1. Introduction and Scope

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

• Consulting services

• Board advisory services

• Capability placement services

• Website and digital platforms

• Talent community and contractor network

 

This policy applies to 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 (see Section 14)

• 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 (in person and virtual)

• Website contact and inquiry forms

• Newsletter subscriptions

• HubSpot meetings bookings and chat (see Section 6)

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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 (e.g., Gmail, Google Drive, Google Calendar, Google Meet) 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, advisory and placement services

• Managing projects and engagements

• Processing payments and invoicing

• Providing customer support

 

For business operations

• Maintaining our talent and client databases (incl. HubSpot CRM)

• Marketing and business development (incl. newsletters and events)

• Compliance with legal obligations

• Risk management and insurance

• Quality assurance and service improvement

 

For communication

• Sending newsletters and updates (opt-out available at any time)

• Notifying about opportunities and engagements

• Providing industry insights and event invitations

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6. HubSpot services (CRM and marketing)
 

We use HubSpot to support our client and talent relationship lifecycle.

This includes:

• CRM: Storing contact records, companies, deals/opportunities, activity history

• Marketing: Email campaigns, newsletters, landing pages, forms, subscriptions

• Website analytics: Page views, referrals, session data via HubSpot cookies

• Service/engagement: Meeting scheduling, contact and inquiry forms, live chat/chatbot

• Automation: Managing preferences, follow-ups, and event/workshop workflows

 

Personal information processed through HubSpot may include:

• Contact details and professional information

• Communication history (emails sent via HubSpot, opens/clicks)

• Website interaction data (page views, form submissions, downloads)

• Meeting bookings and chat transcripts

• Subscription choices and marketing preferences

 

Email tracking and preferences

• Marketing emails sent via HubSpot may include standard open/click tracking pixels/links.

• You can unsubscribe or change preferences at any time via the link in our emails or by contacting us (see Section 20).

 

Forms, meetings and chat

• When you submit HubSpot forms, use HubSpot meetings links, or chat with us, we collect the information you provide plus technical data (e.g., IP, browser) to help route and respond to your enquiry.

 

7. Disclosure of Personal Information

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We may disclose your personal information to:

• Clients (for contractor/capability 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 (where required by law)

• Insurance providers

• IT service providers and cloud platforms (including Google and HubSpot)

• Law enforcement and regulators (see below)

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We do not sell personal information to third parties.

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Law enforcement, legal process and compliance We may disclose personal information about you:

• if required or permitted 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.

 

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, authentication and role-based permissions

• Regular security assessments

• Staff training on privacy obligations

• Incident response procedures

 

Google Workspace security (summary)

• Encryption in transit and at rest; MFA; advanced threat protection

• Regular audits and certifications (e.g., ISO 27001, SOC 2)

 

HubSpot security (summary)

• Encryption in transit and at rest; SSO/MFA options; role-based access

• Regular audits and certifications (e.g., SOC 2 Type II, ISO 27001/27017/27018)

• Data Processing Agreement and standard contractual safeguards

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9. Data Storage

 

Personal information is primarily stored in:

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

• HubSpot cloud infrastructure (primarily the United States and/or EU data centres)

• Australian-based systems where technically feasible

• Secure backups maintained by our cloud providers

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10. International Data Transfers

 

Personal information may be transferred to and stored in countries outside Australia, including but not limited to:

• United States (Google Workspace, HubSpot)

• European Union/other locations where our providers operate

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These transfers are protected by:

• Our providers’ compliance frameworks and certifications

• Contractual protections in our agreements (including Data Processing Agreements and, where relevant, Standard Contractual Clauses)

• Providers’ participation in recognised transfer frameworks where applicable

• Our requirement that processors act only on our instructions and protect data appropriately

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11. 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: 7 years after engagement completion

• Contractor/talent information: until removal from our database is requested or no longer required

• Financial records: 7 years (ATO compliance)

• Marketing communications data: until you unsubscribe or after a period of inactivity, then archived or deleted

 

Google Workspace retention:

• Email: retained per our business retention schedule (typically 7 years)

• Documents: retained until business purpose fulfilled or deletion requested

• Calendar data: retained for operational needs

• Meeting recordings: retained for up to 7 years unless deleted earlier

• Deleted items: may remain in Google backups for up to ~25 days

 

HubSpot retention:

• Contact records and activity: retained per our business retention schedule or until you request deletion

• Marketing subscriptions/preferences: retained until you change preferences or unsubscribe

• Website analytics cookies: retained per cookie lifetime (see Section 14); anonymised/aggregated where appropriate

• Deleted items: may persist for a limited period in HubSpot backups before final deletion

 

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

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12. Your Rights

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Subject to 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 at any time,

• request information about overseas disclosures,

• make a complaint about how we handle your personal information.

