Privacy Policy

1. About This Policy

Yarning Crescent ABN 99 621 833 592 ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose and safeguard your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This policy covers all personal information collected through our website at www.yarningcrescent.com.au, our service delivery activities, our recruitment and employment processes (including video interviews and the Yarning Connect platform), and our NDIS and community services operations.

By using our website or engaging our services, you consent to the practices described in this policy.

2. Information We Collect

We may collect the following types of personal information:

2.1 General enquiries and service delivery

• Contact details — name, email address, phone number, organisation name
• Enquiry information — the service you are enquiring about and the content of your message
• NDIS participant information — where relevant to service delivery, including NDIS number, support needs and care plans
• Website usage data — pages visited, time on site, browser type and IP address (collected via Google Analytics)
• Communications — records of correspondence between you and Yarning Crescent

2.2 Recruitment and employment

• Application information — name, contact details, work history, qualifications, cover letter, LinkedIn profile
• Right-to-work information — confirmation of your right to work in Australia; visa details where applicable
• Aboriginal and/or Torres Strait Islander identity — voluntarily disclosed; this is sensitive information under the Privacy Act and is collected solely to support our Aboriginal employment commitment. It will not disadvantage your application.
• Video interview recordings — audio and video recordings made during our async video interview process, together with AI-generated transcripts and competency scores derived from those recordings
• Reference and background check information — with your consent, information obtained from referees and background screening providers
• NDIS Worker Screening information — clearance status and check numbers, as required under the NDIS (Worker Screening) Act 2020 (Cth)

2.3 Platform users (Yarning Connect, LMS, ATS)

• Account information — name, email, role, organisation
• Usage data — login times, features accessed, course completions, time and attendance records, rostering data
• Performance and HR data — where collected through the Yarning Connect HR Suite on behalf of a client organisation

We only collect personal information that is reasonably necessary for our business functions and service delivery.

3. How We Collect Information

We collect personal information:

• Directly from you when you complete our contact, enquiry, or job application forms
• When you participate in a video interview via our platform
• When you call or email us
• Through our service delivery and intake processes
• Automatically via cookies and analytics tools when you visit our website
• From third parties such as referral agencies, NDIS planners, support coordinators, or background screening providers (with your consent or as permitted by law)
• From client organisations that use the Yarning Connect platform to manage their workforce

4. How We Use Your Information

We use your personal information to:

• Respond to your enquiries and provide the services you have requested
• Deliver NDIS support, cultural training, community and family services
• Assess your suitability for employment, including reviewing video interview recordings and AI-generated transcripts and scores
• Conduct background and reference checks (with your consent)
• Verify NDIS Worker Screening clearances as required by law
• Operate and improve the Yarning Connect, LMS, and ATS platforms
• Communicate with you about your service, application, or platform account
• Comply with our legal and regulatory obligations under the Fair Work Act 2009, NDIS Act 2013, Work Health and Safety Act 2011, and other applicable legislation
• Improve our website and service offerings
• Send you relevant updates or information (you may opt out at any time)

We will not use your personal information for any purpose that is unrelated to the reason it was collected without your consent.

AI-assisted processing: Video interview recordings may be automatically transcribed and scored using AI-assisted tools. AI outputs are used as a guide only to assist our recruitment team — all hiring decisions are made by a human recruiter. You will be notified of AI processing via the consent notice presented before your interview.

5. Disclosure of Your Information

We do not sell, rent or trade your personal information. We may disclose your information to:

• Our staff and contractors who need it to deliver services to you or assess your application
• The National Disability Insurance Agency (NDIA) where required for NDIS service delivery or compliance
• NDIS Worker Screening agencies as required under the NDIS (Worker Screening) Act 2020
• Background screening providers (with your consent) for employment checks
• Government agencies or regulators where required by law (e.g. Fair Work Commission, SafeWork NSW)
• Third-party service providers (e.g. email platforms, analytics tools, cloud hosting) who assist us in operating our business — these providers are bound by confidentiality obligations and data processing agreements
• Client organisations using the Yarning Connect platform, in relation to their own workforce data

We take reasonable steps to ensure any third parties we share information with handle it in accordance with the Australian Privacy Principles.

6. Sensitive Information

Some of the information we collect may be sensitive information as defined under the Privacy Act, including:

• Health information — collected in the course of NDIS service delivery
• Racial or ethnic origin — including Aboriginal and/or Torres Strait Islander identity, voluntarily disclosed in recruitment
• Criminal history — collected as part of NDIS Worker Screening checks, as required by law
• Family and cultural circumstances — collected in the course of community services delivery

We handle sensitive information with the highest level of care. We will only collect, use or disclose sensitive information with your consent or as required or authorised by law. Sensitive information will not be used for any purpose other than the primary purpose for which it was collected.

7. Data Retention

We retain personal information for as long as necessary to fulfil the purpose for which it was collected, or as required by law:

• Recruitment records (including job applications, video interview recordings, and AI transcripts) — retained for 7 years from the date of application in accordance with the Fair Work Act 2009 (Cth) record-keeping obligations
• Employee records — retained for 7 years from the date of termination of employment
• NDIS service delivery records — retained in accordance with NDIS Practice Standards and applicable state legislation (generally 7 years for adults, or until the participant turns 25 for minors)
• NDIS Worker Screening records — retained as required under the NDIS (Worker Screening) Act 2020
• General enquiry data — retained for up to 3 years unless you request earlier deletion

You may request deletion of your personal information at any time. We will action deletion requests within 30 days, subject to our legal retention obligations.

8. Data Security

We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification or disclosure. These measures include:

• Encrypted data transmission (TLS/HTTPS) for all web-based data collection
• Access controls and role-based permissions for staff accessing personal information
• Australian-hosted data storage for all platform data
• Regular staff training on privacy obligations
• Data processing agreements with all third-party service providers

While we take all reasonable precautions, no method of transmission over the internet is completely secure. If you have concerns about the security of your information, please contact us.

In the event of an eligible data breach under the Notifiable Data Breaches scheme (Privacy Act, Part IIIC), we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by law.

9. Cookies & Analytics

Our website uses Google Analytics to understand how visitors use our site. This tool collects anonymised data including pages visited, time on site and general location. It does not identify you personally. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

10. Access, Correction & Deletion

Under the Australian Privacy Principles, you have the right to:

• Access the personal information we hold about you
• Correct information that is inaccurate, out of date or incomplete
• Request deletion of your personal information, subject to our legal retention obligations
• Withdraw consent to the collection or use of your information (where consent is the basis for collection)

To make any of these requests, please contact us using the details below. We will respond within 30 days. In some cases, we may need to verify your identity before actioning a request.

11. Complaints

If you believe we have breached the Australian Privacy Principles, please contact us in the first instance. We will investigate and respond within 30 days. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au/privacy/privacy-complaints or by calling 1300 363 992.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal obligations. The current version will always be available on this page with the date it was last updated. We encourage you to review this policy periodically.

13. Contact Us

For any privacy-related questions, requests or complaints, please contact our Privacy Officer: