Access
Get the app
GuardHouse GuardHouse GuardHouse
GuardHouse GuardHouse GuardHouse
GuardHouse GuardHouse GuardHouse
Memberships & accreditations:
Guardhouse means Guardhouse Pty Ltd (ABN 86 629 088 795), trading in Australia, and may be referred to as we, us or our.
Personal information, as defined in the Privacy Act, is information or an opinion about an identified individual, or an individual who is reasonably identifiable:
- whether the information or opinion is true or not; and
- whether the information or opinion is recorded in a material form or not.
Personal information also includes sensitive information, which is information or an opinion about an individual's racial or ethnic origin, political opinions, religious beliefs, sexual orientation or criminal record, provided the information or opinion otherwise meets the definition of personal information. Health information is also sensitive information.
Employees includes all people working for Guardhouse, and all people working for our clients, whether as employees, contractors or casuals.
Commercial electronic message means an email, SMS or other electronic message that offers, advertises or promotes goods, services, or business or investment opportunities, sent as part of our marketing activities.
Marketing contact means a contact who has agreed to receive, or who we may lawfully contact with, our marketing communications, as set out in "Direct Marketing and Anti-Spam Commitment" below.
We collect personal information from our clients, our clients' employees, our employees, our suppliers and other third parties.
We collect a range of personal information which includes but is not limited to the following:
- Your name, address, email address, phone number, age, gender and bank account details, government-issued photo identification, and, if you're applying for work with us, information for payroll and emergency contacts.
- Background verification information, usage data such as IP address, browser type, device identifiers, login information, and interactions with our website, emails or mobile applications.
- Where you take part in a call, meeting, or training session with us, we may also collect audio, video and AI-generated transcripts of that session — see "AI-Assisted Meeting Notes" below.
We collect personal information in a variety of ways, including but not limited to: through our website www.guardhousehq.com; when you use the Guardhouse web and mobile applications; through our direct marketing; and in emails and other communications you have with us.
In most cases we collect information directly from you, but there will be occasions — such as reference checking for a job application — where we may collect personal information from a third party. We will not collect personal information about you from a third party without your consent, unless we are legally required to do so.
We also use social media sites such as LinkedIn and Facebook to promote our activities, and we may collect your personal information through those sites. We collect personal information also from publicly available sources, such as social media and online searches, for purposes such as verifying a job applicant's details — not to build marketing contact lists (see "Direct Marketing and Anti-Spam Commitment" below).
We provide you with the opportunity to unsubscribe from our marketing communications at any time.
Personal information may be collected and held in electronic or hard copy format. Where practicable, the purpose for which we collect personal information will be made clear at the time of collection.
When communicating with us you may choose to be anonymous or use a pseudonym, however, if you do not provide us with certain information, we may be unable to provide access to services.
We use Fireflies, a third-party AI note-taking and transcription service, to record and transcribe some of our calls and meetings — including client-facing sessions such as demos, onboarding calls and support conversations, as well as internal training sessions. Where this occurs, participants are informed that the session is being recorded and transcribed.
The resulting recording and transcript is stored by Fireflies on our behalf and is used for internal record-keeping, training, and service improvement. It is not used to make any automated decision about you. You can ask us not to record a particular session, or to have a specific recording or transcript deleted, by contacting our Privacy Officer (see "Contacting Us" below).
We use personal information to provide you with workforce management software, and in particular to:
- provide payroll, scheduling, invoicing and compliance software for your use;
- respond to any support requests you lodge with us;
- contact and communicate with you in response to your enquiries;
- manage our internal record keeping, including accounting, billing, etc.;
- develop and send you relevant marketing communications by mail, phone, email, SMS and other channels, in accordance with our "Direct Marketing and Anti-Spam Commitment" below;
- customise and improve our web and mobile applications for your use; and
- assess your application to us for employment.
Sensitive information is only collected with your consent or when required by law, and is only used for purposes directly related to the reason it was collected.
We may use your personal information to send you direct marketing communications — whether by mail, phone, email, SMS or other means — where you would reasonably expect us to do so, or where you have provided your consent. Every direct marketing communication we send offers a simple, free way to opt out of future communications, and we will act on that request without charge, in accordance with Australian Privacy Principle 7.
For commercial electronic messages specifically (email and SMS), the Spam Act 2003 (Cth) sets more detailed rules, which we also follow. We send commercial electronic messages only:
- with your express consent; or
- where we reasonably infer your consent because you are an existing or former customer, or you have had direct contact with us — for example, you have requested information, spoken with a member of our team, or engaged with our services — and the message concerns goods or services similar to those you have used or enquired about.
We do not send marketing communications to contacts sourced only from a scraped, purchased, or unverified list where there is no prior relationship or direct contact, and we do not treat inclusion on such a list as consent.
Every commercial electronic message we send clearly identifies Guardhouse as the sender, with accurate and current contact details, and includes a functional, free way to unsubscribe or opt out. Unsubscribe and opt-out requests are honoured within 5 business days, in accordance with the Spam Act 2003 (Cth).
