Remote teams for Australian firms · Australia × Philippines
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Privacy policy

For clients, candidates and website visitors · Last updated 30 September 2026

This policy explains what personal information Kauban collects, how we use it, who we share it with, where it is processed, and what you can do about it. It is written for four groups: the firms who engage us, the professionals who work through us, anyone who visits this website, and the customers of our clients whose information our people may see.

1. Who we are

Kauban (ABN 19 201 154 219) is a business name registered to an Australian sole trader. In this policy, "Kauban", "we", "us" and "our" mean that business, and the sole trader behind it is the entity legally responsible for the personal information described here. The registered holder's details are on the public record and can be confirmed through the Australian Business Register at abr.business.gov.au or ASIC Connect.

We recruit and place remote professionals based in the Philippines with Australian businesses, and we manage their engagement, payroll and equipment. We provide staffing and administrative support services. We do not provide financial product advice and we do not hold an Australian Financial Services Licence.

Two privacy regimes touch what we do.

In Australia, the Privacy Act 1988 (Cth) and the Australian Privacy Principles set the standard. As a small business under the turnover threshold in the Act, we are not currently required to comply with it. We apply the Australian Privacy Principles anyway, as a matter of policy and as a term of our client agreements. Our clients are held to that standard, and it would make no sense for their information to drop to a lower one in our hands.

Processing that happens in the Philippines is governed by the Data Privacy Act of 2012 (RA 10173) and the rules of the National Privacy Commission, which apply to us regardless of our size. We follow its three governing principles: transparency, so you know what we are doing with your information and why; legitimate purpose, so we process it only for reasons we have declared; and proportionality, so we collect only what the purpose actually requires and no more.

We have designated a Data Protection Officer as the single point of contact for anything to do with personal information, as the Philippine Data Privacy Act requires. Reach them at clientsuccess@kauban.com.au, marked "Data Protection Officer".

2. Who this policy covers

3. What personal information we collect

Clients and enquirers

Candidates and placed professionals

Website visitors

Whatever you submit through our enquiry form or booking tool, plus the technical information any web server records when a page loads: your IP address, browser type, the pages you viewed, and the date and time. Our hosting provider collects that on our behalf. We use it to keep the site working and secure, not to build a profile of you.

Where you reach us through a link, we also record with your enquiry which site referred you and any campaign tag on that link, so we know which channels are working. See section 14.

We collect information directly from you wherever we reasonably can. We may also collect it from publicly available sources such as a firm's website or LinkedIn, from referees you nominate, and from a client where they introduce someone to us.

You can deal with us anonymously or under a pseudonym where that is lawful and practicable. In most cases we will not be able to answer an enquiry or place someone without your details.

4. Sensitive information

We do not seek sensitive information from clients, enquirers or website visitors.

For candidates, some roles require information that both Australian and Philippine law treat as sensitive, which can include health or fitness for work, government identifiers, and criminal history where a client's own obligations require a check. We ask for your consent in writing before collecting any of it, we collect only what the role actually requires, and we use it only for that purpose. Philippine law generally prohibits processing sensitive personal information without your specific consent, and we treat that as the standard everywhere. You can refuse, and we will tell you if that means we cannot proceed with a particular role.

5. How we use your personal information

We do not sell personal information, and we do not disclose it for third party marketing.

6. Who we disclose your information to

Otherwise we disclose personal information only with your consent.

That list is current as at the date at the top of this policy. As the business grows we will engage payroll, accounting and background-screening providers, and we will update this section before any personal information is shared with them.

7. Processing in the Philippines, and other overseas disclosure

Wherever possible, we do not hold your data at all. The professionals we place work inside our client's own systems, on accounts the client provisions and can revoke. The information stays where it already was.

Where we do hold personal information, it is accessible to and processed by our personnel in the Philippines. Our own email and files are held by Microsoft in Australian data centres. Netlify and Calendly store data in the United States and on global infrastructure.

Before we disclose personal information to an overseas recipient we take steps that are reasonable in the circumstances to ensure the recipient does not breach the Australian Privacy Principles.

As at the date of this policy, Kauban has not yet placed any professional with a client. The requirements set out below are the standards that apply to every placement from the first one onward, and no placement will proceed until they are met. We have written them here so you can hold us to them.

Those requirements are:

Under section 16C of the Privacy Act 1988 (Cth), an Australian business that discloses personal information to an overseas recipient generally remains accountable for how that recipient handles it. We accept that accountability rather than passing it down the chain.

