1. About This Policy
wiity.ai Pty Ltd (ABN 15 701 848 660) (“Wiity”, “we”, “us”) is committed to protecting privacy in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Policy explains how we collect, use, disclose and protect personal information in connection with the wiity.ai website and the Ella platform.
Where Wiity processes candidate, employee or worker data on behalf of a client using the Ella (“ella”) platform, Wiity generally acts as a service provider processing that data under the client’s instructions and the client’s own privacy policy applies to that data. This Policy covers information Wiity collects in its own capacity, such as information about Website visitors, prospective clients, and client personnel who use the platform. Wiity does not currently expect candidates to interact directly with the Ella platform; this is a longer-term product direction and this Policy will be reviewed and updated before any candidate-facing functionality is introduced.
2. Personal Information We Collect
Depending on how you interact with us, we may collect:
- contact details such as name, email address, phone number and job title
- company and business details for prospective and current clients
- account and login information for platform users
- usage and technical data, such as IP address, device and browser type, and pages visited on the Website
- communications you send us, including enquiries, feedback and support requests
- information collected via cookies and similar technologies (see our Cookie Policy)
3. How We Collect Personal Information
We collect personal information directly from you when you contact us, register for the platform, or otherwise interact with the Website. We may also collect information automatically through cookies and analytics tools, or from third parties such as recruitment industry contacts, where you have consented or it is otherwise permitted by law.
4. Why We Collect, Hold, Use and Disclose Personal Information
- to respond to enquiries and provide information about our services
- to provide, operate, support and improve the Ella platform for clients
- to manage client and platform user accounts
- to communicate updates, invoices and service notices
- for marketing, where permitted by law and subject to your right to opt out at any time
- to comply with legal obligations and to protect the rights, safety and property of Wiity and others
5. Disclosure of Personal Information
We may disclose personal information to:
- our staff and contractors who need access to perform their roles
- cloud infrastructure and technology providers that host or process data on our behalf (see our Sub-Processor and Third-Party Disclosure Statement), including providers based overseas
- professional advisers such as lawyers, accountants and auditors
- regulators, law enforcement or courts where required by law
We do not sell personal information to third parties.
6. Overseas Disclosure
Our core infrastructure, including AWS and Snowflake, is hosted in Australia. However, certain AI-related processing may involve providers or infrastructure located overseas. This includes direct use of Anthropic’s Claude API by Wiity staff for internal work and prototyping, and use of Claude and other third-party AI models accessed through AWS Bedrock within Ella’s product features, where the underlying model may be hosted outside Australia. Before disclosing personal information overseas, we take reasonable steps to ensure the recipient handles it consistently with the Australian Privacy Principles, including through contractual data protection commitments, in accordance with APP 8.
7. Data Security
We use administrative, technical and physical safeguards designed to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure, including encryption, access controls and a governed cloud data architecture. No system is completely secure, and we continually review our security practices.
8. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, to meet legal, accounting or reporting obligations, or as otherwise required under a client services agreement, after which it is securely deleted or de-identified.
9. Automated Processing and AI
The Ella platform uses artificial intelligence, including third-party large language models, to help process and surface information for clients. Our approach to responsible and human-overseen use of AI is set out in our Responsible Use of AI Policy.
10. Direct Marketing
We may use tools such as Google Analytics to understand Website usage, and a marketing platform such as HubSpot (or a similar tool) to send newsletters and marketing communications. Marketing communications are only sent with your consent or as otherwise permitted under the Spam Act 2003 (Cth), and every marketing email includes a functional unsubscribe mechanism. You can opt out of marketing communications at any time by using the unsubscribe link or by contacting us using the details below.
11. Access and Correction
You may request access to, or correction of, personal information we hold about you by contacting us using the details below, in accordance with APPs 12 and 13. We will respond within a reasonable period and may need to verify your identity before providing access.
12. Complaints
If you have a concern about how we have handled your personal information, please contact us at privacy@wiity.ai. We will investigate and respond within a reasonable timeframe. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
13. Changes to This Policy
We may update this Policy from time to time. The current version will always be available on the Website.
14. Contact Us
For privacy questions or requests, contact our Privacy Officer, Lee Whitaker (Certified Data Protection Officer and Privacy Officer), at privacy@wiity.ai.