GradebyJob Pty Limited

Privacy Policy

1. Data Protection

GradebyJob Pty Limited's Commitment to Protecting Personal Data

GradebyJob Pty Limited, trading as GradebyJob, respects your privacy and is committed to protecting the personal data entrusted to us.

This Privacy Policy explains how GradebyJob Pty Limited collects, uses, stores, shares and protects personal data obtained through:

• The GradebyJob website;
• The GradebyJob client portal;
• Client account registration and administration;
• Job evaluation and grading activities;
• Job description uploads;
• Reports generated through the platform;
• Billing, quotations and service enquiries; and
• Communications with clients, prospective clients and authorised users.

This Privacy Policy applies to visitors to our website, prospective clients, client organisations, authorised client users, grading committee members and any other individuals whose personal data is processed through GradebyJob.

GradebyJob Pty Limited is committed to processing personal data responsibly and in accordance with applicable laws and recognised data-protection principles.

2. Our Data-Protection Principles

GradebyJob Pty Limited applies the following principles when processing personal data:

2.1 Lawfulness, fairness and transparency

Personal data will be processed lawfully, fairly and transparently.

2.2 Purpose limitation

Personal data will be collected for specified, explicit and legitimate purposes. It will not be used for purposes that are incompatible with the reason for which it was originally collected.

2.3 Data minimisation

GradebyJob Pty Limited will only collect personal data that is adequate, relevant and reasonably necessary for the intended purpose.

2.4 Accuracy

Reasonable steps will be taken to ensure that personal data is accurate, complete and kept up to date where necessary.

2.5 Storage limitation

Personal data will not be retained for longer than is reasonably required for the relevant business, contractual, operational or legal purpose.

2.6 Security and confidentiality

GradebyJob Pty Limited will implement reasonable technical and organisational safeguards to protect personal data against unauthorised access, loss, misuse, alteration, disclosure or destruction.

2.7 Accountability

GradebyJob Pty Limited will take reasonable steps to demonstrate responsible data processing and will require relevant service providers to protect personal data appropriately.

3. Who We Are

GradebyJob Pty Limited is a Namibian private company that owns and operates the GradebyJob job-grading platform.

GradebyJob enables authorised client organisations to:

• Evaluate and grade jobs;
• Apply recognised job-evaluation methodologies;
• Upload and review job descriptions;
• Record grading committee information;
• Assess job factors and financial accountability;
• Generate professional job-grading reports;
• Conduct comparative job analysis;
• Manage authorised users;
• Monitor grading activity and usage; and
• Maintain records of completed job evaluations.

For general enquiries or questions regarding this Privacy Policy, please contact:

GradebyJob Pty Limited

Trading as: GradebyJob

Location: Windhoek, Namibia

Email: info@gradebyjob.com

4. Our Role in Processing Personal Data

GradebyJob Pty Limited may act either as a data controller or as a data processor, depending on the circumstances.

4.1 When GradebyJob Pty Limited acts as a data controller

GradebyJob Pty Limited acts as a data controller when it determines why and how personal data is processed.

This may include:

• Website visitor information;
• Client contact information;
• Account registration information;
• User login and account-administration information;
• Billing and payment records;
• Demonstration and quotation requests;
• Marketing preferences;
• Technical support requests;
• Platform security information; and
• Communications with clients and prospective clients.

4.2 When GradebyJob Pty Limited acts as a data processor

GradebyJob Pty Limited generally acts as a data processor when a client organisation uploads or enters information into the platform for job-evaluation purposes.

In these circumstances, the client organisation determines why the information is processed and remains responsible for ensuring that it has the necessary authority and lawful basis to provide the information to GradebyJob Pty Limited.

This information may include:

• Job descriptions;
• Employee or position-holder information;
• Job-evaluation records;
• Grading committee details;
• Evaluator names;
• Notes entered during an evaluation;
• Organisational structures;
• Departmental information;
• Salary or remuneration information, where applicable;
• Financial responsibility information;
• Job grades and occupational levels; and
• Reports generated from client data.

GradebyJob Pty Limited processes this information on behalf of the relevant client organisation and in accordance with the services provided, the client agreement and lawful instructions received from the client.

5. What Is Personal Data?

Personal data is information that identifies an individual directly or indirectly.

