Prism Platform Privacy Policy

Collab MTM Pty Limited (ABN: 36 638 032 078 | ACN: 638 032 078) trading as Prism Platform ("Prism", "we", "us" or "our") operates the Prism Platform website and matching service (together, the "Services"), at prismplatform.co. This Privacy Policy explains how we collect, use, hold, disclose and protect your personal information, including how we handle voice recordings and automated processing.

We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). By using the Services, you acknowledge this policy. Where we rely on your consent, we will tell you, and you can withdraw it at any time.

1. Who this policy applies to

Prism matches skilled professionals to client opportunities across a range of sectors, including advisory and consulting, healthcare, aged care, financial services, technology, government and public, education, and energy and infrastructure. This policy applies to:

• Experts, the professionals who create a profile and are matched to opportunities.
• Clients, the organisations that log an opportunity and receive a matched shortlist.
• Waitlist subscribers and website visitors.

When you join as an Expert, you become part of our knowledge bank and consent to being matched and surfaced to relevant Clients, anonymously in the first instance, as described below.

2. Information we collect

From Experts

• Identity and contact details, and right-to-work status where relevant.
• Your resume, work history, qualifications, certifications, skills, languages, working preferences, availability and rate expectations.
• Your responses to structured profile questions and to Pulse™ interviews (see below).
• Referral information, where you refer another Expert or log a role, including the referee details you provide.

Voice and audio from Pulse™

Pulse™ is our spoken check-in, conducted by our voice agent, Alex. When you take part, we collect and process audio recordings of your responses, together with transcripts and the structured evidence drawn from them. We use this to build and refresh your profile in the knowledge bank and to gather role-specific evidence when you are matched. We tell you before recording and, where required, seek your consent.

We do not analyse your voice for tone, emotion, personality or any similar trait. Pulse™ captures what you say, not how you sound. If you prefer not to be recorded, contact us, though this may limit how you can be matched.

From Clients

• Business registration and contact details for authorised users.
• Opportunity information, including the plain-language brief you enter or the job description you upload, from which our AI drafts a structured brief that you review and confirm.
• Your budget and scope, which are used as matching criteria, and your feedback.

Sensitive information

Some information is "sensitive information" under the Privacy Act, including health information, criminal record information from screening checks, and information that could reveal membership of a protected group. We collect sensitive information only where reasonably necessary for eligibility or compliance for a role, and generally only with your consent or where the law allows. We do not use sensitive information to rank you. It is used only to confirm whether a stated eligibility requirement is met.

Collected automatically

• Device information such as browser type, operating system and device identifiers.
• Log data such as IP address, access times and pages viewed.
• Usage data and information from cookies and similar technologies (see section 11).

From third parties

• Profile sources you authorise us to import from.
• Referees and verification or background-check providers.
• Colleagues or administrators acting for your organisation.
• Service providers that help us host data, verify identity, run Pulse™ sessions, transcribe and structure responses, and operate our matching infrastructure.

3. How we use your information

We use personal information to:

• Build and maintain your profile in the knowledge bank, and keep it current through Pulse™.
• Match Experts to opportunities and produce ranked, anonymised shortlists for Clients.
• Draft structured briefs from Client input, conduct Pulse™ sessions, and prepare curated lists.
• Verify qualifications, credentials, eligibility and referees.
• Administer referrals and any fees payable to you.
• Communicate with you, respond to enquiries and surface relevant opportunities.
• Maintain platform integrity, verify identity and prevent fraud.
• Meet our legal, tax and audit obligations.
• Produce de-identified, aggregated insights that do not identify you.

We use your information for the purpose it was collected for, a directly related purpose you would reasonably expect, or a purpose you consent to or the law permits.

4. Automated processing and automated decisions

This section explains how Prism uses computer programs, including artificial intelligence, in connection with decisions about you. It is written to meet the automated decision-making transparency requirements that apply under the Australian Privacy Principles from 10 December 2026. We may update it as those requirements and regulator guidance are finalised.

How Prism is designed

Prism uses AI to accelerate the hiring workflow, not to judge a person. A person, not a computer, makes the decision about whether you progress. Key features:

• Matching criteria and logic are set by our industry recruitment specialists and informed by the selections you make during onboarding. AI is used to draft briefs, conduct Pulse™ sessions, and surface and organise matches against those human-defined criteria. It does not assess, score or judge you.
• A qualified talent lead reviews every shortlist before it reaches a Client, and the Client makes the final decision.
• We assess separate dimensions of fit (the Facets) and show each one on its own. We do not produce a blended or black-box overall score.
• Matching is aligned to recognised skills standards, including the Australian Skills Classification (ASC).
• The role-specific evidence gathered when you are matched is used for that opportunity only. It is not stored as a permanent attribute of your profile.

The kinds of personal information used

Automated processing may use the professional and eligibility information you provide or authorise, including your resume content, work history, skills, qualifications, certifications, compliance credentials, availability, working preferences, and your responses to structured profile questions and to spoken Pulse™ sessions, including transcripts and derived evidence.

