we collect diversity data, it will never be used in any way that disadvantages you.
3.3 Client Organisation Information
When engaging with a client organisation, we may collect personal information about client representatives, including:
• Names, job titles, and contact details of hiring managers, HR personnel, and other authorised representatives
• Role briefs, job descriptions, and organisational information relevant to a placement
• Candidate feedback provided during the recruitment and selection process
• Invoicing details, purchase order numbers, and payment information
3.4 Referee Information
When a candidate nominates a referee, we collect the referee’s name, position, organisation, contact details, and the professional feedback they provide. Candidates are responsible for informing their nominated referees that their details will be shared with us and that we will contact them for this purpose.
3.5 Website and Marketing Information
When you visit our website or interact with our marketing communications, we may collect:
• IP address, browser type, device type, and operating system
• Pages visited, time spent on site, and navigation patterns
• Referring URLs and search terms used to find our website
• Email engagement data (opens, clicks, unsubscribes) collected via ActiveCampaign
• Information submitted through contact forms, job alert registrations, or newsletter
subscriptions
• Cookie and tracking technology data (see Section 10)
4. How We Collect Personal Information
We collect personal information through the following channels:
• Resume and application submissions via our website, email, or third-party job platforms (such as Seek, LinkedIn, or Indeed)
• Direct registration on our candidate database or portal
• In-person interviews, telephone screens, and video assessment sessions
• Professional networking platforms, in particular LinkedIn, where profiles are publicly accessible
• Referrals from existing candidates, clients, or professional contacts
• Reference checks conducted with candidates’ nominated referees
• Third-party background screening providers (only with your express consent and prior disclosure)
• Client briefs, onboarding documentation, and ongoing client correspondence
• Website contact forms, job alert registrations, and newsletter subscriptions
• Events, webinars, career fairs, and industry networking occasions
Where we source your personal information from a third party (such as LinkedIn, a referral, or a job board), we will take reasonable steps to notify you and provide you with a copy of this Policy as soon as practicable.
5. Why We Collect and Use Personal Information
We collect and use personal information only for lawful purposes directly related to our recruitment activities and business operations. We do not use your personal information for unrelated purposes without your express consent.
5.1 Recruitment and Placement — Candidates
• Assessing your suitability for specific roles we are managing on behalf of client organisations
• Maintaining your profile in our active candidate database for current and future opportunities
• Presenting your profile to prospective client employers (with your knowledge and consent prior to each submission)
• Conducting reference and background checks in connection with a specific role
• Communicating with you about roles, interview arrangements, outcomes, offers, and placement status
• Administering placement agreements, contractor engagements, and onboarding processes
• Complying with work rights verification obligations under Australian immigration law
5.2 Client Services
• Understanding the hiring needs of client organisations and sourcing suitable candidates
• Presenting candidate profiles, managing interview logistics, and facilitating the selection process
• Administering service agreements, invoicing, and payment processing
• Maintaining ongoing client relationships and service delivery
5.3 Marketing and Communications
• Sending job alerts, industry news, recruitment market insights, and updates relevant to your profession or sector
• Informing you about DEI Tech Solutions’ services, events, and initiatives
• Conducting email marketing campaigns via ActiveCampaign to subscribers who have opted in
• Personalising communications based on your role, location, skills, or expressed preferences
We will only send marketing communications where you have provided express or inferred consent as required under the Spam Act 2003 (Cth) and the Australian Privacy Principles. You may withdraw consent at any time (see Section 12).
5.4 Business Operations and Compliance
• Maintaining and improving our website, systems, and recruitment processes
• Conducting internal analytics and reporting on placement outcomes and campaign performance
• Complying with legal, regulatory, and contractual obligations
• Maintaining records of consent and other compliance documentation
• Responding to complaints, disputes, or legal claims
6. Consent and Your Rights Under the Spam Act
The Spam Act 2003 (Cth) requires that we hold your consent before sending commercial
electronic messages, including marketing emails and job alert notifications. We operate on the
following basis:
6.1 Express Consent
Express consent is given when you actively opt in to receive communications from us, for example, by ticking an opt-in checkbox on a form, entering your email address in a subscription field with clear marketing disclosure, or verbally or in writing requesting our updates. We record the date, time, source, and method of consent for every subscriber.
6.2 Inferred Consent
In limited circumstances, we may infer consent where you have an existing or recent professional relationship with us and the communications are directly related to that relationship. For example, a candidate actively engaged in a job search with us may reasonably expect to receive relevant job alerts. Inferred consent does not arise from a LinkedIn connection or casual contact alone.
