Terms of Use and Privacy Policy

[Note: These terms apply only to the use of this website. The use of the 40x Hiring system is governed by separate Terms of Use available on sign-up and within your account settings for existing customers]

Last Updated: 22 August 2025

Acceptance of Terms

By accessing Simply Now’s website, you agree to these Terms of Use.

Use of Content

The content on this website is for informational purposes only and may not be copied, distributed, or used for commercial purposes without permission. Simply Now is not liable for decisions made by web-site users: the content is not financial or legal advice.

User Conduct

You agree not to use the website for unlawful activities, to disrupt the site, or infringe on others' rights.

Disclaimer

Simply Now makes no warranties on the accuracy or completeness of website content and is not liable for any damages resulting from its use.

Intellectual Property

All content, logos, and materials are the intellectual property of Simply Now unless otherwise noted.

Governing Law

These Terms are governed by the laws of Victoria, Australia.

End of Website Terms of Use

Effective date: 22 August 2025
Entity: Simply Now (ABN 77 120 860 346) (“Simply Now”, “we”, “us”, “our”)
Product: 40x Hiring platform, tools, websites and related services (the “Service”).

This Privacy Policy explains how we handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). It applies when you visit our websites, interact with us, or when personal information is provided to the Service by our customers.

1. Who we are and how this policy applies

We design and operate the Service to help organisations improve recruitment. We often handle personal information on behalf of our business customers (for example, information about candidates that customers upload). Where we act as an APP entity in our own right (e.g., for our marketing, billing and account management), this policy sets out how we manage that information.

2. Types of personal information we collect

The types of personal information we handle depend on your relationship with us. They may include:

- Account & contact data: name, role/title, organisation, email, phone, billing and support interactions.

- Service data supplied by customers: role descriptions, recruitment artefacts, candidate names and CV details, interview recordings/transcripts, assessments, notes and related metadata.

- Technical/usage data: device and browser information, IP address, session activity, cookies and analytics events, crash and performance logs.

- Payment data: limited billing details and transaction references. Payment card data is handled by our payment processor (we do not store full card numbers).

- Communications: emails, chat messages, feedback and survey responses.

Sensitive information: We do not seek to collect sensitive information (e.g., health, biometric, racial or ethnic origin, religious beliefs, sexual orientation) and ask customers not to upload such information unless we have expressly agreed in writing to support it and all legal requirements are met.

3. How we collect personal information

· Directly from you when you create an account, communicate with us, or use the Service.

· From our customers (e.g., when they upload candidate data or connect systems).

· Automatically via cookies and similar technologies when you use our sites and Service.

· From third parties such as payment processors, analytics, identity or security services where permitted by law.

4. Why we collect, use and disclose personal information

We collect, use and disclose personal information to:

1. Provide and operate the Service, including hosting, processing inputs and generating outputs.
2. Support and secure the Service (troubleshooting, incident response, monitoring abuse/fraud, access controls).
3. Improve and develop the Service, including analytics and training of internal algorithms or rules (not third‑party foundation models) and quality assurance.
4. Communicate with you about the Service, updates and policy changes.

5. Bill and administer accounts, manage subscriptions and collect payments.

6. Market our services to business users, where permitted, with easy opt‑out.

7. Comply with laws, enforce our terms, and protect our legal rights.

We may create and use aggregated and de‑identified data derived from personal information and Service usage for analytics, benchmarking and product improvement, provided it does not identify you or any individual.

5. AI features and human review

Our Service uses third‑party AI providers to transform inputs and produce outputs as guidance only. We configure provider settings with privacy in mind (including, where controls exist, disabling provider training on your data). We do not make solely automated decisions with legal or similarly significant effects about individuals. Our customers remain responsible for human review of outputs and for lawful, fair and non‑discriminatory recruitment practices.

6. Direct marketing and your choices (APP 7)

We may send business users information about new features and services. You can opt out at any time using the unsubscribe link or by contacting us. We will not market to a person contrary to their expressed preferences or applicable law.

7. Cookies and analytics

We use cookies and similar technologies to operate, secure and measure the Service (e.g., remembering sign‑in, load balancing, analytics). You can control cookies through your browser settings; disabling some cookies may affect functionality.

