Privacy Policy

1. Our privacy commitment

We aim to handle personal information transparently and consistently with applicable Australian privacy laws, including the Australian Privacy Principles where they apply. We collect only information reasonably needed to provide, secure and improve our services.

We do not sell or rent personal information.

2. Information we collect

Depending on how you use LOOK4, we may collect:

• identity and contact details, such as your name, email address, phone number and country or time zone;
• account and security information, including login, verification and account-status records;
• enrolment, attendance, assessment, course-completion and certificate records;
• payment status, amount and transaction references. Payment providers process card or bank details and LOOK4 does not need to store full card numbers;
• Career Profile information, including your name, professional headline, biography, languages, career goals, education, skills, social or portfolio links, professional photo and résumé;
• optional sensitive information, such as racial or ethnic background, only when you choose to provide it and give the requested consent;
• communications, enquiries, support requests and feedback;
• course-interest and waitlist requests, including your chosen course, first name, email address and any preferred intake you provide;
• individual learning enquiries for one-to-one training or tutoring, including your learning goal, experience, support preference, local availability and time zone, optional budget, contact details and permission to contact you about the request;
• one-to-one English and Spanish tutoring pilot records, including language background, goals, participation preferences, a tutor-led baseline, individual learning plans, plan agreement and progress recaps. Relevant teaching briefs are shared only with the currently assigned tutor after suitability review;
• parent enquiries about children’s English support, including the adult’s contact details, a learner age band, broad learning goal, availability preferences and self-declaration as an adult parent or guardian. This enquiry does not verify guardian authority or enrol a child;
• business enquiry details, such as business name, business stage, industry, services of interest, preferred engagement, time zone, desired start period and the outcome requested;
• referral and affiliate applications, link ownership and recorded opens, attributed referral or purchase status, reward or commission details, and the version and time of agreement to partner terms;
• employer-account and organisation verification details, job-listing content, moderation decisions and hiring-workflow records;
• job applications, including the application message, status, age confirmation, consent record and the specific Career Profile fields you choose to share in an application snapshot;
• job-safety reports and an abuse-prevention fingerprint generated from limited technical request information rather than storing the reporting visitor’s raw IP address in the report record;
• live-class information, which may include your display name, chat, voice or video if you participate in a recorded session; and
• technical and usage information, such as device, browser, IP address, pages viewed and security or analytics events.

3. How we collect information

We usually collect information directly from you when you create an account, enrol, request course or waitlist updates, complete your profile, upload a file, make a payment, attend a class or contact us. We may also receive limited information from authentication, payment, video-conferencing and other service providers you choose to use.

If you provide information about another person, you must have their permission to do so.

Optional usage measurement starts only after you allow analytics. Google Analytics receives device and browser information, an analytics cookie identifier and selected events about public-page visits, course interest, enquiries and completed purchases. LOOK4 also records selected usage events through its platform provider. We do not send personal names, email addresses, personal form contents, private portal URLs or payment-card details to Google Analytics. Purchase events use an opaque transaction reference, total, currency and course identifier.

You can choose Essential only and continue using LOOK4. Change your choice using Analytics preferences in the footer. We remember your choice for up to 180 days and respect supported browser privacy signals. Withdrawing permission stops future optional measurement and removes this website's Google Analytics cookies. Google may retain information already received under its own retention settings; withdrawal does not erase that earlier data. Advertising storage, Google signals and advertising personalisation are disabled in this integration.

4. Why we use information

• to create and secure accounts and verify email addresses;
• to process enrolments and payments;
• to deliver live training, course materials, assessments and recordings where offered;
• to manage attendance, student support and course communications;
• to issue and verify certificates;
• to provide optional career-support features and moderated job discovery;
• to verify employer organisations, review job listings, deliver applications to the relevant approved employer and manage application progress;
• to investigate job-safety reports and enforce Careers rules;
• to send the course or next-intake updates you specifically requested, until you opt out or the request is no longer needed;
• to respond to learning, support and business enquiries, assess requested business solutions, and prepare a proposed scope where appropriate;
• to operate business referrals and course affiliates, review eligibility, attribute activity, calculate rewards or commissions, and keep a record of program terms acceptance;
• to respond to complaints and privacy requests;
• to prevent misuse, investigate incidents and protect learners and the platform; and
• to meet legal, accounting and regulatory obligations.

