How data handled through this website and inside the CAQA HRMS platform is processed, secured and protected.
This Data Processing and Security Notice explains how CAQA HRMS, part of CAQA Groups and Career Calling International Pty Ltd (ABN 53 162 651 238), processes, stores and protects the data handled through this website and within the CAQA HRMS platform used by education and service organisations.
This notice covers two kinds of data. The first is information collected through this website itself, such as enquiry form submissions and newsletter subscriptions, which we handle as described in our Privacy Policy. The second is data that client organisations import into or generate within the CAQA HRMS platform, including employee records, contracts, position and department structures, leave records, performance notes, qualifications and employee documents.
The platform is designed to hold workforce data: employment details, roles, departments, contract dates, leave balances, performance records, qualifications and related documents. Clients decide what data they collect and store. Because employee data is sensitive by nature, we encourage clients to limit records to what employment administration genuinely requires, keep them accurate and current, and avoid storing health or other sensitive information in free-text fields unless genuinely required and lawfully collected.
For data inside the platform, the client organisation is the employer and the collector and controller of its own workforce records. The client remains responsible for having a lawful basis to collect each record, for providing any required privacy notices to its employees, for meeting employment record-keeping obligations, and for responding to its employees' access and correction requests under the Privacy Act 1988 (Cth) and applicable workplace law. CAQA processes this data on the client's behalf and on its instructions.
Platform data is hosted in secure, professionally managed data-centre environments, with a preference for Australian-region hosting for client production data. Data in transit is protected with encryption (HTTPS/TLS), and storage environments are hardened, patched and monitored.
Access to client data within our systems is restricted to authorised personnel who need it to deliver, support or maintain the platform, and is protected by unique credentials, role-based permissions and activity logging. Client-side access is controlled by the client's own administrators through user roles and permissions in the platform, as described in the HRMS Platform Terms.
Platform data is backed up on a scheduled basis, and backups are retained to support recovery from technical failure. Backups are protected with the same care as production data. Clients should still maintain their own exports of critical records where their governance requirements demand an independent copy.
If we become aware of a security incident affecting client data, we will assess it promptly, contain and remediate it, and notify affected clients without undue delay, providing enough information for the client to meet its own obligations, including any assessment required under the Notifiable Data Breaches scheme. Clients must promptly report suspected incidents, lost credentials or unusual account activity to us so that we can act quickly.
When a subscription ends, clients may export their data in a standard format within the period stated in their agreement or the Subscription Terms. After that period, client data is deleted or de-identified from production systems in the normal course, with residual copies in backups expiring on the routine backup cycle. Employment records that the client must retain by law should be exported before access ends.
No payments are processed through this website, and no cardholder or banking data is collected or stored by it. Subscription fees are invoiced directly under a written agreement, so there is no online transaction data for this site to secure beyond the enquiry and subscription information described above.
This notice is general information about our practices and is not legal advice. Clients should seek their own advice on their privacy, data-protection and employment record-keeping obligations.
For data or security questions, contact info@caqa.com.au, call 1800 266 160, or use our contact page.
Service lines across every CAQA brand, one standard of quality. Scroll the wall or jump straight to a brand.
To Receive Updates And Offers