6.3 Candidate Database Consent
By registering with DEI Tech Solutions and submitting your personal information to be included in our candidate database, you consent to us retaining your profile and contacting you regarding relevant opportunities, unless and until you withdraw that consent. We will contact you periodically to confirm that your details are current and your consent remains active.
7. Disclosure of Personal Information
We do not sell, rent, or trade your personal information to third parties for their own purposes.
We may disclose personal information in the following circumstances:
7.1 Disclosure to Client Organisations
The core function of a recruitment agency is to present suitable candidates to client employers. Accordingly, we will disclose candidate personal information to client organisations for the
purposes of assessing suitability for a specific role. We will not submit your profile to a client without first making you aware of the specific opportunity and obtaining your agreement to that
submission. Client organisations are required by our engagement terms to use candidate information only for the purpose of assessing suitability for the relevant role, and not to retain, re-use, or
disclose it for any other purpose.
7.2 Technology and Service Providers
We use trusted third-party platforms and providers to operate our business. These may include:
• ActiveCampaign; email marketing and CRM platform, headquartered in the United States, processing contact data on our behalf under a data processing agreement
• Applicant tracking system (ATS) providers for managing candidate pipelines and placement workflows
• Background screening and reference checking providers
• Website hosting and analytics providers, including Google Analytics
• Calendar, scheduling, and video conferencing tools such as Calendly and MS Teams
• Payment processing platforms
These providers are contractually required to handle your information only as directed by us, in accordance with applicable privacy laws and their own security commitments.
7.3 Cross-Border Disclosure
Some of our service providers are based overseas, including in the United States. When we disclose personal information to overseas recipients, we take reasonable steps under APP 8 of the Privacy Act to ensure those recipients handle your information consistently with the Australian Privacy Principles. ActiveCampaign implements standard contractual clauses and is certified under applicable international data transfer frameworks.
7.4 Legal and Regulatory Disclosure
We may disclose personal information to law enforcement agencies, regulatory bodies, or courts where required by law, or where we reasonably believe disclosure is necessary to prevent or respond to a serious threat to safety, prevent unlawful activity, or protect our legal rights.
7.5 Business Transfers
In the event that DEI Tech Solutions or any part of its business is sold, transferred, or merged with another entity, personal information held by us may be transferred to the new business
owner as part of that transaction. We will take reasonable steps to notify you of any such transfer and your continued rights in relation to your personal information.
8. Storage and Security of Personal Information
We implement reasonable organisational, technical, and physical safeguards to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.
Our security measures include:
• Restricting access to personal information to authorised personnel on a need-to know basis
• Using secure, reputable cloud-based platforms with encryption at rest and in transit
• Requiring multi-factor authentication for access to systems containing personal information
• Maintaining data processing agreements with all third-party service providers
• Conducting periodic internal reviews of our privacy and security practices
• Providing privacy and data handling training to our consultants and staff
No method of data transmission or storage is completely secure. In the event of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the
Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme (Privacy Act 1988, Part IIIC).
8.1 Retention of Personal Information
We retain personal information only for as long as necessary for the purposes for which it was collected, or as required by law:
• Active candidate profiles are retained while you remain registered with us. Profiles with no activity for 24 months will be archived and, following notice to you, deleted or de-identified.
• Placed candidate and contractor records are retained for a minimum of 7 years from the end of the engagement, in accordance with Australian tax and accounting obligations.
• Client records are retained for a minimum of 7 years from the end of the client relationship.
• Referee information is retained only for the duration of the relevant recruitment process and a reasonable period thereafter.
• Consent records (opt-in timestamps, method, and source) are retained indefinitely to demonstrate compliance with the Spam Act 2003 (Cth).
9. Our Candidate Database
As a recruitment agency, we maintain an active database of candidate profiles. By registering with us and submitting your personal information, you consent to your profile being held in our
database and to being contacted by our consultants about relevant opportunities. We will not present your profile to a client employer without first discussing the specific opportunity with you and obtaining your agreement to that specific submission. We will not make speculative or uninstructed submissions of your profile. You may request a record of which client organisations your profile has been submitted to at any time. You may update your details, withdraw consent, or request removal from our database at any time by contacting us.
10. Cookies and Tracking Technologies
10.1 Website Cookies
Our website uses cookies and similar technologies to improve your browsing experience and understand how visitors use our site. Cookie types we use:
• Essential cookies; required for the website to function correctly; cannot be disabled
• Analytics cookies; collect aggregated data about site usage (e.g., via Google Analytics) to help us improve content and user experience
• Preference cookies; remember your settings and preferences across visits
You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our website.
