1. Introduction and Scope

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This Privacy Policy explains how Encore 5.0 Pty Ltd (ABN: 85 690 517 938) ("we," "us," "our," or "Encore 5.0") collects, uses, discloses, and protects personal information in connection with our:

• Consulting services

• Board advisory services 

• Interim and fractional placement services

• Website and digital platforms

• Talent community and contractor network

 

This policy applies to all personal information we collect about:

• Clients and prospective clients

• Contractors, consultants, and talent community members

• Website visitors and newsletter subscribers

• Suppliers and business partners

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2. Types of Personal Information Collected

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For Clients:

• Contact details (name, email, phone, address)

• Professional information (role, company, industry)

• Project requirements and preferences

• Payment and billing information

• Communication records

 

For Talent/Contractors:

• Personal details (name, contact information, date of birth)

• Professional qualifications and experience

• Resume/CV and portfolio materials

• References and background check information

• Banking details for payments

• Right to work documentation

• Professional memberships and certifications

 

For Website Visitors:

• IP address and device information

• Browsing behaviour and preferences

• Cookie and tracking data

• Newsletter subscription details

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3. How We Collect Personal Information

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Direct Collection:

• Application forms and registration processes

• Email correspondence and phone calls

• Meetings and consultations

• Website contact forms

• Newsletter subscriptions

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Third-Party Collection:

• Professional references

• Background check providers

• LinkedIn and professional networks

• Client referrals

• Public professional directories

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4. Google Workspace Services

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We use Google Workspace (including Gmail, Google Drive, Google Calendar, Google Meet, and related services) to:

• Manage business communications and email

• Store and share documents and files

• Conduct video conferences and meetings

• Manage calendars and scheduling

• Collaborate on projects and deliverables

 

Personal information processed through Google Workspace may include:

• Email communications and attachments

• Documents, presentations, and spreadsheets

• Calendar entries and meeting details

• Video conference recordings (where applicable)

• Contact information and directory data

 

 

5. How We Use Personal Information

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For Service Delivery:

• Matching clients with suitable contractors/consultants

• Delivering consulting and advisory services

• Managing projects and engagements

• Processing payments and invoicing

• Providing customer support

 

For Business Operations:

• Maintaining our talent database

• Marketing and business development

• Compliance with legal obligations

• Risk management and insurance

• Quality assurance and improvement

 

For Communication:

• Sending newsletters and updates

• Notifying about opportunities

• Providing industry insights

• Event invitations

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6. Disclosure of Personal Information

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We may disclose your personal information to:

• Clients (for contractor matching and placement)

• Contractors and consultants (for project delivery)

• Professional references (with consent)

• Background check providers

• Payment processors and banks

• Legal and professional advisors

• Government agencies (when required by law)

• Insurance providers

• IT service providers and cloud storage

• Law Enforcement (see below)

 

We do not sell personal information to third parties.

 

7. Law Enforcement, Legal Process and Compliance

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We may disclose personal information about you:

• if we are required or permitted to do so by applicable law or legal process,

• to law enforcement authorities or other government officials to comply with a legitimate legal request,

• when we believe disclosure is necessary to prevent physical harm or financial loss,

• to establish, exercise or defend our legal rights,

• in connection with an investigation of suspected or actual fraud or illegal activity or

• otherwise with your consent.

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8. Data Security Measures

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We implement appropriate technical and organisational measures to protect personal information, including:

• Secure cloud storage with encryption

• Access controls and authentication

• Regular security assessments

• Staff training on privacy obligations

• Incident response procedures

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In addition to our internal security measures, we rely on Google's enterprise-grade security, including:

• Encryption in transit and at rest

• Advanced threat protection

• Regular security audits and compliance certifications

• Data loss prevention controls

• Mobile device management

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Google Workspace maintains certifications including ISO 27001, SOC 2, and compliance with various international privacy frameworks.

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9. Data Storage

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Personal information is primarily stored in:

• Google Workspace cloud infrastructure (data centres in multiple countries)

• Australian-based systems where technically feasible

• Backup systems maintained by Google

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Google provides data residency options, and we configure our services to align with Australian privacy requirements where possible.

