Privacy Policy
The AI Bloke Pty Ltd | Last updated: 6 April 2026
1. Introduction
The AI Bloke Pty Ltd ("we", "us", "our") operates the AI Bloke Onboard platform ("the Platform"), a digital employee onboarding service. We are committed to protecting the privacy of all individuals whose personal information we collect, use, and disclose in connection with the Platform.
This Privacy Policy is prepared in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) contained in Schedule 1 of that Act. It explains how we handle personal information, including sensitive information such as Tax File Numbers (TFNs) and financial account details, collected through the Platform.
2. What Information We Collect
The Platform collects personal information from employees during the onboarding process on behalf of their employer. The categories of information collected include:
| Category | Examples | Purpose |
|---|---|---|
| Personal & Contact Details | Full name, date of birth, address, phone, email | Employee identification and payroll setup |
| Emergency Contact Details | Name, relationship, phone number | Workplace safety obligations |
| Tax Information | Tax File Number (TFN), residency status, tax scale | Tax File Number Declaration (ATO requirement) |
| Bank Account Details | Account name, BSB, account number | Salary payment setup |
| Superannuation Details | Fund name, ABN, USI, member number | Superannuation Guarantee obligations |
We also collect information about employers who register to use the Platform, including company name, contact email, and usage statistics (number of employees invited and onboarded).
3. Tax File Number (TFN) Handling
The collection, storage, and use of Tax File Numbers is governed by the Privacy (Tax File Number) Rule 2015 made under the Privacy Act 1988. We collect TFNs solely for the purpose of completing the ATO Tax File Number Declaration on behalf of the employee's employer. TFNs are:
- Stored in encrypted form in a secured database
- Accessible only to the employer who invited the employee
- Not disclosed to any third party other than the relevant employer and, where required, the Australian Taxation Office
- Not used for any purpose other than payroll tax administration
4. How We Use Personal Information
Personal information collected through the Platform is used exclusively for the following purposes:
- Facilitating the employee onboarding process on behalf of the employer
- Generating payroll-ready data exports (e.g. Xero CSV) for the employer
- Verifying superannuation fund details against the ATO Super Fund Lookup register
- Enabling the employer to meet their obligations under the Fair Work Act 2009, the Superannuation Guarantee (Administration) Act 1992, and applicable taxation legislation
- Improving the security and functionality of the Platform
We do not use employee personal information for marketing, profiling, or any purpose unrelated to the onboarding process.
5. Disclosure of Personal Information
Employee personal information is disclosed only to the employer who initiated the onboarding invitation. We do not sell, rent, or otherwise disclose personal information to third parties except:
- Where required or authorised by Australian law (e.g. ATO compliance obligations)
- To cloud infrastructure providers engaged to host the Platform, who are bound by confidentiality obligations and data processing agreements
- With the explicit consent of the individual
6. Data Security
We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. Our security measures include:
- All data transmitted between users and the Platform is encrypted using TLS (HTTPS)
- All data at rest is stored in an encrypted database
- Access to employee data is strictly scoped to the employer account that collected it — no cross-employer data access is possible
- Onboarding invitation links are time-limited (7 days) and invalidated upon completion
- Administrative access to the Platform is restricted to authorised The AI Bloke personnel and does not include access to employee PII
- Regular security reviews are conducted on the Platform infrastructure
For a full description of our security practices, please refer to our .
7. Data Retention
Onboarding records are retained for a minimum of seven years to comply with the record-keeping requirements of the Fair Work Act 2009 and the Income Tax Assessment Act 1997. Employers may request deletion of their account and associated data by contacting us at the address below. We will action such requests within 30 days, subject to any legal retention obligations.
8. Access and Correction
Under the Australian Privacy Principles, individuals have the right to request access to their personal information held by us and to request correction of any inaccurate information. Employees wishing to exercise these rights should contact their employer in the first instance, as the employer is the primary data controller for onboarding records. Alternatively, requests may be directed to us at the contact details below.
9. Complaints
If you believe we have breached the Australian Privacy Principles or the Privacy (Tax File Number) Rule, you may lodge a complaint with us by contacting us at the details below. We will respond within 30 days. If you are not satisfied with our response, you may refer the matter to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
10. Contact Us
For any privacy-related enquiries, requests, or complaints, please contact:
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will post the updated policy on this page with a revised "Last updated" date. Continued use of the Platform after any changes constitutes acceptance of the updated policy.