Privacy Policy

1. Introduction

This Privacy Policy sets out how The Ministry of Engagement Pty Ltd ACN 677 197 545 (we, us, our) collects, holds, uses, discloses, stores and manages personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy applies to all personal information collected by us in connection with our business, including through our website, social media platforms, proposals, service engagements, communications, events, workshops, and the provision of our services.

By engaging with us, accessing our website, or providing personal information to us, you acknowledge that you have read, understood and agree to the terms of this Privacy Policy.

2. Definitions

Personal Information means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not and whether recorded in a material form or not, as defined under the Privacy Act 1988 (Cth).

Sensitive Information has the meaning given under the Privacy Act 1988 (Cth).

3. The Personal Information We Collect

We may collect personal information including, but not limited to:

• full name; full name;
• business name, business structure, position, title and professional details;
• contact information including email address, phone number and postal address;
• billing, invoicing and payment information;
• information about your business, including its operations, services, employees, contractors, clients, suppliers, internal processes, systems and commercial arrangements;
• identification and verification information, including identity documents where reasonably required;
• information contained in correspondence with us, including emails, messages, meeting notes and instructions;
• information you provide when engaging our services, completing forms, booking sessions, attending workshops or making enquiries; and
• technical and usage information such as IP address, browser type, device information, operating system, access times and website interaction data.

We do not intentionally collect Sensitive Information unless it is reasonably necessary for our functions or activities and you have consented to such collection, or the collection is otherwise permitted by law.

4. How We Collect Personal Information

We collect personal information in a number of ways, including:

• directly from you when you provide information to us;
• through our website, booking systems, engagement proposal forms or online forms;
• through communications such as email, telephone, video conferencing and social media;
• from third parties such as payment processors, service providers or referrers; and
• automatically through cookies and analytics tools when you access our website.

Where reasonably practicable, we will collect personal information directly from you.

5. Purposes of Collection and Use

We collect, hold and use personal information for purposes including:

• providing and delivering our services;
• preparing proposals, agreements and invoices;
• managing client relationships;
• processing payments and managing accounts;
• communicating with you;
• complying with legal and regulatory obligations;
• improving our services and business operations;
• marketing and promotional activities, where consent has been obtained; and
• risk management, quality assurance and internal administration.

We will not use or disclose personal information for purposes other than those for which it was collected, unless required or authorised by law or with your consent.

6. Disclosure of Personal Information

We may disclose personal information to third parties including:

• contractors, consultants and professional advisers engaged by us;
• technology service providers, software platforms and cloud service providers;
• payment processors and financial institutions;
• regulators, government authorities or courts where required by law; and
• third parties where you have authorised or consented to the disclosure.

Some third parties to whom we disclose personal information may be located outside Australia.

7. Overseas Disclosure

We may disclose personal information to overseas recipients, including service providers who store data on servers located outside Australia. Where we do so, we take reasonable steps to ensure that overseas recipients handle personal information in a manner consistent with Australian privacy laws, unless an exception under the Privacy Act applies.

By providing personal information to us, you consent to the disclosure of your personal information outside Australia.

8. Storage and Security of Personal Information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

Personal information may be stored electronically or in hard copy form. Security measures may include:

• password protection and access controls;
• encryption and secure servers;
• confidentiality obligations for staff and contractors; and
• secure disposal or de-identification of information when no longer required.

Despite these measures, no method of transmission or storage is completely secure and we cannot guarantee absolute security.

9. Use of Artificial Intelligence

We use artificial intelligence (AI) tools to support the delivery of our services, including for drafting, editing, summarising, research, analysis, transcription and general business administration.

Where AI tools are used, the following applies:

• we review all AI-assisted work before it is provided to you or relied upon;
• we do not use AI tools to make decisions that have a legal or similarly significant effect on an individual;
• we do not enter personal information, sensitive information or confidential client information into publicly available or consumer AI tools;
• where personal information or confidential information is processed using AI tools, we use business or enterprise arrangements that restrict the provider from using that information to train AI models and that impose confidentiality and security obligations;
• access to AI tools used in our business is limited to authorised personnel and is subject to the same confidentiality obligations that apply to our staff and contractors; and
• we comply with any client-specific restrictions on the use of AI agreed in writing.

AI tools we use may be operated by organisations located outside Australia, and information processed through those tools may be stored or processed overseas. The Overseas Disclosure section of this Privacy Policy applies to that disclosure.

Information processed or generated using AI tools is retained, destroyed or de-identified in accordance with the Retention of Personal Information section of this Privacy Policy.

If you do not wish for your personal information to be processed using AI tools, you may contact us using the details set out in this Privacy Policy. We will advise whether we are able to accommodate the request having regard to the services being provided.

10. Retention of Personal Information

We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, including legal, regulatory, accounting and reporting obligations.

When personal information is no longer required, we will take reasonable steps to destroy or de-identify it, unless retention is required by law.

11. Access and Correction

You may request access to the personal information we hold about you and request correction of any inaccurate, out-of-date or incomplete information.

Requests must be made in writing. We may require verification of identity before responding. We may refuse access in circumstances permitted by law and will provide reasons if access is denied.

12. Cookies and Website Analytics

Our website may use cookies and analytics tools to collect information about website usage and improve user experience. You may disable cookies through your browser settings, however this may affect website functionality.

13. Direct Marketing

We may use personal information to send marketing communications where permitted by law. You may opt out of receiving marketing communications at any time by using the unsubscribe function or contacting us directly.

14. Complaints

If you believe we have breached your privacy rights or this Privacy Policy, you may lodge a complaint with us in writing. We will investigate and respond within a reasonable timeframe.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The most current version will be published on our website and will apply from the date of publication.

16. Contact Us

If you have any questions about this Privacy Policy or how we handle personal information, please contact:

The Ministry of Engagement Pty Ltd Email: hello@theministryofengagement.com