5. Business enquiries and business solutions

When you submit the For Businesses or Contact form, authorised LOOK4 administrators use the information to review your request, clarify the work, communicate with you and, if appropriate, prepare proposed next steps. Submitting an enquiry does not create a client engagement.

Business enquiry information is not sold or shared for independent marketing. Technology providers may process this information on our behalf to host, secure and operate the website. If an engagement proceeds, any additional handling of client systems, files, customer information or worker details will be addressed in a separate written service agreement and access arrangements.

Please do not include passwords, payment-card details, customer records, health information or other sensitive business information in an initial enquiry.

6. Careers, employer accounts and job applications

A LOOK4 account may hold separate Student and Employer workspaces. Adding an Employer workspace does not disclose or transfer the Student Career Profile, learning records, applications or certificates to the employer organisation. For new employer applications, the organisation contact email must match the email verified on the LOOK4 account; approved legacy organisation addresses remain locked unless LOOK4 support authorises a change.

An employer application is reviewed by authorised LOOK4 administrators. Approved employer identity and job information may be displayed publicly, while verification records, risk flags and review notes remain restricted to authorised administrators and the relevant employer account where appropriate. Employer approval does not automatically approve a job; employer-submitted listings are reviewed separately before publication.

When a student applies for a job, the student chooses which available Career Profile fields to share for that specific application. LOOK4 creates an application snapshot containing only those selected fields and the required contact email. Optional sensitive information such as ethnicity is not included in Careers application snapshots. A résumé is shared only when the student selects it, and authorised employer access uses a short-lived signed link.

The snapshot is disclosed only to authorised LOOK4 administrators and authorised users of the approved employer organisation associated with that job. The employer receives it for recruitment relating to that application and may have its own privacy obligations and retention practices. Students should review the employer’s information before applying and contact us with concerns.

Withdrawing an application stops future résumé-link access through the LOOK4 employer portal and marks the application withdrawn. It cannot undo access that already occurred or require an employer to disregard information where retention is permitted or required by law. Application and moderation records may be retained for security, dispute handling, reporting and legal obligations.

7. Career Profile privacy and instructor access

Your full Career Profile is available only to you and authorised LOOK4 administrators. Assigned instructors may see your name where needed to deliver your confirmed course.

Career Profile details are not shared with instructors through the instructor workspace. There is currently no setting to share your professional photo, headline, biography, languages, résumé, education, GPA, ethnicity, relocation plans or other Career Profile fields with an instructor.

The one-to-one language tutoring pilot has a separate teaching brief. After suitability review, the assigned tutor may access relevant learner background supplied for tutoring, skill observations, plans and progress. This does not give access to the Career Profile, contact email, payment details or private admin notes. Children use the reviewed adult pathway; an enquiry declaration alone does not establish guardian authority.

You can remove optional information from your Career Profile or contact us for help. If you apply for a job, the separate application process lets you choose which available fields to share with that employer.

Before starting either AI assistant, you are asked for permission to share the described information with Base44 and its third-party AI providers. You can decline and continue using the non-AI profile editor or Help Center. After you agree to use Career Profile Coach, a third-party AI service processes your editable professional profile details and the messages you send to provide suggestions. The coach’s profile tool excludes your email, photo, résumé, sensitive diversity information and consent records. Changes are saved only after you approve them. Do not include passwords, payment details or sensitive information in chat.

8. Children and young people

LOOK4 may provide learning services to people under 18. A parent or legal guardian must review this policy and our Terms & Conditions and approve the child's account and enrolment. A child under 13 must not create or manage an account independently; the parent or guardian must contact LOOK4 before enrolment and manage the account on the child's behalf.

We seek to minimise information collected about children. Parents and guardians should not upload a child's professional photo, résumé or sensitive information unless it is genuinely needed and they understand how it will be used. We may request confirmation of guardian authority before acting on an account or privacy request.