8. Information we handle for our clients

Our model is built so that we do not store our clients' customer information. It stays in their systems, under their control, managed by them. That is deliberate. It keeps you in charge of your own data and keeps our footprint on it as small as possible.

When we place a professional with your firm, that person usually works inside your systems and will see personal information about your clients. In that situation:

Financial advice and accounting files routinely contain Tax File Numbers. The Privacy (Tax File Number) Rule 2015 binds anyone who handles TFN information regardless of turnover, so unlike the Australian Privacy Principles it applies to us as a matter of law rather than choice. Where our placed professionals can see TFN information, we handle it in accordance with that Rule, and we do not record, copy or use it for any purpose other than the task you have set.

If your firm is subject to the Privacy Act, an Australian Financial Services Licence, or professional or licensee standards, tell us before an engagement starts so the arrangements can be built to match.

9. How we keep your information secure

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. As section 7 sets out, Kauban has not yet placed a professional with a client, so we have separated the measures already in place from those that apply from our first placement.

In place now:

Required from our first placement, and no placement will proceed without them:

No method of transmission or storage is completely secure. We cannot guarantee absolute security, and you should keep your own credentials confidential.

10. Data breaches

If we become aware of a breach likely to result in serious harm to any individual whose personal information we hold, we will assess it promptly, contain it, and notify the affected individuals and the Office of the Australian Information Commissioner. We follow the Notifiable Data Breaches scheme as our standard, even though as a small business we are not currently required to. Where Philippine law applies we will also notify the National Privacy Commission within the time it requires.

Where the breach involves information we handle for a client, we will notify that client without unreasonable delay so they can meet their own obligations.

11. How long we keep your information

When information is no longer needed and we are not required to keep it, we destroy it or de-identify it. Information we hold for a client is returned or securely destroyed at the end of the engagement, in line with our agreement with them.

12. Your rights over your information

You have rights under both regimes that apply to us. Australian law gives you rights of access and correction under Australian Privacy Principles 12 and 13. Philippine law gives you a wider set under the Data Privacy Act of 2012. We honour all of them, whichever country you are in:

To exercise any of these, email clientsuccess@kauban.com.au. We will respond within 30 days. There is no fee to make a request, though we may charge a reasonable fee to cover the cost of copying extensive records. If we refuse a request, we will tell you why in writing and explain how to complain.

We will act on a deletion request except where we are required to keep the information by law, or where it is still needed for the purpose you gave it to us for. Where the information sits inside a client's system rather than ours, we will pass your request to that client, because they control it. See section 8.

13. Direct marketing

We will only send you marketing communications if you have asked for them or agreed to receive them. Every message includes an unsubscribe link, and you can also reply asking to be removed. We comply with the Spam Act 2003 (Cth) and Australian Privacy Principle 7. We do not provide your details to anyone else for their marketing.

14. Cookies and tracking

This website sets no cookies of its own, uses no advertising cookies, and does no behavioural targeting. We do not use Google Analytics or any product that follows you across other websites.

How we know where an enquiry came from. When you submit the enquiry form, we record which site linked you to us and any campaign tag on the link you followed, and we send that with your enquiry. It tells us whether an enquiry came from a referral, a search or an advertisement. It is not stored on your device, it is not linked to you across other sites, and if you do not submit the form we keep nothing.

Third parties that load on this site. Google Fonts serves our typefaces, which means Google receives your IP address when a page loads. Calendly loads on the contact page only, and if you open the booking window Calendly handles what you enter under its own privacy policy and may set its own cookies. You can email us instead if you would rather not use it.

If this changes. We will update this section before any analytics or advertising tool goes live on the site, not afterwards, and the date at the top of this policy will reflect it.

15. Age

Our services are for people aged 18 and over. We do not knowingly collect personal information from anyone under 18. If you believe we have, contact us and we will delete it.

16. Complaints

If you think we have mishandled your personal information, tell us first. Email clientsuccess@kauban.com.au with the details. We will acknowledge your complaint within 7 days and respond in writing within 30 days.

If you are not satisfied with our response, you can raise it with a regulator. Because we are a small business that is not automatically covered by the Privacy Act 1988 (Cth), the OAIC's ability to investigate a complaint against us may be limited. We will cooperate fully with any enquiry it makes regardless.

17. Changes to this policy

We may update this policy from time to time. The date at the top reflects the most recent change, and the current version is always on this page. Material changes will be notified to current clients and placed professionals directly.

Kauban · ABN 19 201 154 219 · clientsuccess@kauban.com.au