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Effective Date: August 2026
Organisation: Beyond Employment Pty Ltd
Application: Beyond Employment Employer and Employment Services Portal

 

1. Purpose

Beyond Employment Pty Ltd ("Beyond Employment", "we", "us" or "our") is committed to protecting the privacy, confidentiality and security of participants, employers, employment service providers and other persons whose information may be accessed through the Beyond Employment Portal ("Portal").

This Policy establishes the conditions under which authorised users may access and use the Portal and the information made available through it.

Access to the Portal is provided strictly for legitimate employment, recruitment, referral, placement and employment-support purposes.

By accessing or using the Portal, users acknowledge and agree to comply with this Policy, applicable privacy legislation and any other confidentiality or information-security requirements imposed by Beyond Employment.

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2. Privacy and Legal Framework

Beyond Employment manages personal information in accordance with applicable Australian privacy legislation, including, where applicable:

• the Privacy Act 1988 (Cth);

• the Australian Privacy Principles (APPs);

• applicable employment, record-keeping and confidentiality obligations; and

• contractual confidentiality and privacy obligations applying to Beyond Employment and its service partners.

Nothing in this Policy limits any obligation imposed on Beyond Employment or an authorised Portal user by law.

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3. Information Displayed on the Portal

Beyond Employment has designed the Portal to minimise the amount of personally identifiable information displayed to users.

As a general rule, participant information displayed through the Portal will be limited to information reasonably required for referral, recruitment, placement and employment-support activities.

Beyond Employment does not intentionally publish unnecessary participant identifiers on the Portal, including:

• participant surnames;

• personal telephone numbers;

• personal email addresses, unless required for an authorised purpose;

• Job Seeker Identification Numbers (JSIDs);

• residential addresses;

• copies of identification documents;

• Centrelink or Services Australia identifiers;

• financial or banking information; or

• other unnecessary government-issued identifiers.

Participant information may instead be displayed using first names, reference numbers, employment-related information or other limited information sufficient for the intended Portal function.

This approach is intended to reduce the risk of identification, unauthorised disclosure and unnecessary collection or distribution of personal information.

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4. Authorised Access

Portal access is restricted to persons authorised by Beyond Employment.

Users must only access information where that access is reasonably necessary for their authorised employment-related duties.

Portal access must not be used:

• for personal purposes;

• out of curiosity;

• to access information unrelated to the user's duties;

• to obtain information for another business or organisation without authorisation;

• to contact participants outside an authorised employment or support purpose;

• for marketing unrelated products or services; or

• for any unlawful, improper or unauthorised purpose.

Access to the Portal is a privilege granted for legitimate business purposes and may be suspended or withdrawn by Beyond Employment at any time where reasonably necessary to protect participants, Portal users or Beyond Employment.

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5. Staff Who Leave an Organisation

Portal access is provided only while a staff member remains authorised to access the Portal on behalf of their organisation.

A staff member must not access or attempt to access the Portal after resigning, being terminated, changing roles where Portal access is no longer required, or otherwise ceasing to be authorised by their organisation.

Organisations using the Portal are responsible for notifying Beyond Employment as soon as reasonably practicable when an authorised user:

• resigns;

• is terminated;

• changes roles;

• no longer requires Portal access; or

• should otherwise have their access revoked.

Any attempt by a former or unauthorised staff member to access the Portal may constitute unauthorised access and may result in immediate account suspension and further action where appropriate.

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6. Login Credentials and Password Security

Portal usernames, passwords and other authentication credentials are confidential.

Users must not:

• disclose their password to another person;

• share Portal accounts;

• allow another person to access the Portal using their credentials;

• record passwords in an insecure location; or

• knowingly permit an unauthorised person to use their account.

Where practical, each authorised user should use their own account.

Beyond Employment will periodically update or reset Portal access credentials as part of its security controls. Portal passwords will ordinarily be changed at least every four (4) months, or earlier where Beyond Employment considers a reset necessary for security purposes.

Beyond Employment may immediately reset passwords or suspend accounts where unauthorised access, credential sharing, staff departure or another security risk is suspected.

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7. Results and Referral Information

Information contained within the Portal, including participant results, referral outcomes, interview outcomes, placement information, employment status and related information, is confidential.

The Portal results page must not be shared with external parties unless the disclosure has been expressly authorised by Beyond Employment or is otherwise required or authorised by law.

Users must not:

• forward Portal results to unauthorised third parties;

• publish Portal information online or on social media;

• distribute screenshots of participant or referral information;

• copy Portal information into unauthorised systems;

• download or reproduce information unnecessarily; or

• disclose Portal information to persons who do not have a legitimate business need to receive it.

Where information legitimately needs to be shared internally, users must take reasonable steps to ensure it is provided only to personnel who require the information to perform their duties.

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8. Screenshots, Downloads and Reproduction

Users must not photograph, screenshot, screen-record, download, reproduce or otherwise retain Portal information unless reasonably required for an authorised business purpose.

Any permitted copy remains confidential and must be stored securely.

Creating a copy of information does not remove or reduce the user's privacy and confidentiality obligations.

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9. Confidentiality Obligations

All information accessed through the Portal must be treated as confidential unless it is clearly public information.

Confidentiality obligations continue after:

• a user logs out of the Portal;

• a participant's referral or placement concludes;

• the user's employment ends;

• the relationship between Beyond Employment and another organisation ends; or

• Portal access is withdrawn.

