Privacy
This policy explains how MeritList collects, uses, stores and shares your personal information when you use our website and coaching services. We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth).
1. Who we are and what we collect
MeritList is an online career coaching service operated by Jason Hart, a sole trader (ABN 76 990 538 269), trading as MeritList (“we”, “us”). We help people prepare applications and interviews for Australian Public Service roles. We are an independent business and are not affiliated with the Australian Public Service Commission or any government agency.
We collect only what we need to provide our services:
Type of information
Examples
When we collect it
Contact details
First name, surname, email address, phone number (optional)
When you use the Pitch Health Check, join our email list, book or buy a service
Career information
Your CV, current and target APS level, job ads you’re applying for, draft applications, examples of your work experience
When you submit a draft or complete our intake form
Coaching session records
Video call recordings and transcripts, notes, your Evidence Bank and Contribution Record
During and after coaching or mock interview sessions
Payment information
Purchase history and payment confirmation
When you buy a service (card details are handled by our payment provider; we never see or store your full card number)
Website usage
Pages visited, device and browser type, approximate location, how you found us
When you visit our website, through cookies and analytics
Communications
Emails and messages you send us, feedback, reviews
When you contact us
What we ask you not to share. Please do not send us classified, security-marked or otherwise sensitive information from your current or former workplaces, or personal details of colleagues or members of the public. If you do, we will delete it.
Sensitive information. We don’t ask for sensitive information such as health, racial or ethnic origin, or political views. If you choose to share it (for example, to request a reasonable adjustment or to discuss an Affirmative Measures role), we will only use it to help you with your application and with your consent.
Using a pseudonym. You can browse our website and read our guides without identifying yourself. To use our coaching services we need your name and email address.
Age. Our services are intended for people aged 18 and over.
2. How we collect and use your information
We collect information directly from you: through our website forms, our intake questionnaire, email, and coaching calls. We don’t buy personal information or collect it from third parties, except basic payment confirmation from our payment provider and website analytics.
We use your information to:
provide the services you’ve asked for, such as reviewing your draft, running your coaching session and preparing your Evidence Bank
send you your Pitch Health Check feedback
process payments, issue receipts and keep business records
contact you about your order, including follow-ups to ask how your application went
send you our newsletter and offers, if you’ve subscribed (you can unsubscribe at any time using the link in every email)
improve our services, templates and website
meet our legal obligations, such as tax record-keeping
We will only use your information for another purpose if you agree, or if the law allows or requires it.
Testimonials. We will only publish a testimonial or an example from your application with your written permission, and we remove identifying details unless you agree otherwise.
How we use AI
We use artificial intelligence (AI) tools to help us work efficiently. For example, AI may help us:
analyse a job ad
transcribe your coaching call
organise the examples you describe into a structured format
check your draft and suggest areas to improve
A person at MeritList reviews every AI output before it reaches you. AI tools never make decisions about you, and we never use AI to invent experience or claims for you.
We use business versions of AI services which, under their terms, do not use your information to train their AI models. Before using AI, we remove details we don’t need, such as your surname and contact details.
Call recordings
We record coaching calls and mock interviews so we can transcribe them and prepare your materials. We will always tell you before recording starts. If you’d prefer not to be recorded, let us know and we’ll take notes instead.
Cookies and analytics
Our website uses cookies and analytics tools to understand how visitors use the site. These collect information such as the pages you visit and your device type, not your name. You can block or delete cookies in your browser settings; the site will still work.
3. Who we share your information with
We do not sell, rent or trade your personal information. We never share your information with your employer, any government agency or any selection panel.
We share information only with service providers that help us run the business, and only what they need to do their job:
Service
What it does for us
Typical data location
[Website platform, e.g. Framer]
Hosts our website
[e.g. United States / global]
[Form tool, e.g. Tally]
Collects Health Check and intake forms
[e.g. European Union]
[Payment provider, e.g. Stripe]
Processes payments
[e.g. Australia / United States]
[Email platform, e.g. MailerLite or Kit]
Sends emails and newsletters
[e.g. European Union / United States]
[Video call tool, e.g. Zoom]
Runs and records coaching calls
[e.g. Australia / United States]
[AI provider, e.g. Anthropic (Claude)]
AI analysis and transcription support
[e.g. United States]
[Workspace, e.g. Google Workspace or Notion]
Stores client files and email
[e.g. Australia / United States]
[Automation tool, e.g. Make or Zapier]
Connects the tools above
[e.g. European Union / United States]
[Accountant / bookkeeping software, e.g. Xero]
Tax and financial records
[e.g. Australia]
Overseas disclosure. Some of these providers store or process information outside Australia, including in the United States and the European Union. We choose reputable providers with strong security and privacy commitments, and we take reasonable steps to make sure they handle your information consistently with the Australian Privacy Principles.
Other disclosures. We may also disclose information if required or authorised by law (for example, to respond to a court order), or to protect someone’s safety.
If the business changes hands. If MeritList is sold or restructured, your information may transfer to the new owner, who must continue to protect it in line with this policy.
4. Storage, security and how long we keep it
We store your information electronically with the providers listed above. We protect it by:
using password-protected accounts with two-factor authentication
limiting access to MeritList only
keeping client files in one secure workspace, not on personal devices or in email attachments where avoidable
removing details we don’t need before using AI tools
No system is completely secure, but we take reasonable steps to protect your information from misuse, loss, and unauthorised access or disclosure.
How long we keep it:
Information
How long
Call recordings
Deleted within 30 days, once your transcript and materials are prepared
Drafts, transcripts, Evidence Bank and Contribution Record
12 months after your last service, unless you ask us to keep your Evidence Bank for future applications
Pitch Health Check submissions
90 days
Email list details
Until you unsubscribe
Payment and tax records
As long as tax law requires (generally 5 years)
You can ask us to delete your information sooner at any time, except where we must keep it by law.
Data breaches. If a breach of your information is likely to cause you serious harm, we will notify you and the Office of the Australian Information Commissioner as required by law.
5. Your rights, complaints and contact
Access and correction. You can ask for a copy of the personal information we hold about you, or ask us to correct it. We’ll respond within 30 days and won’t charge you for the request. If we can’t give you access, we’ll explain why.
Deletion and marketing. You can ask us to delete your information (subject to legal record-keeping requirements) and unsubscribe from marketing emails at any time.
Complaints. If you’re concerned about how we’ve handled your information, email us first. We’ll acknowledge your complaint within 5 business days and aim to resolve it within 30 days. If you’re not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or on 1300 363 992.
Contact us
MeritList Email: [privacy@meritlist.com.au] Postal: [your PO box or address for service]
Changes to this policy. We may update this policy as our services or the law change. The latest version will always be on our website with its effective date. If we make a significant change, we’ll let current clients know by email.
Effective date: [date you publish]