Clear information. Meaningful choice. Human review.

This Privacy Policy applies to Refereez Pty Ltd (ABN 71 674 633 786), trading as Refereez. Refereez collects and handles personal information to provide structured reference-checking services, operate and secure the platform, support customers, meet legal obligations and improve service reliability.

Information we may handle

• Candidate identity and contact details, role information and reference-check status.
• Referee identity, contact and professional relationship details, together with reference responses.
• Customer user account, company, billing, support and audit information.
• Technical and security information such as timestamps, device or browser details, access logs and network indicators.

We ask users not to submit information about health, disability, ethnicity, religion, sexual orientation, political views, union membership or other protected or sensitive characteristics unless it is genuinely required, lawful and specifically authorised. Refereez insights are designed as decision support. They are not an automated hiring decision and must be considered by an authorised human in context.

Use and disclosure

Information is used for the purpose for which it was collected and closely related operational, security and legal purposes. Reference information is disclosed to the requesting organisation and its authorised users. We may use contracted service providers for hosting, communications, storage, support and security. Some providers may process information outside Australia. Refereez applies contractual, access and security controls and will make current subprocessor and likely-country information available to customers on request.

Retention and security

We retain information only for as long as reasonably required for the reference service, customer instructions, dispute handling, security and legal obligations. We use role-based access, company scoping, protected public links, audit logging and other technical and organisational controls. No online service can guarantee absolute security.

Access, correction and complaints

You may ask for access to or correction of your personal information, withdraw a consent where consent is the applicable basis, or raise a privacy concern. We may need to verify your identity and consider lawful exceptions before acting.

The requesting employer or recruiter provides Refereez with your name, contact details, role information and reference-check instructions. You may also provide referee contact details directly.

We use this information to invite and follow up with referees, collect structured professional references, conduct integrity and service checks, create reports and make those reports available to authorised members of the requesting organisation. If the required information is not provided, the reference check may not be able to proceed.

Referee responses may contain opinions about your work performance. You may request access or correction, subject to applicable exceptions and the rights of other people. Refereez does not ask hiring teams to make decisions solely from a score, integrity indicator or generated summary.

You were nominated to provide a professional reference. Refereez collects your identity, contact and professional relationship details, your responses, ratings and submission security information.

We use this information to collect and verify the reference, prepare a report and disclose it to the requesting employer or recruiter. Your response is voluntary. If you do not provide it, the candidate’s reference check may remain incomplete. Please provide work-related information only and avoid protected, sensitive or irrelevant personal information.

Before submission, you will be asked to acknowledge this notice and confirm that your response may be used for the stated reference-check purpose. You can contact us about access, correction or withdrawal, although information already relied on or required by law may need to be retained.

Refereez collects business contact, account, authentication, usage, support and audit information from customer users. We use it to provide and secure the service, administer access, communicate about the account, process transactions and meet legal obligations.

Customer organisations determine why candidate reference checks are initiated and who may access the results. Each customer must:

• have a lawful basis and appropriate authority to initiate each reference check;
• provide the candidate with the current Candidate Collection Notice at or before collection;
• only submit information that is relevant and reasonably necessary;
• restrict access to authorised personnel with a genuine recruitment purpose;
• apply human review and never treat Refereez outputs as the sole basis for a hiring decision;
• avoid using protected or sensitive characteristics, or proxies for them, in hiring comparisons;
• notify Refereez promptly of privacy requests, suspected misuse or data incidents relating to the service; and
• follow agreed retention, deletion, confidentiality and security requirements.

Detailed commercial data-processing terms, security schedules, subprocessor information and assistance obligations can be incorporated into the customer agreement. They should be reviewed and signed by an authorised representative of each party.

Refereez may calculate workflow metrics, reference trends, consistency indicators and generated summaries to help authorised hiring teams review evidence. These tools do not make, recommend or execute a final employment decision. Ratings and indicators can be incomplete, subjective or affected by context. A suitably authorised person must review the underlying evidence, consider the candidate’s full circumstances and remain accountable for the decision.

For access, correction, withdrawal, deletion or a privacy complaint, contact our nominated Privacy Officer, Martyn J Hill, at support@refereez.com.au. Our backup privacy contact is Jarryd Hill at jarryd@refereez.com.au.

Please state whether you are a candidate, referee or customer user and the type of request. Do not send identity documents by ordinary email. We will arrange a secure verification method if required.