The kinds of decisions involved

Steps that may be automated: filtering Experts against mandatory eligibility or compliance requirements for a role, and surfacing and ordering the matched pool against the criteria set by our recruitment specialists. These steps can affect whether you appear for a given opportunity.

Decisions that stay with a person: a Prism talent lead reviews every shortlist, and the Client decides who to interview or engage. Our outputs are decision-support, not a determination, and should not be the sole basis for a decision affecting a person.

Human review

If an automated step significantly affects you, you can ask us to look into it using the details in section 15. Where the underlying decision was the Client’s, we will help direct your request. AI outputs can be incomplete or out of date.

5. Direct marketing

We may send service messages and, where permitted, information about opportunities, features or waitlist updates. You can opt out of marketing at any time. We do not sell your personal information.

6. Our role and the Client’s role

For most information, Prism decides why and how it is handled, because Experts join Prism directly and we run the matching. When we handle information a Client provides, such as an opportunity brief or feedback, we do so for the Client’s purposes under our agreement with them.

Once a Client engages or interviews an Expert, the Client is responsible for its own handling of that Expert’s information and for giving its own privacy notices. If you are unsure which applies, contact us.

7. How we share your information

With Clients

• Experts are surfaced to Clients anonymously when matched and ranked across the Facets, so Clients compare on evidence rather than names.
• An Expert’s identity is disclosed to a Client only when the curated, talent-reviewed list is finalised, after matching and any role-specific Pulse™. The Client then selects who to connect with, and Prism introduces the parties by email. Any further interviews and engagement are arranged directly between the Client and the Expert.

With service providers

• Cloud hosting, storage and database providers.
• Identity, verification and background-check providers.
• Voice, transcription, hosting and AI infrastructure providers, engaged under confidentiality obligations and used only to operate the Services. We do not publish the names of the proprietary systems behind our matching or our voice agent.
• Communication, analytics and support providers, and our payments provider, Stripe, which processes payments and handles card details (we do not store card details).

Other disclosures

• Where required or authorised by law, or to protect our rights, safety or property.
• In connection with a business sale, merger or restructure, with appropriate protections.
• With your consent, or at your direction.

We do not sell your personal information to third parties.

8. Data retention

Active profiles: we retain your profile while your account is active and keep it current through Pulse™.

Role-specific evidence: evidence gathered for a specific opportunity is not stored as a permanent profile attribute.

Voice recordings: we keep raw audio only as long as needed to produce the transcript and complete any review, and aim to delete it within 90 days. Transcripts and the evidence drawn from them are kept while your profile is active, then deleted or de-identified, subject to legal requirements.

Inactive accounts: we may delete or de-identify your information after a period of inactivity, after notice within 90 days

After deletion: we may keep limited records for up to 7 years for legal, tax or audit purposes.

Financial records: transaction and referral-fee records are kept for 7 years as required by Australian tax law.

You can request deletion of your account and associated information at any time, subject to these requirements.

9. Your rights and choices

Under Australian privacy law you may:

• Access the personal information we hold about you.
• Ask us to correct information that is inaccurate or incomplete.
• Ask us to delete your information, subject to legal requirements.
• Opt out of marketing.
• Withdraw consent, where our handling relies on consent, including consent to voice recording.

To exercise these rights, contact us at support@prismplatform.co. We aim to respond within a reasonable time, and generally within 30 days for access requests.

10. Data security

We take reasonable technical and organisational steps to protect your information, including encryption in transit and at rest, access controls, regular security reviews, and staff training. No method of transmission or storage is completely secure, but we work to protect your information and to respond quickly if an issue arises.

11. Data breach response

We comply with the Notifiable Data Breaches scheme under the Privacy Act. If we become aware of a breach likely to result in serious harm, we will take steps to contain and assess it, notify the Office of the Australian Information Commissioner (OAIC) as soon as practicable, and notify affected individuals with recommended steps.

12. Cookies and tracking

We use cookies and similar technologies to keep you logged in, remember preferences, analyse usage and improve the Services. You can control cookies through your browser settings, though disabling them may affect functionality.

13. Overseas disclosure

We store and process personal information in Australia, and we choose service providers that store and process it in Australia. We do not routinely disclose personal information overseas.

If a service provider we use processes or stores information outside Australia, we take reasonable steps to ensure the recipient handles it consistently with the Australian Privacy Principles, or we rely on another lawful basis. Information handled overseas may be subject to foreign laws.

14. Children’s privacy

The Services are for people aged 18 and over. We do not knowingly collect personal information from children. Where a role requires a Working with Children Check, that relates to an Expert’s eligibility to work, not to collecting information about children.

15. Contact us and complaints

Collab MTM Pty Limited (trading as Prism Platform)

Email: support@prismplatform.co

Address: 121 King Street, Melbourne VIC 3000

If you have a complaint about how we handle your personal information, contact us and we will aim to resolve it within a reasonable time. If you are not satisfied, you can contact the OAIC at www.oaic.gov.au.

16. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version and change the "Last updated" date. Material changes will be notified where required.