1. Who we are
This site and service is operated by Lume Systems ("Lume", "we", "us"), ABN 62 851 283 660, based in Australia. You can contact us about privacy any time at hello@lumesystems.com.au.
2. What personal information we collect
When a candidate applies for a role through Lume, we may collect:
- Name, email address and phone number
- Work experience, employment history and availability
- A cover letter and resume
- An optional short video introduction
- Any other information a candidate chooses to include in their application
We also create information about each application: an AI-generated score, ranking, and short written notes assessing the application against the role. This derived information is still personal information about the candidate, and we protect it the same way.
From the businesses that use Lume, we collect the contact and account details needed to provide the service, and the role requirements they set.
Anonymity. You can browse our website without identifying yourself. Applying for a job, however, requires your real details. We can't assess an anonymous application, and the hiring business needs to know who you are.
3. How we collect and hold it
We collect candidate information directly from the candidate, through the online application form. We may also receive information about a candidate from the hiring business, for example, if they pass on an application they received elsewhere for the same role. We don't buy candidate data or collect it from data brokers.
Applications are held in a secure cloud database hosted in Australia (Sydney), encrypted in storage, with access protected by two-factor authentication and limited to the people who need it to run the service.
4. Why we collect, use and disclose it
We use personal information only to provide and improve the Lume service. Specifically, to:
- Receive and store applications
- Assess each application against the standard the hiring business has set
- Produce a ranked shortlist and notify the hiring business
- Communicate with candidates and the hiring business about the role
- Keep the service secure and troubleshoot problems
We do not sell personal information, use it for advertising, or send candidates marketing material.
5. Our use of automated assessment (AI)
We want to be completely upfront about this, because it's the heart of what Lume does. This section reflects the transparency requirements for automated decisions introduced into the Privacy Act by the Privacy and Other Legislation Amendment Act 2024. We've chosen to adopt them ahead of their 10 December 2026 start date.
What the automated system does
Lume uses an automated system (artificial intelligence) to read each application, produce a score and short written notes against the role's requirements, and rank candidates into a shortlist for the hiring business.
The kinds of decisions it's involved in
No decision about you is made solely by a computer program. The automated score and ranking substantially and directly assist one kind of decision: whether your application is shortlisted for closer human review by the hiring business. Every final decision, who is interviewed and who is hired, is made by a person at the hiring business, who can override any score.
The kinds of personal information it uses
The automated assessment uses the content of your application: your name, contact details, work experience and employment history, availability, cover letter, resume, and a transcript of your optional video introduction.
Your choices
If you'd like to understand how your application was assessed, want a person to review an automated score, or want to raise a concern, contact us at hello@lumesystems.com.au and we'll explain and arrange a review.
6. Sensitive information
We don't ask candidates for sensitive information (such as health information, racial or ethnic origin, religious beliefs, or political opinions). But cover letters, resumes and video introductions are in the candidate's hands, and may contain sensitive details a candidate chooses to share. Where that happens, we handle it with the same protections as the rest of the application, use it only for assessing that application, and for nothing else.
7. Who we share it with
We share a candidate's application and assessment with the hiring business that advertised the role. That's the whole point of the service. We also use a small number of trusted third-party providers to run Lume:
- A cloud database provider that stores application data (hosted in Sydney)
- A workflow provider that moves applications through the scoring process
- An AI provider that performs the automated assessment
- Email and SMS providers that send notifications
- A website host
These providers process personal information only to deliver their part of the service. We don't sell personal information to anyone, and we don't share it for advertising. Beyond this, we would only disclose personal information if the law required us to.
8. Information processed overseas
Our candidate database is hosted in Australia (Sydney). Some of the providers we use process data outside Australia. In particular, our AI provider processes application content in the United States to perform the assessment, and our website host is US-based. So the country where your information is most likely to be processed outside Australia is the United States.
Where data is handled overseas, we take reasonable steps to ensure it's protected to a standard consistent with the Australian Privacy Principles, including choosing reputable providers with strong published security and privacy commitments.
9. How we keep it safe
We take reasonable technical and organisational steps to protect personal information, including:
- Encryption of stored data
- Two-factor authentication on the systems that hold candidate data
- Access limited to only the people who need it to run the service
- Secure deletion of data we no longer need
No system is perfectly secure, but we work to reduce risk and to respond quickly if something goes wrong.
10. If something goes wrong (data breaches)
If a data breach occurs that is likely to result in serious harm to anyone whose information we hold, we will notify the affected individuals and the Office of the Australian Information Commissioner as soon as practicable, in line with the Notifiable Data Breaches scheme, and we'll tell you what happened, what information was involved, and what we're doing about it.
11. How long we keep it
We keep candidate information only as long as needed for the role it relates to. We delete candidate data, including the AI-generated scores and notes, within 6 months of a role being filled, unless the candidate asks us to remove it sooner.
12. Accessing, correcting or deleting your information
You can ask us:
- What personal information we hold about you
- To correct it if it's wrong or out of date
- To delete it
Email hello@lumesystems.com.au. There's no charge for making a request, and we'll respond within 30 days. If we ever couldn't do what you ask (for example, where the law requires us to keep something), we'll tell you why in writing and what your options are.
13. Our website
Our website doesn't use advertising trackers, and we don't build profiles of visitors. Like most websites, basic technical information (such as your IP address and browser type) may be processed by our website host and by embedded services on the page (the fonts we load and the booking widget you can use to schedule a chat) in order to deliver the page to you. If you book a chat, the booking service collects the details you enter under its own privacy policy.
14. Making a complaint
If you think we've mishandled your personal information, please contact us first at hello@lumesystems.com.au so we can try to put it right. We'll acknowledge your complaint, look into it, and reply with what we found and what we'll do.
If you're not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or on 1300 363 992.
15. Changes to this policy
We may update this policy from time to time as the service or the law changes. The latest version will always be on this page, with the date it was last updated shown at the top. If we make a significant change to how we handle candidate information, we'll say so prominently on this page.