Privacy Policy

WHO ARE WE?

‘Your X Factor’, ‘we’, ‘us’ and ‘our’ refer to Your X Factor Pty Ltd ABN 58 696 593 601.

OUR COMMITMENT TO PRIVACY

Your privacy is important to us. This Privacy Policy explains how we collect, use, store, disclose and protect personal information.

We are committed to complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (“APPs”).

In providing our services, we may collect, handle, use and process personal information on behalf of our clients, including clients or customers of those clients.

In many circumstances, we handle personal information on behalf of our clients and in accordance with instructions provided by those clients.

We take reasonable steps to ensure personal information collected, used and disclosed by us is reasonably necessary for the functions and activities we perform.

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.

PERSONAL INFORMATION

When we refer to “personal information”, we mean information or an opinion about an identified individual, or an individual who is reasonably identifiable.

The kinds of personal information we may collect and hold include:

  • name;

  • address;

  • telephone number;

  • email address;

  • date of birth;

  • occupation and employment details;

  • communication and interaction history;

  • appointment and engagement records;

  • customer relationship notes;

  • information relating to customer preferences and interactions;

  • identification and verification information;

  • technical and system usage information;

  • call recordings and communications; and

  • any other information reasonably required in connection with the services we provide.

We may also collect sensitive information where reasonably necessary for employment, recruitment, identity verification, fraud prevention, security or compliance purposes, or where otherwise permitted or required by law.

Sensitive information may include criminal history information and identity verification information.

We may record telephone calls and other communications for quality assurance, training, compliance and record-keeping purposes where permitted by law.

WHY WE COLLECT PERSONAL INFORMATION

We collect, hold, use and process personal information for our own business purposes and on behalf of our clients for purposes including:

  • providing outsourced customer relationship and engagement services;

  • contacting customers on behalf of our clients;

  • appointment booking and customer follow-up activities;

  • maintaining customer relationship records and interaction histories;

  • communicating with customers and stakeholders;

  • customer service and support activities;

  • verifying identity and preventing fraud or misuse of systems;

  • quality assurance, monitoring and training;

  • security, compliance and risk management activities;

  • maintaining, improving and developing our systems, services and processes;

  • internal administrative, reporting and operational purposes;

  • resolving complaints, disputes or issues;

  • recruitment and employment-related purposes;

  • complying with legal and regulatory obligations;

  • protecting our lawful interests and systems;

  • conducting analytics and business performance activities;

  • delivering service updates and operational communications; and

  • delivering targeted marketing communications about our products, services or features, including direct marketing where permitted by law.

We may also use personal information for related secondary purposes where permitted under the Privacy Act and where reasonably expected.

We do not provide financial advice, credit assistance or lending services.

In some circumstances, we may process personal information in accordance with instructions provided by our clients.

HOW WE COLLECT PERSONAL INFORMATION

Where practical, we collect personal information directly from you.

We may collect personal information when:

  • you contact or interact with us;

  • you communicate with our employees or contractors;

  • you use our website or systems;

  • you participate in calls, meetings or appointments;

  • you apply for employment with us; or

  • you otherwise interact with us in connection with our business activities.

We may also collect personal information from:

  • our clients;

  • clients or customers of our clients;

  • identity verification providers;

  • referees and employers;

  • publicly available sources; and

  • other third parties where reasonably necessary for the conduct of our business.

Where we collect or receive personal information from our clients, we rely on those clients to ensure they have obtained any necessary consents, authorities and permissions required to disclose that personal information to us and to authorise us to use that information for the purposes of providing our services.

While we take reasonable steps to ensure our clients handle personal information appropriately, we are not responsible for the independent privacy practices, collection notices or consent mechanisms implemented by our clients.

DISCLOSURE OF PERSONAL INFORMATION

In providing our services, we may disclose personal information:

  • to our clients and their authorised representatives;

  • to third party service providers and contractors;

  • to technology, hosting and communications providers;

  • to legal, accounting and professional advisers;

  • to regulators, government authorities or law enforcement agencies where required by law; and

  • to other parties with consent or where otherwise permitted or required by law.

In some circumstances, our personnel may access or use systems, platforms or databases operated or controlled by our clients in the course of providing services on their behalf.

We do not sell personal information.

Where reasonably necessary, some service providers may be located overseas. Where this occurs, we take reasonable steps to ensure those providers maintain appropriate privacy and security protections.

Where we handle personal information on behalf of our clients, those clients may also maintain separate privacy policies governing their handling of personal information.

SECURITY, MONITORING & DATA RETENTION

We take reasonable physical, technical and administrative measures to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

These measures may include:

  • encryption;

  • access controls;

  • multi-factor authentication;

  • role-based permissions;

  • audit logging;

  • monitoring of systems and user activity;

  • confidentiality obligations;

  • employee screening and background checks; and

  • secure destruction or de-identification of data.

Where our services involve the use of systems or platforms operated by our clients or third parties, we are not responsible for the security, availability or privacy practices of those systems or platforms.

Our employees, contractors and authorised service providers may access personal information strictly on a role-based and need-to-know basis and are subject to confidentiality, monitoring and security obligations.

Access to personal information is restricted on a need-to-know basis.

We may monitor and audit the use of our systems, devices, communications and platforms for security, compliance, fraud prevention, quality assurance, training and risk management purposes.

We retain personal information only for as long as reasonably necessary and permitted by law for business, contractual, legal, compliance, regulatory and risk management purposes, including where required by our clients or applicable laws.

When personal information is no longer required, we take reasonable steps to securely destroy or permanently de-identify it.

While we take reasonable steps to protect personal information, no method of transmission or storage is completely secure and we cannot guarantee absolute security.

DIRECT MARKETING

We may use personal information to provide information about our products, services or opportunities that may be relevant or of interest where permitted by law.

We may also communicate with individuals on behalf of our clients in connection with the services we provide to those clients.

You may opt out of marketing communications at any time by contacting us or using any unsubscribe or optout functionality where available.

COOKIES & WEBSITE DATA

Our website may use cookies, analytics tools and similar technologies to improve website functionality, security and user experience.

You can manage cookies through your browser settings, however some website functionality may be affected.

ACCESSING & CORRECTING PERSONAL INFORMATION

You may request access to personal information we hold about you and request corrections where appropriate.

We will respond to requests within a reasonable period and generally within 30 days where required by law.

We may require identity verification before providing access to personal information.

In limited circumstances permitted by law, we may refuse access or correction requests.

DATA BREACHES

If we become aware of a data breach involving personal information, we will take reasonable steps to investigate, contain and assess the incident.

Where required by law, we may notify affected individuals and the Office of the Australian Information Commissioner.

COMPLAINTS

If you have a complaint about the way we handle personal information, you may contact us using the details below.

We will investigate complaints and endeavour to respond within 30 days.

If you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner at: www.oaic.gov.au

CONTACT

Privacy Officer
Your X Factor Pty Ltd

Email: hello@yxf.com.au

Address:
3/752 Blackburn Road
Clayton VIC 3168

UPDATES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time.

Any updated version will be published on our website and will take effect from the date of publication.

Last Updated: 06 May 2026