10.2 Email Tracking
We use tracking pixels and link tracking within our marketing emails via ActiveCampaign. These record whether an email has been opened and which links have been clicked and are used solely to measure campaign performance and improve the relevance of future communications. To opt out of email tracking, you may disable image loading in your email client or unsubscribe from our marketing communications entirely.
11. Access to and Correction of Your Personal Information
Under the Privacy Act 1988 (Cth), you have the right to:
• Request access to the personal information we hold about you
• Request correction of personal information that is inaccurate, incomplete, misleading, or out of date
• Request information about the source of personal information we hold
• Request deletion or de-identification of your personal information, subject to our legal retention obligations
To make an access, correction, or deletion request, please contact our Privacy Officer in writing using the details at the end of this Policy. We will respond within 30 days and may need
to verify your identity before processing your request. We do not charge a fee for making a request.
12. Opting Out of Marketing Communications
You may withdraw your consent to receive marketing communications from us at any time by:
• Clicking the unsubscribe link in the footer of any marketing email we send you
• Emailing us at hello@deitechsolutions.com.au with the subject line “Unsubscribe”
We will process all unsubscribe requests within five (5) business days, as required by the Spam Act 2003 (Cth). You may still receive service-related or transactional messages after unsubscribing from marketing, for example, messages related to an active job search, a placement, or an invoice. These are not marketing communications and are not affected by your unsubscribe request.
13. Diversity, Equity, and Inclusion Data
DEI Tech Solutions is committed to advancing diversity, equity, and inclusion in the technology sector. In some circumstances, we or our clients may collect diversity data to support DEI
reporting, targeted outreach programs, or measurement of diversity outcomes. Any collection of diversity data is strictly voluntary. You will always be informed of the specific purpose before being asked to provide it, and your consent will be sought separately and clearly. Diversity data will:
• Never be used in a manner that disadvantages any candidate
• Never be disclosed to clients in a way that could identify you as an individual without your express consent
• Be stored separately from your core candidate profile where technically feasible
• Be de-identified or aggregated before being used in any reporting
You may withdraw consent to the collection or use of your diversity data at any time withoutaffecting your candidacy or our services to you.
14. Automated Decision-Making and Profiling
We use automated processes within our email marketing platform (ActiveCampaign) and applicant tracking system to segment our candidate and subscriber database, score engagement based on interactions with our communications and website and personalise the timing and content of our messages. As required under the Privacy and Other Legislation Amendment Act 2024, we disclose that these automated processes are in use. Importantly, no automated process makes a final recruitment or placement decision. All shortlisting and placement decisions involve human review by our consultants. Automated tools assist our process; they do not replace human judgment.
15. Third-Party Websites and Job Platforms
Our website and communications may contain links to third-party websites, including Seek, LinkedIn, and Indeed. This Privacy Policy does not apply to those websites. We are not responsible for the privacy practices of third-party websites and encourage you to read their respective privacy policies.
16. Privacy Complaints
If you believe DEI Tech Solutions has breached this Policy or your rights under the Privacy Act 1988 (Cth), please contact us in the first instance so that we can work to resolve your concern. Please direct your complaint in writing to hello@deitechsolutions.com.au with the subject line “Privacy Complaint”. We will acknowledge your complaint within 5 business days and aim to resolve it 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):
• Website: www.oaic.gov.au
• Phone: 1300 363 992
• Post: GPO Box 5218, Sydney NSW 2001
From 10 June 2025, individuals may also bring an action in an Australian court for serious invasions of privacy pursuant to the Privacy and Other Legislation Amendment Act 2024.
17. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our business practices, services, applicable laws, or for other legitimate reasons. The revised Policy will be published at www.deitechsolutions.com.au with an updated effective date. Where changes are material, we will notify existing subscribers and registered candidates by email with reasonable notice before the changes take effect.
18. Governing Law
This Privacy Policy is governed by the laws of the Commonwealth of Australia and the State of New South Wales. Any disputes arising in connection with this Policy shall be subject to the
non-exclusive jurisdiction of the courts of New South Wales and the federal courts of Australia.
Contact Our Privacy Officer
For any questions, access requests, corrections, or complaints relating to this Policy or our handling of your personal information, please contact us:
Business: DEI Tech Solutions
ABN: 69 162 633 927
Address: Suite 8, Level 4, 35 Buckingham Street, Surry Hills NSW 2010, Australia
Email: hello@deitechsolutions.com.au
Website: www.deitechsolutions.com.au
© DEI Tech Solutions 2026. All rights reserved. The current version of this Policy is available at www.deitechsolutions.com.au