Privacy Policy - Background and Scope

VMantra Group Pty Ltd ("VMG", "we", "our" or "us") is committed to protecting the privacy of personal information and handling personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and other applicable privacy laws.

This Privacy Policy explains how VMG collects, uses, stores, discloses and protects personal information in connection with our recruitment, consulting, managed services, professional services, cyber security services, website operations and business activities.

This Privacy Policy may be updated from time to time to reflect changes in legal requirements, technology, business practices or service offerings. The current version will always be available on our website.

By engaging with VMantra Group Pty Ltd (VMG) or using our services, individuals acknowledge that their personal information may be collected, used and disclosed as described in this Privacy Policy. Where consent is required under applicable privacy laws, VMG will obtain that consent before collecting, using or disclosing personal information.

Personal Information We Collect

Depending on the nature of our relationship with you, VMG may collect personal information including:

• name and contact details;
• residential or postal address;
• date of birth;
• employment history;
• curriculum vitae or resume information;
• qualifications, certifications and licences;
• referee and reference information;
• citizenship and right-to-work information;
• security clearance information;
• identification documentation;
• financial and banking information where relevant;
• business contact information;
• information related to recruitment, employment or consulting engagements;
• website usage information; and
• correspondence and communications with us.

We only collect personal information that is reasonably necessary for our business activities and services.

Sensitive Information

VMG may collect sensitive information where reasonably necessary and permitted by law.

Sensitive information may include information relating to:

• criminal history;
• health information;
• disability information;
• biometric verification information;
• government security clearance requirements;
• diversity and equal opportunity information; and
• other information classified as sensitive under privacy legislation.

Sensitive information will generally only be collected with your consent or where otherwise authorised or required by law.

How We Collect Personal Information

VMG generally collects personal information directly from individuals through:

• job applications;
• employment enquiries;
• interviews;
• online forms;
• email communications;
• telephone conversations;
• website interactions;
• client engagements;
• professional networking platforms;
• recruitment platforms; and
• contract and service delivery activities.

We may also collect information from third parties including:

• referees;
• clients;
• government agencies;
• background screening providers;
• publicly available sources;
• professional networking websites; and
• recruitment platforms.

Failure to Provide Information

You are not required to provide personal information to VMG. However, if you choose not to provide information requested by us, we may be unable to:

• assess your suitability for employment opportunities;
• verify your qualifications, licences or employment history;
• conduct required screening, identity verification or background checks;
• provide recruitment or placement services; and
• comply with legal, contractual or regulatory obligations.

Security Vetting and Government Recruitment

VMG recruits for clients across government, defence and regulated industries.

Where necessary, we may collect, verify, use and disclose information for:

• citizenship verification;
• identity verification;
• security clearance sponsorship;
• security vetting activities;
• background screening;
• government onboarding requirements; and
• contractual compliance obligations.

Such information will only be collected and disclosed where reasonably necessary and authorised for recruitment, employment or security clearance purposes.

Security of Personal Information

VMG takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.

Security measures may include:

• role-based access controls;
• multi-factor authentication;
• encrypted communications and data transmission;
• endpoint protection technologies;
• secure cloud-hosted environments;
• audit logging and monitoring;
• physical security controls;
• staff privacy and security awareness training; and
• regular maintenance and security updates.

While we take reasonable measures to protect personal information, no method of transmission or storage can be guaranteed to be completely secure.

Use of Personal Information

VMG may use personal information for purposes including:

• recruitment and placement activities;
• candidate sourcing and assessment;
• reference checking;
• background screening;
• contractor management;
• consulting and professional services delivery;
• managing client relationships;
• responding to enquiries;
• business administration;
• regulatory compliance;
• legal obligations;
• maintaining security of systems and services;
• fraud prevention; and
• improving our services and website functionality.

Artificial Intelligence and Recruitment Technologies

VMG may utilise recruitment and business technologies that incorporate artificial intelligence (AI), machine learning, automation and data analytics capabilities.

These technologies may assist with candidate sourcing, skills matching, recruitment administration, communication management, job recommendations, record management and operational efficiency.

AI-assisted processes are used to support recruitment activities and are not relied upon as the sole basis for employment decisions. Human review and oversight remain part of our recruitment processes.

We take reasonable steps to ensure that service providers offering these technologies maintain appropriate privacy, confidentiality and security controls.

Disclosure of Personal Information

VMG may disclose personal information where reasonably necessary for the purposes described in this Privacy Policy.

Depending on the circumstances, personal information may be disclosed to:

• clients and prospective employers;
• referees and professional references;
• recruitment platform providers;
• background screening providers;
• identity verification providers;
• government agencies;
• security clearance and vetting authorities;
• professional advisers;
• insurers;
• auditors;
• legal representatives;
• third-party service providers; and
• other parties where authorised by law or with your consent.

VMG does not sell personal information to third parties.

Cross-Border Disclosures

VMG seeks to store and process personal information within Australia wherever reasonably practicable.

