As part of delivering recruitment-focused support services, authorised individuals may access customer-owned systems including applicant tracking systems, customer relationship management platforms, sourcing tools, communication systems, document management systems, reporting platforms, email systems, and related technologies.

Customer systems remain under the ownership and control of the relevant customer.

Access must be limited to authorised purposes and conducted in accordance with customer instructions, contractual obligations, confidentiality requirements, security requirements, and applicable laws.

Users must not alter permissions, create unauthorised accounts, export information, modify security settings, or use customer systems for personal benefit or unauthorised activities.

Information accessed through VRS activities must be handled responsibly and protected appropriately.

Personal information, candidate information, customer information, recruitment records, business information, commercial information, and other sensitive information should only be accessed, processed, stored, transferred, or disclosed where authorised and necessary.

Information handling activities should be consistent with applicable privacy obligations, confidentiality requirements, data protection requirements, customer instructions, and internal governance standards.

Users may have access to confidential information belonging to VRS, customers, candidates, contractors, suppliers, and business partners.

Confidential information may include commercial information, pricing information, customer records, candidate information, recruitment records, sourcing information, business plans, operational information, intellectual property, system information, credentials, communications, and strategic information.

Such information must not be disclosed, copied, distributed, discussed, exported, transferred, or otherwise made available to unauthorised parties. Confidentiality obligations continue beyond the end of any engagement, relationship, or authorised access period.

Communications conducted through business systems, customer systems, email platforms, messaging platforms, social media channels, video conferencing tools, or other communication technologies should be professional, respectful, accurate, and appropriate.

Users should avoid misleading communications, abusive language, discriminatory conduct, harassment, spam, unauthorised marketing, offensive content, or communications that may damage business relationships or reputations. Business communications should be conducted in a manner consistent with professionalism, courtesy, and applicable legal requirements.

Technology resources must not be used to access, create, distribute, publish, transmit, store, promote, or facilitate unlawful, harmful, discriminatory, offensive, fraudulent, extremist, defamatory, sexually explicit, abusive, or otherwise inappropriate content.

Users must exercise sound judgement when accessing online content and avoid activities that may create security, legal, reputational, operational, or compliance risks. Online activity should remain consistent with professional standards and legitimate business purposes.

To the extent permitted by law, contract, customer requirements, or operational needs, VRS and customers may monitor system activity, account usage, access logs, audit trails, communications, security events, and technology usage.

Monitoring may be conducted for security, compliance, operational, quality assurance, governance, legal, risk management, or business continuity purposes. Users should not expect privacy in relation to activities conducted through systems where monitoring is authorised and disclosed.

Users accessing the VRS website, resources, tools, downloadable content, assessments, guides, calculators, educational materials, and other digital resources must do so responsibly and lawfully.

Users must not misuse website content, interfere with website operations, attempt to gain unauthorised access, compromise security controls, reverse engineer functionality, or engage in activities that may damage or disrupt services. Website content and resources remain subject to applicable intellectual property protections and usage restrictions.

Without limitation, prohibited activities include unauthorised access, credential sharing, impersonation, fraud, phishing, cyber attacks, malware distribution, unauthorised surveillance, data harvesting, web scraping, automated extraction of information, misuse of customer information, misuse of candidate information, unauthorised exports of information, unauthorised disclosure of confidential information, unauthorised monitoring, intellectual property infringement, bypassing security controls, use of systems for unlawful purposes, use of technology to harass others, and any activity that creates unreasonable security, legal, operational, privacy, compliance, or reputational risks.

Users must not use VRS resources, customer systems, website content, training materials, methodologies, guides, resources, or information for artificial intelligence training, machine learning development, automated content generation, data harvesting, competitor analysis, commercial exploitation, database creation, or similar purposes without prior written authorisation.

Users are expected to report suspected security incidents, policy violations, unauthorised access, phishing attempts, malware incidents, privacy concerns, confidentiality breaches, fraud concerns, vulnerabilities, suspicious activity, or other technology-related risks as soon as reasonably practicable.

Prompt reporting assists in protecting systems, information, customers, candidates, business operations, and stakeholders from unnecessary harm. VRS may investigate reported concerns and take appropriate containment, remediation, security, compliance, or corrective action measures.

Failure to comply with this Policy may result in corrective action, additional training requirements, access restrictions, removal of permissions, suspension of access, termination of contractual arrangements, reporting to customers, reporting to regulators or authorities where appropriate, legal action, recovery of losses, or other measures considered appropriate in the circumstances.

The response to any breach will depend upon the nature, seriousness, impact, intent, and circumstances of the conduct involved.

This Policy may be reviewed, updated, amended, or replaced periodically to reflect changes in technology, cybersecurity risks, legal requirements, customer expectations, operational practices, industry standards, or governance requirements.

Questions, concerns, incidents, requests, or enquiries relating to this Policy may be directed to:

Virtual Recruitment Solutions

• Email: legal@virtualrecruitment.solutions

• Website: virtualrecruitment.solutions

VRS is committed to promoting secure, responsible, lawful, and professional use of technology resources across its operations and service delivery activities.