Privacy Policy

1. Who We Are

Abled Care & Nursing Services is operated by Kohli Traders PTY LTD (ABN 61 631 530 240). In this Privacy Policy, references to “we”, “us” and “our” mean Kohli Traders PTY LTD trading as Abled Care & Nursing Services.

We respect your privacy and are committed to protecting personal information that we collect, hold, use and disclose in connection with our services, software application, website, mobile application, recruitment, onboarding, employment-related administration, care-related administration and business operations.

2. Application of Australian Privacy Laws

We aim to handle personal information in accordance with applicable Australian privacy obligations, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply to us.

Some employee records may be subject to different legal treatment under Australian privacy law. However, we still take reasonable steps to handle employee, contractor, candidate, client and user information responsibly, securely and only for legitimate business, care, employment, onboarding, compliance or administrative purposes.

3. Types of Personal Information We May Collect

We may collect personal information that is reasonably necessary for our functions and activities, including:

• name, date of birth, contact details, emergency contact details and address information;
• account login details, user role, profile information, preferences and communication settings;
• employment, contractor, candidate and onboarding information;
• resume, work history, qualifications, skills, licences, certificates and training records;
• right-to-work information, reference information, screening information and compliance documents;
• shift, rostering, attendance, service delivery, case note and administrative information;
• documents, forms, signatures, uploaded files, attachments and records submitted through the Application;
• device information, IP address, browser type, operating system, usage logs and security logs;
• communications with us, including email, SMS, phone, support requests and feedback;
• billing, payment or transaction-related information where relevant; and
• any other information you provide to us directly or through the Application.

4. Sensitive Information

We may collect sensitive information where it is reasonably necessary for our services, recruitment, onboarding, employment administration, compliance obligations, workplace safety, care-related administration or where you have consented to the collection.

Sensitive information may include health information, disability-related information, support needs, incident information, worker screening information, government identifiers where legally required, professional memberships, qualifications, criminal history checks, right-to-work information or other information required for care, employment, onboarding, compliance or safety purposes.

5. Recruitment, Candidate and Onboarding Information

If you apply for a role, express interest in work, are invited to onboard, or become an employee or contractor, we may collect and store recruitment and onboarding information including your resume, contact details, employment history, references, qualifications, skills, certificates, screening documents, right-to-work information and other information you provide during recruitment or onboarding.

We use this information to assess suitability, conduct recruitment and onboarding, create or update an employee profile, manage training and compliance, allocate work where appropriate, maintain records and satisfy legal, regulatory, contractual or operational obligations.

If you are not successful or do not proceed with onboarding, we may retain your information for a reasonable period for recruitment, compliance, dispute resolution, audit and record-keeping purposes, unless you request deletion and we are legally permitted to delete it.

6. Use of Artificial Intelligence and Resume Processing

We may use artificial intelligence (AI) tools to assist authorised administrators, managers, supervisors or approved business users with administrative and workflow tasks within the Application. This may include reviewing uploaded resumes, extracting relevant employment and qualification information, preparing suggested employee profile content, summarising documents, assisting with form extraction, reviewing shift note quality, generating administrative drafts and supporting other internal workflows.

When a candidate becomes an employee or contractor, or as part of onboarding, we may use AI-assisted resume scanning to prepare suggested profile information such as About Me content, work experience, skills, qualifications, training information and related profile fields.

AI-generated information is treated as a draft or suggestion only until reviewed and accepted by an authorised administrator or business user. A candidate, employee or contractor may also be asked to review, confirm or correct their own profile information before or after it is saved.

AI-generated content may be inaccurate, incomplete, outdated or unsuitable. We do not use AI-generated profile suggestions as the sole basis for employment, onboarding, rostering, disciplinary, care-related or service-related decisions. Human review is required before AI-generated information is saved, published, relied upon or used as part of an official record.

You should not upload documents containing personal information, sensitive information or third-party information unless you are authorised to provide that information and it is reasonably necessary for the relevant recruitment, onboarding, employment, care, compliance or administrative purpose.

7. How We Collect Personal Information

We may collect personal information:

• directly from you when you use the Application, complete forms, upload documents or communicate with us;
• from candidates, employees, contractors, clients, representatives, family members or authorised contacts;
• from referees, screening providers, training providers, government or regulatory bodies where lawful and relevant;
• from third-party systems that integrate with our Application or services;
• automatically through the Application, website, cookies, device logs, analytics and security tools; and
• from publicly available sources where lawful and relevant to our functions or activities.