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INTERNATIONAL DATA TRANSFERS

Personal information may be transferred to and stored in countries outside Australia, including:

• United States (Google Workspace data centres)

• Other countries where Google operates data centres

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These transfers are protected by:

• Google's compliance with international data protection frameworks

• Contractual protections in our Google Workspace agreement

• Google's adherence to security and privacy standards

• Your consent to use our services

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10. Data Retention

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We retain personal information for as long as necessary to:

• Fulfil the purposes for which it was collected

• Comply with legal obligations

• Resolve disputes and enforce agreements

 

Typical retention periods:

• Client information: seven years after engagement completion

• Contractor information: Until removal from talent database requested

• Financial records: seven years (for ATO compliance)

• Marketing communications: Until unsubscribe requested

 

Google Workspace Retention:

• Email: Retained according to our business retention schedule (seven years)

• Documents: Retained until business purpose fulfilled or deletion requested

• Calendar data: Retained for business operational needs

• Meeting recordings: Retained for seven years unless earlier deletion requested

• Deleted items: May remain in Google's backup systems for up to 25 days

 

We regularly review and purge unnecessary data in accordance with our retention schedule.

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11. Your Rights

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Under Australian privacy law, you have the right to:

• Access your personal information

• Request correction of inaccurate information

• Request deletion of personal information (subject to legal requirements)

• Opt-out of marketing communications

• Make a complaint about privacy practices

• Request information about overseas disclosures

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12. Accessing and Controlling your Information

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You can request to:

• Access to personal information stored in Google Workspace

• Correct any inaccurate information

• Delete personal information (subject to business and legal requirements)

• Export of your data in portable formats

 

Note: Some Google Workspace functions (like email) may retain metadata even after deletion for system integrity and legal compliance purposes.

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13. Video Conferencing and Recordings

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Google Meet usage:

• We use Google Meet for client meetings, team collaboration, and training

• Meetings may be recorded with participant consent

• Recordings are stored in Google Drive with restricted access

• Participants will be notified before recording begins

• Recordings are retained for up to seven years then automatically deleted

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Meeting participants should be aware that:

• Their image, voice, and shared content may be recorded

• Chat messages and shared files are captured

• Recording transcripts may be generated automatically

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14. Cookies and Website Analytics

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Our website uses cookies and similar technologies to:

• Improve website functionality

• Analyse website usage

• Provide personalized content

• Enable social media features

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15. Google Services on our Website

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Our website may use:

• Google Analytics for website usage analysis

• Google Ads for marketing campaigns

• Google reCAPTCHA for security

 

These services may collect:

• IP addresses and device information

• Website browsing behaviour

• Cookie and tracking data

 

You can opt-out of Google Analytics tracking and manage ad preferences through Google's privacy controls and you can manage cookie preferences through your browser settings.

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16. Google Workspace Data Processing

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Our use of Google Workspace is governed by:

• Google Workspace Data Processing Amendment

• Google's Privacy Policy and Terms of Service

• Google's commitment to process data only as instructed

 

Google acts as a data processor for information we store in Google Workspace, meaning they process data on our behalf according to our instructions and applicable privacy laws.

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17. Third-Party Links and Services

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Our website may contain links to third-party websites and services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

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DATA BREACH RESPONSE

In the event of a security incident involving Google Workspace:

• Google will notify us of any security incidents affecting our data

• We will assess the impact and risk to individuals

• We will comply with Australian notification requirements (OAIC and affected individuals)

• We will coordinate with Google on incident response and remediation

Google maintains 24/7 security monitoring and incident response capabilities.

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18. Specific Google Workspace Application Disclosures

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GOOGLE WORKSPACE APPLICATIONS

 

Gmail:

• Business email communications are stored and processed through Gmail

• Email content and attachments may contain personal information

• Emails are retained according to our business retention schedule

 

Google Drive:

• Documents, presentations, and files may contain personal information

• Sharing permissions are managed according to business need-to-know principles

• Version history and edit tracking may be maintained

 

Google Calendar:

• Meeting details, attendee information, and scheduling data

• Integration with email for meeting invitations and updates

 

Google Contacts:

• Professional contact information for clients, contractors, and partners

• Synchronized across authorized devices and users

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19. Employee and Contractor Access

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GOOGLE WORKSPACE ACCESS CONTROLS

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Access to Google Workspace is limited to:

• Authorized Encore 5.0 employees and contractors

• Individuals with legitimate business need

• Users with appropriate authentication and authorization

 

We implement:

• Role-based access controls

• Regular access reviews and deprovisioning

• Device management and security policies

 

20. Changes to This Policy

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We may update this Privacy Policy from time to time. Changes will be posted on our website with the updated effective date. 

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Continued use of our services constitutes acceptance of the revised policy.

 

21. Contact Information

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For privacy-related inquiries, complaints, or requests:

Attention:        Encore 5.0 Privacy Officer

Encore 5.0 Pty Ltd

Email: info@encore50.com.au

 

You may also contact the Office of the Australian Information Commissioner (OAIC):

Website: www.oaic.gov.au

Phone: 1300 363 992