However, some of our technology providers, cloud hosting providers, software vendors, communications platforms or support providers may store, process, back up or access personal information from locations outside Australia.

Where personal information is disclosed or made available overseas, VMG takes reasonable steps to ensure that recipients handle personal information in a manner consistent with Australian privacy obligations, including through contractual arrangements and appropriate security controls.

Cookies and Website Technologies

Our website may use cookies, web beacons, pixels and similar technologies to improve website functionality, enhance user experience and analyse website performance.

Information collected through these technologies may include:

• IP addresses;
• browser type and version;
• operating system;
• device identifiers;
• pages visited;
• date and time of visits;
• referring websites; and
• website interaction data.

Most web browsers allow you to control or disable cookies through browser settings. Disabling cookies may affect website functionality.

By continuing to use our website, you acknowledge the use of cookies and similar technologies as described in this Privacy Policy.

Direct Marketing

VMG may occasionally communicate information regarding our services, employment opportunities, events, newsletters or business updates.

Individuals may opt out of receiving marketing communications at any time by following the unsubscribe instructions provided in communications or by contacting us directly.

VMG does not sell personal information to third parties for marketing purposes.

Website Analytics

VMG may use website analytics services to better understand website usage, improve website functionality and optimise user experience.

Analytics data is generally aggregated and used for reporting, trend analysis, website improvement and service optimisation purposes.

Third-Party Service Providers

VMG engages a range of third-party service providers to assist with our business operations and recruitment activities.

These providers may include:

• recruitment software providers;
• customer relationship management platforms;
• cloud hosting providers;
• IT support providers;
• cyber security providers;
• communication and collaboration platforms;
• payroll and accounting providers;
• background screening providers; and
• government clearance or verification service providers.

Examples may include platforms such as JobAdder, Microsoft 365, cloud hosting environments and other business systems used in the operation of our services.

Our service providers may have access to personal information only to the extent necessary to perform services on our behalf.

We take reasonable steps to ensure our service providers maintain appropriate privacy, confidentiality and security protections.

Managing Privacy Breaches

VMG maintains procedures for identifying, assessing, responding to and managing actual or suspected data breaches.

Data breaches may result from malicious activity, accidental disclosure, human error, system failure or unauthorised access.

Where a data breach occurs, VMG will assess the incident and take reasonable steps to minimise any potential harm.

If a data breach is likely to result in serious harm to affected individuals, VMG will comply with its obligations under the Notifiable Data Breaches Scheme, including notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) where required.

How Your Personal Information Is Held

Personal information collected by VMG is stored within secure electronic systems and, where necessary, physical records.

Information may be stored within cloud-based recruitment, document management, communication and business systems used to provide our services.

Access to personal information is restricted to authorised personnel who require access to perform their duties.

Data Retention

VMG retains personal information for as long as reasonably necessary to provide recruitment services, maintain business records, comply with legal obligations, manage disputes, enforce agreements and support future employment opportunities.

Where appropriate, VMG may retain candidate information to identify and contact individuals regarding future employment, consulting or contracting opportunities that may be relevant to their skills, qualifications and experience.

Candidate resumes, profiles and recruitment records may remain within our recruitment database for future recruitment opportunities unless:

• the information is no longer required;
• deletion is required by law; or
• an individual requests removal of information and no legal or operational requirement exists for its retention.

We periodically review retained information and take reasonable steps to securely destroy or de-identify information that is no longer required.

Legal and Regulatory Disclosures

VMG may disclose personal information where required or authorised by law, including disclosures to:

• government agencies;
• regulatory bodies;
• law enforcement agencies;
• courts and tribunals;
• taxation authorities;
• auditors;
• legal advisers; and
• other parties where disclosure is legally required or permitted.

Children's Privacy

VMG's services are intended for adults engaged in employment, contracting, consulting or business activities

We do not knowingly collect personal information from children unless required for a lawful and legitimate business purpose and with appropriate consent where required.

Business Transactions

If VMG undergoes a merger, acquisition, business restructure, sale of assets or similar corporate transaction, personal information may be disclosed to prospective purchasers, advisers and transaction participants, subject to appropriate confidentiality obligations and privacy protections.

Complaints

If you have concerns regarding VMG's handling of your personal information, you may submit a complaint to our Privacy Officer.

VMG will investigate privacy complaints and endeavour to respond within 30 business days.

If you are dissatisfied 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

Your Privacy Rights, Access and Correction

Subject to applicable law, individuals may request:

• access to personal information held by VMG;
• correction of inaccurate, incomplete or outdated information;
• withdrawal of consent where consent forms the basis of collection or use;
• removal of personal information where legally permissible; and
• information regarding how their personal information has been collected, used or disclosed.

VMG may require identity verification prior to processing requests.

Requests can be made by contacting our Privacy Officer.

Privacy Officer

Phone: 1300 001 864

Email: privacy@vmantragroup.com.au

Address: PO Box 515, Mawson ACT 2607

 

Last update: 12 July 2026

The current version of this Privacy Policy will be available at www.vmantragroup.com.au.