Termination of Portal access does not authorise a former user to retain, disclose or use information previously obtained through the Portal.

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10. Participant Information

Information relating to participants must only be used for legitimate purposes connected with employment, recruitment, training, placement, post-placement support or other authorised employment services.

Portal users must not use participant information to discriminate unlawfully against a participant or for purposes unrelated to the employment opportunity or service for which the information was provided.

Where additional personal information is required, users should obtain that information through the appropriate authorised process rather than attempting to identify a participant using information available through the Portal.

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11. Information Security

Beyond Employment takes reasonable administrative, technical and organisational measures designed to protect information against:

• misuse;

• interference;

• loss;

• unauthorised access;

• unauthorised modification; and

• unauthorised disclosure.

Security measures may include restricted access, credential management, password rotation, account suspension, access reviews, data minimisation and other security controls considered appropriate by Beyond Employment.

No electronic system can be guaranteed to be completely secure. Users therefore have an individual responsibility to comply with this Policy and immediately report suspected security issues.

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12. Suspected Privacy or Security Breaches

Users must immediately notify Beyond Employment if they become aware of or reasonably suspect:

• unauthorised Portal access;

• a password or account being compromised;

• information being sent to the wrong person;

• unauthorised screenshots or downloads;

• inappropriate disclosure of participant information;

• access by a former staff member;

• lost or stolen devices containing Portal information; or

• any other suspected privacy, confidentiality or cyber-security incident.

Users must not attempt to conceal a suspected breach.

Beyond Employment may investigate the incident, restrict Portal access and take any other steps reasonably necessary to contain, assess and respond to the incident.

Where required, Beyond Employment will manage eligible data breaches in accordance with applicable Australian privacy and data-breach notification requirements.

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13. Monitoring and Access Records

To protect the security and integrity of the Portal, Beyond Employment may maintain records relating to Portal access and activity, including login activity, account access and administrative changes, where permitted by law.

Such information may be reviewed where Beyond Employment reasonably suspects unauthorised access, misuse, a security incident or a breach of this Policy.

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14. Suspension or Termination of Access

Beyond Employment reserves the right to suspend, restrict or terminate Portal access where it reasonably believes:

• this Policy has been breached;

• login credentials have been shared;

• access is no longer required;

• a user has left their organisation;

• information has been improperly disclosed;

• Portal information has been misused;

• continued access presents a privacy or security risk; or

• suspension is otherwise reasonably necessary to protect the Portal, participants or authorised users.

Serious or repeated breaches may also be reported to the user's employer or relevant organisation and, where required or appropriate, to regulatory or law-enforcement authorities.

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15. Responsibility of Partner Organisations

Employment service providers, employers and other organisations granted Portal access are responsible for ensuring that their authorised personnel understand and comply with this Policy.

Organisations must maintain appropriate internal controls regarding which staff members are permitted to access the Portal and must promptly notify Beyond Employment when access is no longer required.

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16. No Transfer of Portal Access

Authorisation to use the Portal is personal to the approved user or approved organisation and must not be transferred, sublicensed or provided to another person without the prior authorisation of Beyond Employment.

Access granted to one organisation does not automatically authorise related companies, contractors or other third parties to access the Portal.

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17. Accuracy and Correction

Beyond Employment takes reasonable steps to ensure that personal information used or disclosed through its systems is accurate, current and appropriate for its intended purpose.

Where a user becomes aware that participant or referral information displayed through the Portal appears incorrect or outdated, the user should notify Beyond Employment rather than independently altering, distributing or relying upon information known to be inaccurate.

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18. Breach of this Policy

A breach of this Policy may result in:

• immediate suspension of Portal access;

• permanent cancellation of Portal access;

• notification to the user's employer or organisation;

• investigation of the incident;

• termination or review of commercial arrangements with the relevant organisation; and

• referral to an appropriate regulatory or law-enforcement authority where required or warranted.

Beyond Employment reserves all rights and remedies available to it under applicable law and contract.

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19. Changes to this Policy

Beyond Employment may amend this Policy from time to time to reflect changes to the Portal, security practices, operational requirements or applicable law.

The current version will be made available through the Portal or Beyond Employment website.

Continued use of the Portal following notification of an updated Policy constitutes acknowledgement of the updated requirements, subject to applicable law.

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20. Privacy Enquiries and Complaints

Questions, concerns or suspected breaches relating to Portal privacy, confidentiality or security should be directed to Beyond Employment.

Individuals may also contact Beyond Employment if they wish to request access to, or correction of, personal information held about them, or to make a privacy complaint.

Beyond Employment will assess and respond to privacy enquiries and complaints in accordance with its applicable privacy obligations.

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21. User Acknowledgement

By accessing the Beyond Employment Portal, the user acknowledges that:

1. Portal access is provided only for authorised business purposes;

2. Portal information is confidential;

3. login credentials must not be shared;

4. access must cease when the user is no longer authorised, including following resignation or termination;

5. participant and results information must not be distributed to unauthorised external parties;

6. suspected privacy or security breaches must be reported promptly; and

7. failure to comply with these requirements may result in immediate withdrawal of Portal access.

By continuing to access the Portal, the user confirms that they have read, understood and agree to comply with this Portal Privacy, Confidentiality & Access Policy.

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Beyond Employment Pty Ltd
Melbourne, Victoria
Last updated: August 2026