Personal data may include:

• First name and surname;
• Work email address;
• Telephone number;
• Employer or organisation name;
• Job title;
• Department;
• Employee or user reference number;
• Account username or identifier;
• Login and authentication information;
• Internet Protocol address;
• Device and browser information;
• Usage and activity records;
• Job-description information;
• Grading committee information;
• Billing information; and
• Communications submitted to GradebyJob Pty Limited.

Not every job-evaluation record will necessarily contain personal data. Where a role is evaluated without identifying the employee occupying that role, the information may relate primarily to the position rather than an identifiable individual.

Clients are encouraged to avoid uploading unnecessary employee information when a role can be evaluated without identifying the individual occupying it.

6. Personal Data We Collect

GradebyJob Pty Limited may collect the following categories of personal data:

6.1 Client and prospective client information

This may include:

• Name and surname;
• Organisation name;
• Job title;
• Work email address;
• Telephone number;
• Service requirements;
• Preferred grading methodology;
• Expected grading volume;
• Licence requirements;
• Demonstration requests; and
• Quotation information.

6.2 Account and user information

This may include:

• Authorised user name;
• Work email address;
• User role;
• Client organisation;
• Account status;
• Login activity;
• Access permissions;
• Authentication records; and
• Password-reset information.

Passwords should be stored using secure authentication and hashing methods. GradebyJob Pty Limited will not intentionally store passwords in readable plain-text form.

6.3 Job-evaluation information

Depending on the information entered by a client, this may include:

• Job title;
• Department;
• Job reference number;
• Job overview;
• Job description;
• Grading methodology;
• Factor scores;
• Financial responsibility information;
• Job grade;
• Occupational level;
• Grading committee members;
• Evaluator details;
• Evaluation notes;
• Evaluation duration;
• Date of evaluation; and
• Generated reports.

6.4 Billing and contractual information

This may include:

• Client organisation details;
• Contracted rate;
• Licence plan;
• Number of authorised seats;
• Grading credits used;
• Invoice records;
• Payment status;
• Tax information, where required; and
• Related financial correspondence.

GradebyJob Pty Limited will not collect complete payment-card information directly unless an appropriately secured and authorised payment service is used.

6.5 Website and technical information

This may include:

• Internet Protocol address;
• Browser type;
• Device type;
• Operating system;
• Pages visited;
• Date and time of access;
• Referring website;
• Cookie information;
• Error logs;
• Security logs; and
• General platform usage information.

7. How We Collect Personal Data

GradebyJob Pty Limited may collect personal data through the following channels:

7.1 Information provided directly

This includes information provided when you:

• Request a demonstration;
• Request a quotation;
• Contact GradebyJob Pty Limited;
• Create or use a client account;
• Submit a support request;
• Upload a job description;
• Complete a job evaluation;
• Generate a report; or
• Communicate with GradebyJob Pty Limited.

7.2 Information provided by client organisations

A client organisation may provide information about its authorised users, evaluators, grading committee members or position holders.

The client organisation is responsible for ensuring that it has a lawful and appropriate basis for providing this information to GradebyJob Pty Limited.

7.3 Information collected automatically

Certain technical information may be collected automatically when you visit the website or use the platform.

This may occur through cookies, server logs, security tools and similar technologies.

7.4 Information obtained from other lawful sources

GradebyJob Pty Limited may receive information from:

• Publicly available business records;
• Client representatives;
• Authorised service providers;
• Professional advisers;
• Regulatory bodies; or
• Other lawful and relevant sources.

8. Why We Process Personal Data

GradebyJob Pty Limited may process personal data for the following purposes:

8.1 Providing the service

Personal data may be processed to:

• Create and manage client accounts;
• Authenticate authorised users;
• Provide access to private client workspaces;
• Manage licences and user seats;
• Process job evaluations;
• Calculate job grades;
• Generate reports;
• Support comparative analysis;
• Maintain audit trails;
• Record grading usage; and
• Provide technical and client support.

8.2 Managing client relationships

Personal data may be processed to:

• Respond to enquiries;
• Arrange demonstrations;
• Prepare quotations;
• Manage contracts;
• Provide service updates;
• Handle complaints;
• Manage renewals; and
• Communicate with client representatives.

