The terms that apply to organisations, administrators and users accessing the CAQA HRMS platform.
These Platform Terms apply to users, administrators and organisations that access CAQA HRMS software, portals, dashboards, online systems or hosted environments. Users must keep account details secure, use the platform lawfully, protect confidential information, avoid unauthorised access and comply with any administrator, subscription or acceptable-use requirements.
CAQA HRMS is an employee-management platform for education and service organisations, operated as part of CAQA Groups and Career Calling International Pty Ltd (ABN 53 162 651 238). These terms sit alongside each client's written subscription agreement, our Subscription Terms, Acceptable Use Policy and Data Processing and Security Notice. If a signed client agreement conflicts with these terms, the signed agreement prevails. This website provides information about the platform and takes no payments; access to the platform is provisioned only after a subscription has been established.
Platform access is provided through named user accounts issued under a client subscription. Each user must keep credentials confidential, must not share logins, and must notify us promptly of any suspected unauthorised access. Clients are responsible for ensuring that only appropriate personnel hold accounts and for deactivating users who leave their organisation or change roles - the platform's own offboarding checklists can carry that step.
Clients may import employee, contractor, position and organisational records into the platform. By importing data, the client warrants that the records were collected lawfully, that any required privacy notices were given to the individuals concerned, and that the client has the right to store and use the records in the platform. We do not verify the provenance of imported data and we process it on the client's instructions.
For records inside the platform, the client organisation is the employer and the collector of its own workforce data. Clients remain responsible for handling employee information in accordance with the Privacy Act 1988 (Cth) and applicable employment and record-keeping law, for limiting access to those with a genuine need, and for responding to their own employees' access and correction requests. We process this data on the client's behalf as described in the Data Processing and Security Notice.
Automation features - such as onboarding task creation, acknowledgement requests, expiry reminders and approval routing - are configured by the client. The client is responsible for reviewing automation logic before activation, for the content and timing of automated notifications, and for monitoring automated activity. We recommend testing every workflow with sample records before applying it to live employee data.
Client administrators control user roles, permissions, data visibility, integration connections and configuration settings. Administrators are responsible for applying permissions appropriate to each user's duties, reviewing access periodically and keeping organisation settings accurate. We may rely on instructions given by a client's nominated administrators.
The platform can connect with third-party products such as payroll systems, identity providers, calendars, e-signature services and student management systems. Integrations depend on the third party's own availability, terms and interfaces, which we do not control. A third party may change or withdraw an interface at any time, and we do not warrant uninterrupted operation of any integration. Clients are responsible for their own agreements with third-party providers.
Support for platform users is provided as described on our Support and Service Levels page, through info@caqa.com.au, 1800 266 160 and our contact page.
Use of the platform must comply with our Acceptable Use Policy. We may suspend or restrict access where we reasonably believe an account is compromised, the platform is being misused, or continued access poses a security or legal risk, and we will work with the client to restore access as soon as practicable. Termination and cancellation are governed by the Subscription Terms and the client's agreement.
The platform, its software, design, documentation and underlying systems remain the property of Career Calling International Pty Ltd and its licensors. Client data remains the property of the client. Nothing in these terms transfers ownership of either.
Platform features, templates and documentation are provided as general tools. They are not legal, employment-law or privacy advice, and clients should obtain their own professional advice about the lawfulness of their workforce data practices and HR processes.
Questions about these Platform Terms can be sent to info@caqa.com.au, phoned through on 1800 266 160, or lodged via our contact page.
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