Your information.
Handled with care.

Privacy policy

Last updated: 29 October 2026

Virtualware Innovations (“Virtualware”, “we”, “us” or “our”) respects privacy and aims to handle personal information transparently, fairly and securely. This policy explains how information may be collected, used, stored, disclosed and managed when you visit our website, contact us, enquire about services, apply for a role, or participate in our talent community.

Important: This policy is a comprehensive website template. Before publication, Virtualware must verify that each statement matches its actual legal entity, systems, service providers, retention periods and business practices. It is not legal advice and does not itself establish compliance with every law in every country.

1. Who is responsible and how to contact us

The organisation responsible for the website information described here is Virtualware Innovations. For privacy questions, access or correction requests, complaints, or requests about an application, contact contact@virtualwarein.com. If a local law requires a different legal entity, privacy officer or address to be identified, that information should be added before launch.

2. Personal information we may collect

Depending on how you interact with us, information may include:

• Identity and contact details: first and last name, email address, telephone or mobile number, country and preferred contact method.
• Recruitment and career information: resume/CV, employment history, education, qualifications, skills, certifications, portfolio, LinkedIn or other professional profile links, role applied for, preferred locations, work mode, availability, relocation preferences, salary expectations and communications with our recruitment team.
• Eligibility information: work rights, visa or work-authorisation status and related information reasonably needed to assess eligibility for a particular role. We do not ask you to email passport, visa or identity-document copies unless there is a genuine need and a secure process has been provided.
• Optional demographic information: information such as gender or nationality if requested in a form. Such information should be collected only where there is a clear, lawful and appropriate purpose; it should not be used as an irrelevant selection criterion.
• Business and enquiry information: organisation, job title, service interests, project requirements, messages, meeting details and related correspondence.
• Technical and usage information: IP address, browser/device details, pages visited, timestamps, security logs and cookie preferences, where these are collected by the website, hosting provider or enabled tools.
• Other information: information you choose to provide, and information reasonably obtained from professional references or public professional sources where appropriate and lawful.

Please do not submit sensitive information (for example, health information, racial or ethnic origin, religious beliefs, political opinions, union membership or criminal-record information) unless it is specifically requested through an appropriate process and there is a lawful reason to collect it.

3. How information is collected

We may collect information directly from you through website forms, job applications, email, phone calls, interviews, meetings, events and professional networking interactions. Some technical data may be generated automatically when you use the website. Where appropriate and lawful, recruitment information may also come from referees, recruitment partners, professional platforms or other sources you have been told about. If information is collected from another source, we will take reasonable steps to provide any notice required by applicable law.

4. Why we use personal information

Depending on the relationship, purposes may include:

• responding to questions, requests, proposals and service enquiries;
• receiving and managing job applications, reviewing skills and experience, arranging interviews, checking eligibility, contacting referees where appropriate, and administering recruitment decisions;
• sending an application acknowledgement and communicating about relevant recruitment steps;
• maintaining a talent community and considering you for future roles only where permitted and, where required, with your choice or consent;
• providing consulting, staffing, technology, delivery or other services requested by clients;
• operating, maintaining, troubleshooting and protecting the website and our systems;
• preventing fraud, misuse, security incidents and unlawful activity;
• meeting legal, regulatory, recordkeeping, insurance or audit requirements; and
• establishing, exercising or defending legal claims.

We aim to collect information that is reasonably necessary for the relevant purpose. If required information is not supplied, we may be unable to respond to an enquiry or assess an application fully. Optional information is not required unless the form clearly explains otherwise.

5. Recruitment applications and talent community

Application details and resumes are intended to be available only to authorised personnel and service providers who need them for recruitment administration. We may use the information to assess your suitability for the selected position, communicate with you, coordinate interviews and consider you for other suitable opportunities where permitted. We do not guarantee an interview, employment or a response by a particular date.

