LEXOM policy
LEXOM Privacy Policy
Version 2026-08-04.1 · Last updated 4 August 2026
1. About this Privacy Policy
This Privacy Policy explains how LEXOM Systems, a registered business name of Maple Terra Australis Group Pty Ltd (ABN 19 607 122 332), collects, uses, stores, discloses and protects personal information through the LEXOM website, platform, support channels, Flow A and Flow B services, secure links and related operations.
2. Personal information we collect
We may collect agent identity and agency information, MARN and contact details, employer and sponsor details, position and salary information, nominee details, applicant names and contact details, resumes, recruitment assessments and outcomes, advertisement and platform evidence, reports, payment metadata, support correspondence, authentication records, usage records, IP address, device or browser information, security logs and acceptance records.
3. Information about other people
Agents, employers, sponsors and platform users may provide information about nominees, applicants, employees, clients and other people. Documents and resumes may include sensitive or unnecessary information. The person supplying information must have authority to do so and should provide only information reasonably required for the LEXOM service.
4. How we collect information
We collect information directly through accounts, forms, uploads, payments, secure approval and assessment links, emails and support requests. We may also receive information from an authorised migration agent, employer or sponsor, from recruitment or advertising platforms used in Flow B, and from service providers that support authentication, payment, hosting, storage, email, security and document processing.
5. Why we use information
We use personal information to authenticate users, administer accounts, prepare and place approved advertisements, capture evidence, structure applicant information, support employer assessment, prepare and internally review reports, process payments, send transactional communications, provide support, maintain report and acceptance audit trails, secure the platform, investigate incidents, comply with law and administer LEXOM’s business.
6. Applicant and candidate collection notice
LEXOM may receive applicant information and resumes from an employer, sponsor, migration agent or external recruitment platform rather than directly from the applicant. LEXOM collects that information to record applications, make the information available to the authorised employer or migration agent for assessment, prepare recruitment and LMT evidence, and generate the final report or evidence package. If the information is not available, the relevant application may not be included in the assessment record or report. Information may be disclosed to the instructing migration agent, employer or sponsor, LEXOM administrators and the service providers described below, including providers that may process information outside Australia. Applicants may request access or correction or make a complaint by contacting support@lexom.com.au.
7. Third-party processing and data location
To prepare reports, LEXOM transmits the minimum reasonably necessary text or structured information to third-party processing providers, which may include resume text, position details, advertisement evidence or report facts. Report files and deliverables are stored using infrastructure located in the Oceania (Australia/New Zealand) region. Other providers used to operate the service — including database hosting, email delivery, and automated and AI-assisted processing — may store or process information outside Australia. LEXOM uses these providers under terms intended to protect this information, and all report output is subject to LEXOM's internal review before a final report is released. Please upload only the information genuinely required for your matter, and avoid including unnecessary sensitive details.
8. Service providers and disclosures
We may disclose information to providers supporting authentication, hosting, databases, object storage, payments, email delivery, AI-assisted processing, document conversion, monitoring, professional advice and advertisement placement. Current providers may include Clerk, Stripe, Resend, Railway, Vercel, Cloudflare R2, Anthropic and external recruitment or advertising platforms. We may also disclose information where authorised, required by law, necessary to investigate misuse or protect rights and security, or as part of a business restructure subject to appropriate controls.
9. Overseas processing
Some providers may store, process or permit access to information outside Australia. The countries involved may change according to provider infrastructure and support arrangements. Where reasonably practicable, LEXOM uses provider terms, access controls and contractual or technical measures intended to protect information. Contact support@lexom.com.au for current information about material provider locations known to LEXOM.
10. Payments
Payment card information is collected and processed by Stripe through Stripe-hosted payment components and is not intended to be stored on LEXOM servers. LEXOM retains payment references, amount, status, payer information and other metadata needed for reconciliation, support and accounting.
11. Security and secure links
LEXOM uses access controls, signed and expiring public links, rate limits, tenant checks, restricted administration, encryption provided by infrastructure providers and other reasonable safeguards. No system is completely secure. Recipients must not forward secure links or downloaded resumes and should notify LEXOM immediately if access may have been exposed or misdirected.
12. Retention and deletion
LEXOM retains information only for as long as reasonably required for service delivery, report and evidence traceability, support, security, legal obligations, accounting, disputes and enforcement. Different categories have different operational retention periods. Applicant and resume information is intended to be removed or de-identified when no longer required, subject to legal holds, backup expiry and legitimate evidence requirements. A verified deletion request will be considered against these requirements.
13. Access and correction
You may request access to or correction of personal information held by LEXOM by contacting support@lexom.com.au. We may verify identity, authority and the relevant matter before responding. Where information was supplied by an employer or migration agent, LEXOM may consult that organisation to protect other people’s information and maintain accurate records.
14. Privacy complaints
Send privacy complaints to support@lexom.com.au with enough information to investigate the concern. LEXOM will acknowledge and assess the complaint within a reasonable time. If applicable and unresolved, you may be entitled to complain to the Office of the Australian Information Commissioner or another relevant regulator.
15. Changes and contact
We may update this Privacy Policy when data flows, providers, legal requirements or services change. Material changes may require fresh acceptance. For privacy questions, access or correction requests, deletion requests, complaints or security concerns, contact support@lexom.com.au.