8.3 Billing and administration

Personal data may be processed to:

• Record grading credits used;
• Prepare invoices;
• Process and reconcile payments;
• Maintain financial records;
• Manage client plans; and
• Meet tax, accounting and audit requirements.

8.4 Security and platform management

Personal data may be processed to:

• Protect user accounts;
• Monitor access;
• Detect unauthorised or suspicious activity;
• Prevent fraud and misuse;
• Maintain system availability;
• Investigate errors;
• Manage backups; and
• Improve technical performance.

8.5 Legal and regulatory purposes

Personal data may be processed to:

• Comply with applicable legal obligations;
• Respond to lawful requests;
• Establish or defend legal claims;
• Enforce client agreements; and
• Protect GradebyJob Pty Limited, its clients, users and service providers.

8.6 Service improvement

GradebyJob Pty Limited may use aggregated or de-identified information to understand platform usage, improve workflows and enhance the quality of the service.

Where possible, such information will be processed in a manner that does not identify individual users or employees.

9. Legal Grounds for Processing

Depending on the circumstances and applicable law, GradebyJob Pty Limited may process personal data on one or more of the following grounds:

9.1 Performance of a contract

Processing may be necessary to:

• Provide the GradebyJob service;
• Manage client accounts;
• Process job evaluations;
• Generate reports;
• Provide support; and
• Administer billing and licences.

9.2 Legitimate business interests

GradebyJob Pty Limited may process personal data where reasonably necessary to:

• Operate and improve the platform;
• Protect the security of the service;
• Manage client relationships;
• Prevent fraud and misuse;
• Maintain business records; and
• Protect or defend legal rights.

These interests will be balanced against the rights and reasonable expectations of affected individuals.

9.3 Compliance with legal obligations

GradebyJob Pty Limited may process personal data where required to comply with applicable laws, regulations, court orders or lawful instructions from competent authorities.

9.4 Consent

Where consent is required, GradebyJob Pty Limited will request consent before carrying out the relevant processing.

Consent may be withdrawn at any time. Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.

9.5 Client instructions

Where GradebyJob Pty Limited acts as a data processor, it processes personal data in accordance with the lawful instructions of the relevant client organisation.

10. Special or Sensitive Personal Data

GradebyJob is designed to evaluate jobs and roles, not the personal characteristics or performance of the individuals occupying those roles.

Clients should not upload special or sensitive personal data unless it is strictly necessary, lawful and appropriate.

This includes information concerning:

• Health or medical conditions;
• Disability;
• Race or ethnic origin;
• Religious or philosophical beliefs;
• Political opinions;
• Trade-union membership;
• Sexual orientation;
• Biometric information;
• Criminal history; or
• Other highly sensitive personal information.

GradebyJob Pty Limited reserves the right to request the removal of information that is unnecessary, inappropriate or incompatible with the purpose of job grading.

11. Automated Processing and Job-Grading Results

GradebyJob uses structured evaluation rules, methodologies and scoring methods to support the calculation of job grades.

The platform evaluates information about a role, such as:

• Decision-making requirements;
• Knowledge and qualifications;
• Experience;
• Problem-solving requirements;
• Communication requirements;
• Job impact;
• Responsibility;
• Financial accountability;
• Influence;
• Pressure; and
• Working conditions.

The platform is not intended to make employment decisions about individual employees.

Job-grading results should be reviewed by suitably authorised and competent persons before being used for organisational, remuneration or employment-related decisions.

The client organisation remains responsible for:

• Reviewing the accuracy of information entered;
• Applying the selected grading methodology correctly;
• Moderating grading outcomes;
• Considering relevant employment and equality requirements; and
• Making final organisational or employment decisions.

12. Disclosure of Personal Data

GradebyJob Pty Limited does not sell personal data.

Personal data may be disclosed to the following parties:

12.1 Client organisations

Information may be made available to authorised users, client administrators, evaluators and grading committee members within the relevant client workspace.

12.2 Service providers

GradebyJob Pty Limited may use service providers for:

• Website hosting;
• Cloud infrastructure;
• Database hosting;
• User authentication;
• Email delivery;
• Billing and invoicing;
• Data backup;
• Cybersecurity;
• Technical support;
• Analytics; and
• Professional services.

Service providers will only be given access to information reasonably necessary for their services and will be expected to protect personal data appropriately.