Submitting an application is not a guarantee that a vacancy is current or that a role will be filled. Job locations, work arrangements and eligibility requirements should be checked against the individual advertisement. If you no longer wish to be considered for future roles, contact us and identify the email address used in your application.

6. Legal basis, consent and choices

Depending on the jurisdiction and context, we handle information on the basis of steps requested before entering a contract, performance of a contract, compliance with legal obligations, legitimate business purposes permitted by law, or consent where required. Where processing relies on consent, you can withdraw it at any time; withdrawal does not make earlier processing unlawful and may limit our ability to provide a requested service. Where a form asks for privacy consent, the notice should clearly explain the relevant purpose and any optional future talent-community use.

7. When information may be shared

We may disclose relevant information, on a need-to-know basis and subject to applicable law, to:

• our authorised employees, recruitment team and professional advisers;
• clients or prospective hiring organisations where necessary for a role or service and where permitted;
• hosting, email, recruitment, IT support, security, document-management and other service providers acting on our instructions;
• referees or verification providers where relevant and appropriately authorised;
• regulators, courts, law enforcement or other parties where disclosure is required or authorised by law; and
• a successor or relevant transaction party in connection with a genuine business restructure, merger or transfer, subject to appropriate safeguards.

We do not intend to sell applicants’ personal information. If additional advertising, analytics, social-media tracking or data-sharing services are introduced, this policy and any consent controls must be updated before they are enabled.

8. International transfers and access

Virtualware may operate or engage service providers in different countries. As a result, information could be accessed or processed outside the country where it was collected, depending on the actual hosting, email, recruitment and support arrangements. Before publishing this policy, identify the countries in which relevant providers and recipients are located where practicable, and explain the safeguards used for cross-border disclosures. We must not claim a particular country, certification or transfer safeguard unless it has been verified.

9. Storage, security and data breaches

Appropriate safeguards should be used to protect personal information against loss, misuse, interference, unauthorised access, modification or disclosure. Depending on the systems used, safeguards may include access controls, least-privilege permissions, secure transmission, multifactor authentication, patching, backups, staff training and supplier review. No online transmission or storage method can be guaranteed completely secure.

Access to resumes and application records should be restricted to people who need them. Resume uploads should be checked for permitted file types and size, stored outside publicly accessible folders where possible, and handled using secure server-side controls. Email delivery should use properly configured TLS/SSL and credentials kept out of public website code. If a data incident occurs, we will assess it and take any notification or remedial steps required by applicable law, including relevant breach-notification schemes.

10. Retention and deletion

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, applicable recruitment and business needs, legal obligations, dispute resolution and legitimate recordkeeping. Actual retention periods depend on the record type and applicable law. Virtualware should define and implement a documented retention schedule, including for unsuccessful applications, talent-community records, email attachments, backups and security logs. When information is no longer required, it should be securely deleted, de-identified or otherwise disposed of where practicable and lawful.

11. Cookies, analytics and embedded services

Essential technical functions may use browser storage or similar technologies. Hosting, embedded content, analytics or other third-party tools may also set cookies or collect usage information if enabled. The actual website configuration must be checked before launch; this policy does not mean that a particular analytics or advertising tool is active. Where required, we will provide clear information and obtain consent before using non-essential cookies or tracking technologies. You can also manage cookies through your browser, although blocking some cookies may affect website functions.

12. Automated tools and artificial intelligence

If automated tools or AI are used to assist with enquiries, recruitment administration, matching, screening or content generation, their use should be transparent and proportionate. Human oversight should be maintained for consequential recruitment decisions. We will not represent that automated tools are used or not used until the actual process has been confirmed. If a computer program uses personal information to make, or substantially contribute to, a decision that could reasonably be expected to significantly affect an individual, additional disclosures and safeguards may be required by applicable law.

13. Your privacy rights

Depending on the law that applies to you, you may be entitled to request access to personal information we hold about you, request correction of inaccurate or incomplete information, withdraw consent, object to or restrict certain processing, request deletion, or seek a copy of information in a portable format. These rights are not identical in every jurisdiction and may be subject to lawful exceptions. To make a request, email contact@virtualwarein.com and describe the information and action requested. We may need to verify your identity before responding.

