Protecting your data

Use of In-House AI Application Assistant (AI Agent) for Regulated Background Checks

What This AI Agent Does:
Our in-house AI assistant helps you submit your bankruptcy report by securely collecting, verifying, and submitting your personal information. It only collects the essential details, such as your name and date of birth, to process your request.

Scope of AI-Assisted Checks

Our in-house AI Application Assistant is used only to assist with the submission of the following regulated checks:

1. Bankruptcy Check
2. Qualification Verification Check
3. ASIC Banned and Disqualified Persons Check

These are the only checks for which agentic information-gathering is used.

What This AI Agent Does:

Our in-house AI Application Assistant helps you securely submit your request for the above checks by collecting, validating, and submitting the minimum required personal information through our protected platform.

Depending on the check type, this may include:

• Full name
• Date of birth
• Declared qualifications (for qualification checks)
• Consent confirmations required under law

What We Do

The AI Application Assistant may:

• Retrieve your existing account details for convenience
• Prompt you to confirm or update required personal information
• Validate completeness and formatting of submitted details
• Submit your request for:
  • Bankruptcy checks
  • Qualification verification
  • ASIC banned and disqualified persons searches
• Generate and deliver confirmation receipts
• Answer general questions using our approved help documentation only

What We DON’T Do:

We explicitly confirm that:

• We do not use public AI systems to process your data
• We do not send your information to ChatGPT, Google, OpenAI, or similar services
• We do not use your data to train public or third-party AI models
• We do not access the open internet or external systems outside our secure platform
• Your data is not searchable, indexable, or publicly accessible
• We do not retain data longer than required for processing and compliance

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AI Application Agent – Data Privacy and Security

Private, Secure Architecture:
All AI-assisted processing occurs within our isolated enterprise environment.

Data Flow Overview:

1. You interact with our secure website
2. Requests are transmitted to our private web servers
3. Microsoft Azure Bot Service securely connects internal components
4. Our private AI model processes the request
5. Data and conversations remain entirely within our controlled systems

At no point is your data shared with or exposed to public AI platforms.

Key Privacy Protections:

Isolated Infrastructure
All AI processing occurs within a closed, private environment.

Enterprise-Grade Security
Encryption is applied both in transit and at rest. Access is restricted to authorised systems only.

Data Minimisation
Only information required for the specific check is collected.
No passwords, banking details, or payment credentials are requested.

Limited Retention
Conversation and session data is retained only as required for:

• Processing
• Audit
• Legal compliance
  and is deleted in accordance with applicable retention laws.

Your Rights and Control

You retain full control over your information. You may:

• Review the data before it’s submitted
• Correct any errors in your data
• Cancel the submission process at any time
• Request deletion of your data (subject to statutory retention requirements)
• Contact support if you have concerns about your data

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Technical Security Measures

We protect your data with:

We protect your information through:

• Encryption — All data encrypted in transit and at rest
• Strict Access Controls — Only authorised internal systems can access AI workflows
• Private AI Model — Hosted in Microsoft Azure; not connected to public AI services
• Audit Logging & Monitoring — Continuous monitoring and compliance logging

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Compliance and Legal

We comply with all applicable data protection laws, including:

• Commonwealth Privacy Act 1988 (Australia)
• Australian Privacy Principles (APPs)
• Bankruptcy and insolvency reporting obligations
• ASIC regulatory requirements
• Qualification verification compliance obligations
• Azure enterprise security and compliance standards

Your Legal Rights:

• Right to access, correct, or delete your data
• Right to file complaints with authorities if concerned

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What Data We Collect and Why

We only collect the minimum information required to complete your requested check and meet legal obligations.

Data Collected	Purpose	Usage	Retention
First Name	Identification	Included in check submission	Per legal requirements
Middle Name (optional)	Identification	Included if provided	Per legal requirements
Last Name	Legal identification	Included in check submission	Per legal requirements
Date of Birth	Identity verification	Required for all checks	Per legal requirements
Declared Qualifications (if applicable)	Qualification verification	Validation and submission	Per legal requirements
Conversation History	Session continuity	Temporary processing only	Deleted after statutory retention period

Data minimisation: We only collect the minimum information necessary to process your requested check and meet legal obligations.

We Do NOT Collect:

• Passwords or security credentials
• Credit card or banking information
• Social Security Numbers (unless required by bankruptcy regulations)
• Information about other people

Bottom Line:

Our AI Application Assistant operates entirely within a secure, private environment and is used only to assist with:

• Bankruptcy checks
• Qualification verification checks
• ASIC banned and disqualified persons checks

Your data is never shared with public AI systems and is used exclusively for lawful, requested background screening services.

Want to know more?

Our business customers may be granted a more extensive overview of our security information when they sign our Service Level Agreement (SLA).  Access to this requires the signing of a Non-Disclosure Agreement as component of the SLA. If you would like to become a business customer with Worker Checks, please contact our business team.