Acumenis Privacy Policy

Acumenis Pty Ltd ("Acumenis", "we", "us", "our") manages personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This policy describes the personal information we handle, why we handle it, and the choices available to you.

1. The personal information we collect

The personal information we collect depends on how you engage with us. It generally includes:

Business contact information, such as names, roles, employers, work email addresses, and phone numbers.
Engagement information, including correspondence, proposals, statements of work, account and billing details, meeting notes, and feedback.
Meeting and communication records, including recordings, transcripts, and AI-generated summaries of meetings, calls, and other electronic communications, where you have agreed to these being recorded or transcribed.
Project information, including details about people involved in engagements we deliver, along with configuration details, logs, screenshots, or samples gathered during our work. These may incidentally contain personal information, and we minimise this wherever practical.
Recruitment and HR information, including CVs, qualifications, right-to-work and background check results where applicable, referee reports, and onboarding records.
Website information, including IP addresses, device and browser details, pages viewed, referral sources, and interactions collected through cookies and similar technologies.

We collect personal information only when it is reasonably necessary for the purposes described in this policy. Wherever practical, we collect it directly from you, for example when you contact us, engage us, attend our events, subscribe to our communications, apply for a role, or visit our website.

Our services are directed to organisations rather than to individuals, and our website is not intended for use by children. We do not knowingly collect personal information from anyone under the age of 16 through our website or general business activities.

2. How we collect personal information

We also collect personal information from your organisation, from referrals, and from third parties involved in our engagements. Where we collect information about you from someone else, we take reasonable steps to ensure you are aware of the collection and of this policy.

Where it is lawful and practical, you can interact with us anonymously or under a pseudonym. For most of our engagements we need to know who we are working with, but enquiries, feedback, and general questions can often be handled without identifying you.

3. How and why we use personal information

We use personal information to deliver and improve our services, communicate with you about engagements and operational matters, and work with the suppliers, partners, and other parties involved in our engagements. We also use it to operate, secure, and improve our website, systems, and tools, to recruit and manage our people, and to provide marketing and informational communications.

With your consent, we may record, transcribe, or summarise meetings and other electronic communications with you, using AI tools. We use these recordings, transcripts, and summaries to improve our service delivery, train our staff, resolve disputes, and inform marketing and product development strategies. Some of this work draws on de-identified and aggregated information rather than the source recordings or transcripts themselves.

We use personal information to meet our legal and regulatory obligations, respond to lawful requests, and manage disputes. We only use personal information for the purposes set out in this policy, for purposes you would reasonably expect, or where the law permits or requires another use.

4. Who we disclose personal information to

We disclose personal information to:

the organisation that has engaged us, where we are working with you as part of their engagement;
service providers that support our operations, including cloud hosting, collaboration, email, analytics, document management, and recruitment;
professional advisers, including legal, insurance, and accounting advisers;
regulators, law enforcement, or courts where required by law; and
other parties where you have directed or consented to the disclosure.

We require our service providers to handle personal information consistently with this policy and to use it only for the purposes we have engaged them.

5. Overseas disclosures

Our team and the core platforms we use are based in Australia. Personal information may be disclosed overseas from time to time, for example where a service provider's support team is located outside Australia, or where internet traffic is routed or processed overseas.

Where personal information is disclosed overseas, we take reasonable steps to ensure that the recipient handles it consistently with the APPs, through appropriate contractual, technical, and organisational safeguards.

6. Direct marketing

We send marketing and informational communications to people who have a relationship with us or who have consented to receive them.

You can opt out of marketing communications at any time using the unsubscribe link in any communication you receive, or by contacting us using the details at the end of this policy. Operational communications about an active engagement are not marketing and will continue regardless.

7. Cookies and website analytics

We use cookies, pixels, tags, and similar technologies to operate our website, understand how it is used, improve its performance, and support our marketing. These technologies may collect information such as your IP address, device and browser details, pages viewed, and interactions. Some are set by third parties for analytics or advertising purposes.

You can manage cookies through your browser settings or, where available, through controls offered by third-party providers.

8. Security and retention

We apply commercially reasonable security controls to protect personal information against loss, misuse, unauthorised access, modification, and disclosure.

We retain personal information for as long as it is needed for the purposes described in this policy, or for as long as required by law. When it is no longer needed, we securely destroy or de-identify it.

If we experience a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as soon as practicable, and provide guidance on steps individuals can take to protect themselves.

9. Your rights under the Privacy Act

Under the Privacy Act and the APPs, you have a number of rights in relation to the personal information we hold about you. You can:

ask us to provide access to the personal information we hold about you;
ask us to correct personal information that is inaccurate, out of date, incomplete, irrelevant, or misleading;
opt out of receiving marketing communications from us;
interact with us anonymously or under a pseudonym, where lawful and practical; and
make a complaint about how we have handled your personal information.

To exercise any of these rights, please contact us using the details at the end of this policy. We respond to requests within a reasonable period. To protect your privacy, we may need to verify your identity before responding. If we are unable to provide access or make a correction, we will explain why and how you can complain.

10. Automated decision-making

We do not use automated decision-making systems to make decisions that significantly affect individuals without human review. If this changes, we will update this policy to describe the decisions made, the information used, and the options for human review.

11. Employees and candidates

We collect and use personal information for recruitment, background checks where applicable, payroll, compliance, performance management, and workforce security. Access is limited to those who need it for their roles.

We do not retain the details of unsuccessful candidates after a recruitment process closes, unless you have asked us to keep your details on file for future opportunities. We retain HR records for current and former employees in line with our legal obligations and retention schedule, and securely destroy or de-identify them when they are no longer required.

12. Concerns and complaints

If you have concerns about how we handle personal information, please contact us first using the details below. We will acknowledge your concern, look into it, and respond within a reasonable timeframe.

If you are not satisfied with our response, you can contact the OAIC at oaic.gov.au.

13. Changes to this policy

We may update this policy to reflect changes to our practices or to legal requirements. The updated policy will be published here with a new effective date.

14. Contact us

You can contact us about this policy or about personal information we hold by contacting:

Privacy Officer
PO Box 17
Darling Heights, QLD, Australia 4350

Email: privacy@acumenis.com.au