8. Disclosure to third parties and overseas recipients (APP 6 & 8)

We disclose personal information to: - Service delivery providers such as application platforms (e.g., Knack), workflow automation (e.g., Make), AI model providers (e.g., OpenAI), hosting and infrastructure, email, chat/support, logging and analytics. - Payment processors (e.g., Stripe) for billing and fraud prevention. - Professional advisers (lawyers, accountants) and regulators/law enforcement when legally required.

These recipients may be located in Australia and overseas (including Europe, the United States and other countries where our providers host or process data). Where reasonably practicable, we take steps to ensure such recipients are subject to privacy obligations substantially similar to the APPs or obtain consents where required.

9. Data quality, security and retention (APP 10 & 11)

We take reasonable steps to keep personal information accurate, up‑to‑date and complete, and to protect it from misuse, interference and loss, and from unauthorised access, modification or disclosure. Safeguards include access controls, encryption in transit, role‑based permissions, and logging. We also rely on the robust security controls of our third‑party providers and configure available privacy/security options.

We retain personal information for as long as needed to provide the Service and meet legal obligations. Unless otherwise agreed or required by law, we generally retain customer‑provided Service data for the duration of the subscription and up to 30 days after termination to enable export, after which it may be deleted from active systems. Backup copies may persist for a limited period.

10. Access and correction (APP 12 & 13)

You may request access to or correction of personal information we hold about you by contacting us (see Section 14). Where we process personal information on behalf of a customer, we may refer you to that customer to fulfil your request. We will respond within a reasonable period and may require identity verification. If we decline a request (for example, where a legal exception applies), we will provide reasons.

11. Anonymity and pseudonymity (APP 2)

Where lawful and practicable, you may interact with us anonymously or using a pseudonym (e.g., general enquiries). If you choose not to identify yourself, some features or requests may not be available.

12. Government identifiers (APP 9)

We do not adopt, use or disclose government‑related identifiers (such as TFNs, Medicare or driver licence numbers) as our own identifiers of individuals.

13. Children

The Service is intended for use by organisations and adult professionals. We do not knowingly collect personal information about children. If you believe a child’s information has been provided to us, please contact us so we can take appropriate steps.

14. How to contact us and make a privacy complaint

Privacy contact:
Email: support@simplynow.com.au (or your usual Simply Now contact)
Postal: Privacy Officer, Simply Now, 87 Carter Street, Middle Park VIC 3206, Australia

If you have a question or wish to make a complaint about how we have handled your personal information, please contact us. We will acknowledge your complaint and aim to respond within 30 days. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):

· Website: oaic.gov.au

· Phone: 1300 363 992

· Post: GPO Box 5218, Sydney NSW 2001

15. Changes to this policy (APP 1)

We may update this policy from time to time to reflect changes to our practices or the law. The updated policy will be posted on our website with a new effective date. Where changes are material, we will take reasonable steps to notify customers (e.g., email or in‑product notice).

Schedule A – Third‑party service providers (summary)

We use reputable service providers to deliver and support the Service. Key categories include:
- Application platform & database: e.g., Knack
- Workflow automation: e.g., Make
- AI model providers: e.g., OpenAI
- Hosting & infrastructure: cloud computing, storage, CDN, e.g. AWS, Google
- Payments: e.g., Stripe
- Analytics, logging & monitoring: e.g. AWS
- Email, notifications & support tools: e.g., Zoho, Google, Systeme

A current list of sub‑processors is available on request and may change over time as our Service evolves.

Schedule B – Candidate notice template (optional for customers)

Privacy notice for candidates (example only)
Our recruitment process uses the 40x Hiring Service provided by Simply Now (ABN 77 120 860 346). Your information (e.g., CV, cover letter, interview recordings/transcripts and assessment responses) may be processed to support the hiring process, including by third‑party technology providers located in Australia and overseas. Outputs are used as guidance only and are reviewed by people before decisions are made. For questions or to exercise access/correction rights, contact [customer’s contact details].

End of Privacy Policy