12.3 Professional advisers

Personal data may be shared with lawyers, auditors, accountants, insurers and other professional advisers where reasonably necessary.

12.4 Legal and regulatory authorities

GradebyJob Pty Limited may disclose personal data where required by law, regulation, court order or lawful request from a competent authority.

12.5 Business restructuring

If GradebyJob Pty Limited is involved in a merger, acquisition, restructuring or transfer of business assets, relevant information may be disclosed subject to appropriate confidentiality and data-protection measures.

13. International and Cross-Border Data Transfers

GradebyJob Pty Limited may use cloud, hosting, authentication, email, billing or technical service providers that process or store information in countries outside Namibia.

Where personal data is transferred across borders, GradebyJob Pty Limited will take reasonable steps to ensure that:

• The transfer is lawful;
• The recipient applies appropriate safeguards;
• Access is limited to what is necessary;
• Contractual protections are used where appropriate; and
• Personal data remains protected to a reasonable standard.

Clients acknowledge that the use of international cloud-service providers may result in data being processed outside Namibia.

14. Data Security

GradebyJob Pty Limited will implement reasonable technical and organisational safeguards appropriate to the nature of the information and the risks associated with its processing.

These measures may include:

• Secure authentication;
• Password hashing;
• Role-based access control;
• Client workspace separation;
• Database access controls;
• Encryption in transit;
• Encryption at rest where available;
• Activity logging;
• Security monitoring;
• Secure backups;
• Access reviews;
• Staff and service-provider confidentiality requirements; and
• Incident-response procedures.

No electronic platform can guarantee absolute security.

Users and clients also have a responsibility to:

• Protect their login credentials;
• Use strong and unique passwords;
• Avoid sharing account credentials;
• Restrict account access to authorised users;
• Sign out of shared devices; and
• Immediately report suspected unauthorised access.

15. Client Workspace Separation

GradebyJob is intended to operate as a multi-client platform.

Each client organisation should have a logically separated workspace. Authorised users should only be able to access information belonging to their organisation and permitted by their assigned user role.

Client administrators are responsible for:

• Approving authorised users;
• Assigning appropriate access;
• Removing access when a user leaves or changes roles;
• Protecting access credentials;
• Reviewing account activity; and
• Informing GradebyJob Pty Limited of suspected unauthorised access.

16. Data Retention

GradebyJob Pty Limited retains personal data only for as long as reasonably necessary for the purpose for which it was collected, subject to contractual, operational and legal requirements.

Indicative retention periods may include the following:

16.1 Prospective client information

Enquiry, demonstration and quotation information may be retained for up to three years following the last meaningful contact, unless earlier deletion is requested and no lawful reason requires continued retention.

16.2 Client account and contractual information

Client account and contractual records may be retained for the duration of the client relationship and for an additional period required for legal, tax, accounting, audit or dispute-resolution purposes.

16.3 Job-evaluation records

Job descriptions, evaluation records, grading results and reports will generally be retained for the duration of the client's subscription or as agreed with the client.

The client organisation may instruct GradebyJob Pty Limited to delete or return relevant client data, subject to legal, contractual, backup and legitimate record-keeping requirements.

16.4 Billing records

Billing, invoicing and payment records may be retained for the period required by applicable tax, accounting and financial-record laws.

16.5 Technical and security records

System, access, error and security logs may be retained for a reasonable period required for security monitoring, fraud prevention, incident investigation and platform management.

16.6 Backup information

Deleted information may remain in secure backups for a limited period until those backups are overwritten or securely removed in accordance with the applicable backup cycle.

At the end of the applicable retention period, personal data will be deleted, anonymised or securely archived where continued retention is required by law.

17. Accuracy of Information

Clients and users are responsible for ensuring that information submitted to GradebyJob is accurate, relevant and appropriately updated.

Where inaccurate information is identified, GradebyJob Pty Limited will take reasonable steps to correct or delete it, subject to the instructions of the relevant client organisation and applicable legal requirements.

18. Your Rights

Depending on applicable law and GradebyJob Pty Limited's role in processing the information, you may have the right to:

• Request access to your personal data;
• Request a copy of personal data held about you;
• Request correction of inaccurate or incomplete personal data;
• Request deletion of personal data;
• Request restriction of processing;
• Object to certain processing activities;
• Object to direct marketing;
• Request personal data in a reasonably usable format;
• Withdraw consent where processing is based on consent;
• Ask for information about how personal data is used;
• Raise a complaint about the processing of personal data; and
• Request information concerning relevant cross-border safeguards.