8. Why We Collect, Use and Disclose Personal Information

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

• providing, managing, improving and securing the Application and our services;
• creating, maintaining and administering user, client, employee, contractor and candidate profiles;
• recruitment, onboarding, employment administration, rostering, training and compliance;
• care-related administration, service delivery, reporting, quality assurance and record keeping;
• document management, form completion, signatures, workflow automation and notifications;
• AI-assisted administrative support, resume scanning, document extraction and profile drafting;
• communicating with you by email, phone, SMS, push notification, post or other methods;
• responding to enquiries, complaints, access requests and support requests;
• complying with legal, regulatory, contractual, insurance, workplace health and safety or audit requirements;
• protecting our rights, property, safety, users, clients, employees, contractors and systems; and
• any other purpose notified to you or permitted by law.

9. Disclosure to Third Parties

We may disclose personal information to third parties where reasonably necessary for our functions and activities, where you have consented, or where required or permitted by law. These third parties may include:

• employees, contractors, officers and authorised representatives;
• technology, software, hosting, storage, communication, email, SMS and support providers;
• AI service providers, document processing providers and automation providers;
• professional advisers, insurers, auditors, legal advisers and consultants;
• recruitment, screening, training, payroll, HR or compliance providers;
• government agencies, regulators, law enforcement bodies, courts or tribunals where required or permitted by law;
• clients, representatives, nominees, family members or support persons where authorised or appropriate; and
• other parties involved in providing, managing or protecting our services and business operations.

10. Overseas Disclosure and Third-Party Processing

Some of our technology providers, cloud providers, communication providers, analytics providers, AI service providers or support providers may store, process or access information outside Australia.

Where practicable, we will identify likely overseas locations in our collection notices or service information. Depending on the providers we use from time to time, information may be processed or accessed in countries such as Australia, the United States, New Zealand, the United Kingdom, countries in the European Economic Area, or other locations where our providers or their sub-processors operate.

Where we disclose personal information to overseas recipients, we take reasonable steps to ensure appropriate privacy, confidentiality and security arrangements are in place, subject to applicable law and the nature of the service.

11. Cookies, Analytics and Automatic Collection

The Application and website may use cookies, analytics tools, logs and similar technologies to operate the service, improve performance, remember preferences, support security, understand usage and diagnose technical issues.

You may be able to disable cookies through your browser or device settings, but doing so may affect the functionality and availability of parts of the Application or website.

12. Device, Location and Mobile Application Information

When you use our mobile application or web application, we may collect device-related information such as device type, operating system, browser, IP address, unique device identifiers, app usage information, login activity and diagnostic data.

If location-based features are enabled, we may collect or process location information where reasonably necessary for service delivery, rostering, attendance, safety, verification, mapping or other Application features. We do not sell your location information.

13. Security of Personal Information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure. These steps may include access controls, authentication, encryption, logging, backups, secure hosting, staff access restrictions, monitoring and internal policies.

No method of transmission or storage is completely secure. You are responsible for keeping your login details confidential and notifying us promptly if you suspect unauthorised access to your account.

14. Data Quality and AI-Generated Information

We take reasonable steps to keep personal information accurate, complete and up to date. However, AI-generated content, extracted document data and user-submitted information may require review and correction.

If AI-assisted resume scanning or document extraction creates suggested profile content, the relevant user or authorised staff member should review the information before it is accepted into the Application or used for any operational purpose.

15. Retention and Deletion

We retain personal information for as long as reasonably necessary for the purposes described in this Privacy Policy, including service delivery, recruitment, onboarding, employment administration, compliance, audit, insurance, dispute resolution, security and legal record-keeping purposes.

When personal information is no longer required and we are legally permitted to do so, we will take reasonable steps to destroy, delete or de-identify it.

16. Access and Correction

You may request access to personal information we hold about you, or request that we correct information you believe is inaccurate, incomplete, out of date or misleading. We may need to verify your identity before responding.

To request access or correction, contact our Privacy Officer at [email protected].

17. Complaints

If you have a complaint about how we handle personal information, please contact our Privacy Officer at [email protected] and provide details of your complaint.

We will take privacy complaints seriously and will aim to respond within a reasonable time. If you are not satisfied with our response, you may be able to contact the Office of the Australian Information Commissioner or another relevant regulator.

18. Direct Marketing and Service Communications

We may send you service-related communications that are necessary for the operation of the Application, your account, onboarding, employment administration, documents, forms, shifts, reminders, safety, compliance or service delivery.

We may send direct marketing communications only where permitted by law. You may opt out of marketing communications where an unsubscribe option is provided. Some operational or service-related messages may still be sent where required for the Application, your role, compliance, security or service delivery.

19. Third-Party Links and Services

The Application or website may contain links or integrations with third-party websites, applications or services that are not owned or controlled by us. We are not responsible for the privacy practices or content of those third parties.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements, AI-assisted features or business operations. Updated versions will be published on this page with a new effective date.

Continued use of the Application or our services after an updated Privacy Policy is published will be treated as acceptance of the updated policy to the extent permitted by law.

21. Contact Us

For privacy questions, access or correction requests, or complaints, please contact:

Privacy Officer
Kohli Traders PTY LTD trading as Abled Care & Nursing Services
Email: [email protected]