14. Children and minors

This website and its recruitment processes are intended for business users and people seeking work or professional opportunities. Do not knowingly submit personal information about a child unless a service or opportunity specifically permits it and the required lawful permissions and safeguards are in place. If you believe a child has provided information improperly, contact us so the matter can be reviewed.

15. Complaints and escalation

If you believe your personal information has been handled improperly, contact contact@virtualwarein.com with the details of your concern. We will review the matter, may request additional information, and will respond within a reasonable period. If you are not satisfied, you may be able to complain to the privacy regulator in your jurisdiction. In Australia, information about complaints and the Office of the Australian Information Commissioner (OAIC) is available at oaic.gov.au. Other countries may have their own supervisory authorities.

16. Applicable laws and regional notices

Privacy laws may include, where applicable, the Australian Privacy Act 1988 and Australian Privacy Principles, the EU or UK General Data Protection Regulation and related laws, New Zealand privacy law, and other national or state privacy and data-protection laws. The laws that apply depend on our legal status, activities, location, the people concerned and the relevant processing. Mentioning a law here does not mean every law applies to every activity. If the organisation offers services or recruits in a jurisdiction with additional requirements, a local notice, lawful transfer mechanism or representative may be needed.

17. Changes to this policy

We may update this policy to reflect changes to our services, technology, legal requirements or information-handling practices. The latest version will be published on this page with an updated date. For material changes, we will provide additional notice where required by law.

Frequently asked questions

What happens after I submit a job application?

Your form and resume are processed through the website's configured application workflow. When the system is correctly deployed, the application is sent to the recruitment inbox and an acknowledgement email is attempted. The acknowledgement confirms receipt only; it is not an offer of employment or a promise of an interview.

What information should I include in my resume?

Include information relevant to the role, such as contact details, experience, qualifications, skills and professional links. Avoid including sensitive personal details that are not relevant to the application.

Why do you ask for work rights, location and salary expectations?

These details can help assess role eligibility, location preferences and alignment with the advertised opportunity. Please provide accurate information and do not send identity documents unless requested through a suitable secure process.

Is my LinkedIn profile mandatory?

Some application forms require a professional profile link to help recruiters review career information. If the form marks this field as required, enter a valid URL to a profile you control. Do not include another person's private information.

Who can see my application?

Access should be limited to authorised recruitment personnel and relevant hiring stakeholders or service providers who need the information for recruitment. The organisation must verify its actual access permissions and sharing arrangements before launch.

Will I receive an acknowledgement email?

The configured system is intended to send a confirmation to the email address you provide after the application is successfully accepted by the server. Delivery can be affected by server configuration, spam filters or incorrect email details. Check your spam folder; if needed, contact contact@virtualwarein.com.

How long will you keep my application?

Retention depends on the applicable legal requirements and the organisation's documented retention schedule. Contact us if you want to ask about a specific application or request deletion, noting that some records may need to be retained for legal or legitimate administrative reasons.

Can I update or withdraw my application?

Yes. Email contact@virtualwarein.com from the address used for your application, identify the role and tell us whether you want to update, withdraw or delete information. We may need to verify your identity and may need to retain certain records where the law permits or requires it.

Do you share my details with clients or other employers?

Relevant information may be shared with a hiring client when needed to progress an application and where permitted by law. We should explain any additional talent-pool sharing and obtain consent where required. We do not intend to sell applicants' personal information.

Does the website use cookies or tracking?

Website infrastructure may use essential technical technologies, and optional analytics or embedded services may be added. The live website configuration should be checked for the current tools. Where required, non-essential tracking should not run until the appropriate consent is obtained.

How do I make a privacy request or complaint?

Email contact@virtualwarein.com with your request or concern. We will review it and respond within a reasonable period. You may also contact the relevant privacy regulator if you remain dissatisfied.