These rights may be subject to legal, contractual and operational limitations.

GradebyJob Pty Limited may decline or limit a request where permitted or required by applicable law. Where reasonably possible, the reason for the decision will be communicated to the person making the request.

19. How to Exercise Your Rights

To submit a privacy request, please contact:

GradebyJob Pty Limited

Email: info@gradebyjob.com

Please include:

• Your full name;
• Your organisation, where applicable;
• The email address associated with your account;
• A clear description of your request; and
• Sufficient information to help us identify the relevant records.

GradebyJob Pty Limited may request reasonable proof of identity before providing, changing or deleting personal data.

Where GradebyJob Pty Limited processes information on behalf of a client organisation, your request may be referred to that client. The client organisation will generally be responsible for deciding how the request should be handled.

20. Cookies and Similar Technologies

GradebyJob may use cookies and similar technologies to:

• Enable essential website functions;
• Maintain secure user sessions;
• Remember user preferences;
• Understand website usage;
• Improve platform performance;
• Detect errors; and
• Protect the platform against misuse.

Where legally required, non-essential cookies will only be used after appropriate consent has been obtained.

Users may manage cookies through their browser settings. Disabling certain cookies may affect website or platform functionality.

21. Marketing Communications

GradebyJob Pty Limited may use business contact information to communicate with clients and prospective clients about:

• GradebyJob services;
• Product demonstrations;
• Platform updates;
• Licence renewals;
• Relevant service developments; and
• Related business information.

Where consent is required for marketing communication, GradebyJob Pty Limited will obtain the necessary consent.

Recipients may request that marketing communications stop at any time by contacting info@gradebyjob.com or using an unsubscribe option where one is provided.

Administrative, billing, contractual and security communications may still be sent where reasonably necessary to provide or protect the service.

22. Children's Privacy

GradebyJob is intended for use by organisations and authorised professional users. It is not designed for use by children.

GradebyJob Pty Limited does not knowingly collect personal data directly from children through the website or client platform.

If GradebyJob Pty Limited becomes aware that personal data relating to a child has been collected inappropriately, reasonable steps will be taken to remove or protect the information.

23. Data Breaches and Security Incidents

If GradebyJob Pty Limited becomes aware of a personal-data breach, it will take reasonable steps to:

• Contain and investigate the incident;
• Reduce possible harm;
• Restore security;
• Document the incident;
• Notify affected clients where appropriate; and
• Notify individuals or authorities where required by applicable law.

Clients must promptly notify GradebyJob Pty Limited if they become aware of unauthorised access involving the platform or their client workspace.

Security concerns may be reported to info@gradebyjob.com.

24. Third-Party Websites and Services

The GradebyJob website or platform may contain links to third-party websites or services.

GradebyJob Pty Limited is not responsible for the privacy practices, security or content of external websites.

Users should review the privacy policies of those third parties before providing personal data or using their services.

25. Changes to This Privacy Policy

GradebyJob Pty Limited may update this Privacy Policy from time to time to reflect changes in:

• The platform;
• Services offered;
• Business operations;
• Technology;
• Service providers;
• Security practices; or
• Applicable legal requirements.

The latest version will be published on the GradebyJob website with the date on which it was last updated.

Material changes may also be communicated to clients or authorised users through the client portal or by email.

26. Complaints

If you have a concern about how GradebyJob Pty Limited processes personal data, please contact us first so that we can investigate and respond appropriately.

A complaint should include:

• The name and contact details of the complainant;
• A description of the concern;
• The relevant client organisation, where applicable;
• Any relevant dates or supporting information; and
• The outcome or action being requested.

Submitting a complaint does not affect any right a person may have to approach a competent court, regulator or other authority where permitted by applicable law.

27. Contact Us

For questions, concerns, complaints or requests relating to this Privacy Policy or the processing of personal data, please contact:

GradebyJob Pty Limited

Trading as: GradebyJob

Location: Windhoek, Namibia

Email: info@gradebyjob.com

Last updated: August 2026