Our commitment to your privacy

As a provider of professional business and consulting services based in Melbourne VIC, we handle personal information in the course of advising clients, preparing proposals and delivering engagements. We manage that information openly, transparently and securely, and we only collect what is reasonably necessary for our business purposes.

Who this policy applies to

This policy applies to visitors to thegroundagency.online, current and prospective clients, suppliers, contractors and any other individuals who interact with The Ground Agency Pty Ltd. Where we act for business clients, we may also handle personal information of their directors, employees and representatives.

What personal information we collect

The types of personal information we commonly collect include:

• Contact details, such as your name, job title, business email address and other business contact information.
• Information about your business, including industry, size and requirements, when you request services or a quote.
• Records of correspondence, including emails and enquiry forms submitted through this website.
• Billing and account information where relevant to an engagement.
• Website usage data, such as pages visited and referring pages, collected through cookies and analytics.

We do not knowingly collect sensitive information (such as health, biometric or criminal record information) and we ask that you do not provide it to us unless genuinely required.

How we collect personal information

We collect personal information in several ways, including:

• Directly from you, when you contact us by email, submit an enquiry through our contact page, or request a quote through our quote form.
• From third parties you refer to us, or from publicly available sources, where it is unreasonable or impracticable to obtain it from you directly.
• Automatically, through cookies, server logs and analytics tools when you browse our website.

Where reasonable and practicable, we will tell you when we collect your information and the purposes for which it will be used.

Why we collect and hold personal information

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

• Providing professional business and consulting services to our clients.
• Responding to enquiries, preparing quotes and administering engagements.
• Invoicing, accounting and meeting our legal, tax and regulatory obligations as an Australian company.
• Improving our website, services and client communications.

We will not use or disclose your personal information for a purpose other than the primary purpose of collection unless you would reasonably expect that use, or you have consented.

Disclosure of personal information

We may disclose personal information to:

• Our own professional advisers, such as accountants and auditors, where reasonably required.
• Service providers who assist us with hosting, email, analytics and administrative functions, under appropriate confidentiality and security arrangements.
• Government bodies, regulators or courts where we are required or authorised by law to do so.

We do not sell or rent personal information to third parties for their own marketing purposes.

Overseas disclosure

Some of our service providers may store or process data outside Australia. Where personal information is disclosed overseas, we take reasonable steps to ensure the recipient complies with the Australian Privacy Principles or is otherwise bound by substantially similar privacy protections, consistent with APP 8.

Direct marketing

We may occasionally send business updates, insights or service information that we believe is relevant to you. If you receive electronic marketing from us, every message will include a simple opt-out mechanism. You may also ask us at any time to stop using your details for direct marketing by emailing ceo@thegroundagency.online, and we will promptly action your request.

Cookies and website analytics

Our website uses cookies and similar technologies to understand how visitors use the site and to improve the experience. Cookies are small files stored on your device. You can configure your browser to reject cookies or delete them; however, some features of the site may not function as intended. Analytics data is used in aggregate and is not used to identify individual visitors.

Anonymity and pseudonymity

Where it is lawful and practicable, you may deal with us anonymously or using a pseudonym, for example when browsing our website or making a general enquiry. For most services, however, we need at least basic contact details to respond effectively and to meet our record-keeping obligations.

Quality and security of personal information

We take reasonable steps to ensure the personal information we hold is accurate, up to date, complete and relevant (APP 10), and that it is protected from misuse, interference, loss and unauthorised access, modification or disclosure (APP 11). These steps include restricted access to records, secure storage systems and appropriate staff practices. When information is no longer required for the purposes for which it was collected, and retention is not required by law, we take reasonable steps to destroy or de-identify it.

Access to and correction of your information

Under APP 12 and APP 13, you have a right to request access to the personal information we hold about you and to request corrections if it is inaccurate, out of date, incomplete, irrelevant or misleading. To make a request, please email ceo@thegroundagency.online with sufficient detail to identify the information. We will respond within a reasonable period, and there is generally no charge for access. In limited circumstances, we may decline a request where permitted by law; if so, we will explain our reasons and note your request.

Notifiable data breaches

If an eligible data breach occurs involving personal information we hold, we will assess the incident and, where required under the Privacy Act 1988 (Cth), notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as soon as practicable, including with recommendations about steps you should take in response.

Complaints and enquiries

If you have a question about this policy, or you believe we have breached the Australian Privacy Principles, please contact us in the first instance:

• Email: ceo@thegroundagency.online
• Website: thegroundagency.online

Please include details of your concern so we can investigate thoroughly. We will acknowledge your complaint promptly and aim to provide a written response within 30 days. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner at www.oaic.gov.au.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. The current version will always be published on this page with an updated effective date. This policy was drafted to comply with the Australian Privacy Principles as they apply to The Ground Agency Pty Ltd (ABN 96 703 577 100), a Melbourne-based professional business and consulting services company.

Contact us

For any privacy matters, or to learn more about our services before engaging us, please visit our contact page, request a quote, or read more about us and our services. You may also review our Terms and Conditions.