Guardhouse's marketing calls are subject to the Do Not Call Register Act 2006 (Cth). If you receive a marketing call from us or a party acting on our behalf and would like it to stop, you can ask us at any time and we will action that request without charge.
Any external party we engage to conduct marketing on our behalf — by any channel — is contractually required to meet this same standard before any campaign begins, and Guardhouse remains responsible for marketing conducted in its name regardless of the platform, vendor, or domain used to send or make it.
If you believe you have received a marketing communication from us that does not meet this standard, please contact our Privacy Officer (see "Contacting Us" below) and we will investigate.
We do not use automated decision-making, including profiling, to make decisions about you that have legal or similarly significant effects, without human review. A person always reviews and makes the final decision — for example, when evaluating a job application or making a workforce-related decision.
If we experience a data breach that is likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner (OAIC), in accordance with the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth).
We only disclose personal information to third parties where it is:
- necessary as part of our business;
- where we have your consent; or
- where we are permitted or required to by law.
This means that we may disclose personal information to our employees, IT service providers, professional advisors, bankers, insurers, payment systems operators or processors, and/or existing or potential agents or business partners, and to third parties to collect and process data, such as:
- HubSpot, our customer relationship management and email marketing platform;
- Fireflies, our AI meeting recording and transcription provider;
- Google and other analytics providers; and
- Social media platforms such as LinkedIn and Facebook, for advertising and audience insights.
We may also disclose personal information to courts and/or tribunals as required or permitted by law, in connection with any actual or prospective legal proceedings, or to other third parties as required or permitted by law.
If we merge with, or are acquired by, another company, or sell all or a portion of our assets, your personal information may be disclosed to our advisers and any prospective purchaser's advisers, and may be among the assets transferred.
We are not responsible for the privacy or security of any information you choose to make public via user-generated content such as comments or reviews.
We are committed to ensuring that the personal information we collect is secure. To prevent unauthorised access or disclosure, we have put in place physical, electronic and managerial procedures to secure personal information and protect it from misuse, interference, loss, and unauthorised access, modification and disclosure.
While we are committed to security, we cannot guarantee the security of any information transmitted to or by us over the internet.
Generally, we store your personal information in Australia. Where we disclose your personal information to third parties — including HubSpot and Fireflies — those third parties may store, transfer or access personal information outside of Australia, in countries including but not limited to the United States of America. In accordance with Australian Privacy Principle 8, we take reasonable steps to ensure our overseas service providers handle your personal information consistently with the Australian Privacy Principles, including through contractual data protection commitments. We will only disclose your personal information overseas in accordance with the Australian Privacy Principles and, where applicable, the laws of your jurisdiction, such as the GDPR or the New Zealand Privacy Act.
When personal information is no longer required for the purpose for which it was collected, we dispose of it securely.
To improve your experience of our website www.guardhousehq.com, we use cookies and similar tracking technologies, including HubSpot, Google Analytics, the Meta (Facebook) Pixel, and the LinkedIn Insight Tag.
Non-essential cookies are only set once you have given your consent through our cookie preference banner, managed by CookieYes, which lets you accept, reject, or customise these categories of cookies. Essential cookies required for the site to function are set regardless of your preference.
You can change your cookie preferences at any time via the banner or your browser settings, however if you choose not to accept non-essential cookies your experience of the site may not be optimal.
In addition to cookies, we use a HubSpot feature that identifies the likely company, and in some cases associated business contact details such as name, business email, employer, role, and IP address, of some anonymous visitors to our website, based on their IP address and HubSpot's own commercial dataset.
For this specific feature, HubSpot acts independently of us as a separate handler of that information, not only as our service provider, and may also use it to develop and improve HubSpot's own commercial dataset and products. This differs from HubSpot's role elsewhere in this policy, where it acts only on our instructions as our service provider.
You can request access to the personal information that we hold about you by contacting our Privacy Officer.
In most situations we will provide you with access, unless we refuse or can only provide you with some information — for example, where your personal information involves other people. If this occurs, we will write to you to explain.
We may need to ask you to identify yourself before providing access.
If you're aware that your personal information is out of date, incomplete or inaccurate, please let us know as soon as possible. We will then take steps to correct your information.
If you wish to have your personal information deleted, please contact us and we will delete that information wherever practicable and legal for us to do so.
If we don't think the information needs amending or deleting, we will provide you with a reason for our decision, and we will note against your personal information that you have disputed its accuracy or requested deletion.
If you are not satisfied with our response, you may make a complaint to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
If you would like further information, have any queries, or complaints relating to this Privacy Policy or our information handling practices in general, please contact our Privacy Officer, Jack Alpe (CEO):
- calling 0480 032 209; or
- emailing info@guardhousehq.com; or
- writing to The Commons, 121 Castlereagh St, Sydney NSW 2000, Australia.
We may change this Privacy Policy from time to time by displaying the updated version on our website. Please visit our website regularly to keep up to date with any changes.