9. Who may receive information

We disclose information only as reasonably necessary to:

• authorised LOOK4 administrators and support personnel;
• an assigned instructor, for the student's name where needed to deliver a confirmed course, or the relevant approved tutoring brief, assessment and learning plan for an assigned one-to-one learner;
• an approved employer organisation, but only for a job application the student submits and only for the application snapshot the student confirms;
• technology providers that host and secure the website and student portal;
• Google Analytics, for optional website measurement when you allow analytics; Google may process technical usage data overseas, including in the United States;
• Cloudflare Turnstile, when a guest uses a protected form, to process browser and device signals for spam prevention. LOOK4 sends the verification token to Cloudflare without the form contents or an added IP-address field;
• video-conferencing and course-delivery providers, such as Zoom;
• authentication providers, such as Google, if you choose that sign-in option;
• verified payment providers when an online payment option is available;
• professional advisers, insurers or authorities where reasonably required or authorised by law; and
• a successor if LOOK4 is reorganised or transferred, subject to appropriate confidentiality and privacy protections.

10. Overseas storage and processing

We use external providers to host and operate our platform. Some personal information may be stored or processed in the United States; uploaded media files are stored there. Other providers may also process information overseas where they operate.

Privacy protections and legal rights in another country may differ from those in Australia. We take reasonable steps appropriate to the service and information involved when selecting and configuring providers.

11. Security

We use role-based access controls, private file storage, expiring links for private files, authentication controls and other reasonable technical and organisational safeguards. Access to sensitive student information is restricted to authorised roles.

Authorised administrators can review security records for completed LOOK4 sign-ins and workspace access checks, including the account email, time, outcome, coarse browser and device family, and reasons for a review flag. These records exclude passwords, authentication tokens, full IP addresses and precise locations. Flags prompt human review and do not by themselves establish misuse or automatically lock an account. We review these records for removal after 24 months under our retention schedule.

If we suspect a privacy or security incident, we will contain and assess it promptly and notify affected people and the Office of the Australian Information Commissioner when required under the Notifiable Data Breaches scheme.

No online service can guarantee absolute security. Please use a strong, unique password, keep login details confidential and contact us promptly if you suspect unauthorised access.

12. Retention and deletion

From 9 October 2026, the following schedule guides our administrator reviews. The LOOK4 Privacy Contact coordinates reviews and deletion requests; the administrator responsible for each service carries out the work. Reviews are manual: the website does not automatically delete records when a period ends.

We remove or de-identify information when it is no longer needed. A valid request may bring a review forward. Legal requirements, an active service commitment, a dispute or a documented investigation can require longer retention; we retain only the information needed for that reason and review it when the reason ends.

Provider-managed backups, system logs and AI-provider copies can follow separate retention cycles. Their exact expiry periods have not yet been confirmed, so these targets do not promise removal from every provider copy by a fixed date. We request provider assistance where required and explain unresolved limits when responding to a deletion request.

• Payments, refunds and accounting evidence: 7 years after the transaction is completed or the related dispute is resolved, whichever is later.
• Enrolment, attendance, completion and certificate records: 7 years after course completion or withdrawal.
• Optional Career Profile and résumé: While the profile is in use; review after 12 months of inactivity or earlier following a deletion request.
• Job applications and shared profile snapshots: 12 months after the role closes or the application is withdrawn, whichever is later.
• Business enquiries, referrals, course-interest and individual learning requests: 12 months after the last meaningful contact; financial evidence follows the payment schedule.
• Support messages and AI conversations: 12 months after the last message or case closure, whichever is later.
• Security audit and privacy-request records: 24 months after the event or final response; payment audit evidence follows the payment schedule.
• Class recordings: Review 12 months after the course ends and annually while promised course access continues.

13. Access, correction and deletion requests

You can update much of your information through your account. You may also ask us to provide access to, correct or delete personal information we hold about you. We may need to verify your identity or guardian authority and may refuse or limit a request where permitted or required by law, explaining our reasons where appropriate.

To request deletion of your entire LOOK4 account, open Account settings in your workspace and select Request account deletion. You do not need to give a reason or contact support to submit it. This covers all linked workspaces and associated personal information, except records we must retain by law. Requests are handled manually: we aim to respond within 30 days with the outcome or expected completion date and notify you when deletion is complete. Deletion does not automatically cancel a course or refund a payment.

14. Privacy questions and complaints

Contact the LOOK4 Privacy Contact using the details below. Please describe your concern and provide enough information for us to investigate. We aim to acknowledge the request promptly and provide a substantive response within 30 days.

If you are not satisfied with our response and the Privacy Act applies, you may be able to contact the Office of the Australian Information Commissioner at oaic.gov.au.

15. Changes to this policy

We may update this policy when our services, providers or legal obligations change. We will publish the updated version and date on this page and provide additional notice when a change materially affects how we handle personal information.