 

How to exercise your rights: Contact us using the details in Section 20. We will respond within a reasonable period (typically within 30 days).

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13. Accessing and Controlling your Information

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On request, we can:

• provide access to personal information stored in our systems (including Google Workspace and HubSpot),

• correct inaccuracies,

• delete personal information subject to legal/operational requirements,

• provide a copy in a portable format, where reasonable.

 

Note: Some system metadata (e.g. email logs) may be retained for a limited time for integrity, security or legal compliance.

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14. Cookies and Website Analytics (incl Hubspot)

 

Our website uses cookies and similar technologies to:

• improve website functionality and security,

• analyse website usage,

• provide personalised content and remember preferences,

• enable marketing features (e.g., forms, chat, subscription management).

 

HubSpot cookies we may use include:

• __hstc, __hssc, __hssrc (analytics/session)

• hubspotutk (visitor tracking)

• messagesUtk (chat)

• hs_opt_out / subscription status cookies

 

We may also use:

• Google Analytics for usage analysis,

• Google Ads for marketing campaigns,

• Google reCAPTCHA for form security.

 

You can manage cookie preferences via your browser settings and (where available) our cookie banner/preferences centre.

 

You can opt-out of Google Analytics via Google’s tools. Disabling cookies may affect site functionality.

 

15. Video Conferencing and Recordings

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Google Meet usage:

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

• Meetings may be recorded with participant consent; participants are notified before recording begins.

• Recordings are stored in Google Drive with restricted access and retained for up to 7 years unless deleted earlier.

• Recordings may capture image, voice, shared content, chat messages and transcripts.

 

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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16. HubSpot data processing and compliance

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Our use of HubSpot is governed by:

• HubSpot’s Data Processing Agreement,

• HubSpot’s Privacy Policy and Terms of Service,

• Standard Contractual Clauses and other safeguards for international transfers.

 

HubSpot acts as our data processor for information we store in HubSpot, processing personal information on our instructions and in accordance with applicable privacy laws.

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17. Third-party links and services

 

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

 

18. Notifiable data breaches (NDB) and incident response

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If we experience a data breach likely to result in serious harm, we will:

• promptly assess the incident,

• notify the Office of the Australian Information Commissioner (OAIC) and affected individuals as required under the Notifiable Data Breaches scheme,

• take immediate steps to contain and remediate.

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If a security incident involves our cloud providers (e.g., Google, HubSpot), we will coordinate with them on response and notification as appropriate.

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19. Children’s privacy

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Our services are intended for business professionals. We do not knowingly collect personal information from children under 16. If you believe a child has provided us personal information, please contact us so we can delete it.

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20. Contact Information

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Attn: Privacy Officer Encore 5.0 Pty Ltd: info@encore50.com.au

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You may also contact the Office of the Australian Information Commissioner (OAIC): Website: www.oaic.gov.au Phone: 1300 363 992

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21. Changes to this policy

 

We may update this Privacy Policy from time to time. Changes will be posted on our website with the updated effective date. Continued use of our services constitutes acceptance of the revised policy.​

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Appendix A — Specific application disclosures Google Workspace and Hubspot

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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.

 

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 on a need-to-know basis.

• Version history and edit tracking may be maintained.

 

Google Calendar

• Meeting details, attendee information and scheduling data.

• Integrated with email for invitations and updates.

 

Google Contacts

• Professional contact information for clients, contractors and partners.

• Synchronised across authorised users/devices.

 

HubSpot CRM

• Contact/company records, activity timeline (emails, meetings, notes), deal/opportunity data. 

 

Marketing

• Email campaigns, newsletters, landing pages and form submissions; subscription status management; standard open/click tracking. 

 

Meetings

• Scheduling via HubSpot meetings links; calendar integrations; invite details and notes. Chat/Chatbot

• Live chat and automated chatflows; transcripts stored with the contact record. 

Forms

• Website and landing page forms (e.g., contact, downloads, event registrations); reCAPTCHA may be enabled for security. Cookies/Analytics

• HubSpot cookies for session management, analytics, chat and subscription preferences as outlined in Section 14.