Privacy Policy

XLNC Group Pty Ltd (ABN 60 702 572 165) is committed to protecting the privacy of every individual whose personal information we handle. This policy explains how we collect, use, disclose and safeguard personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

Last updated: 1 March 2025

1. Our commitment to your privacy

XLNC Group Pty Ltd (ABN 60 702 572 165) is a business consulting and professional services firm based in Melbourne VIC. We recognise that the personal information entrusted to us — whether by clients, prospective clients, suppliers or website visitors — must be handled with care, transparency and respect. This policy sets out how we comply with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth).

2. Information we collect

The types of personal information we may collect include:

• Your name, position title and contact details (email address and, where you provide it, your business address);
• Details of your organisation, including its structure, industry and operational requirements;
• Information relevant to an engagement, such as project briefs, strategic documents, financial and operational data you choose to share with us;
• Billing and payment information necessary to invoice services;
• Records of communications between you and our team, including emails and messages submitted through our contact and quote forms;
• Website usage data collected through analytics tools, such as pages visited and approximate location derived from IP address.

We generally do not collect sensitive information (such as health information or membership of professional associations). If it is ever necessary to collect sensitive information to provide our services, we will do so only with your consent and where reasonably required.

3. How we collect information

We collect personal information directly from you wherever practicable, including when you:

• Submit an enquiry through our contact page;
• Request a quote through our quote page;
• Engage us to provide consulting or professional services;
• Communicate with us by email or in person;
• Visit our website and interact with its content.

In some circumstances we may collect information about you from a third party — for example, a referral from a colleague or an introduction from another professional adviser. Where this occurs, we will handle the information in accordance with this policy and, where required, take reasonable steps to notify you of the collection.

4. Why we collect personal information

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

• Responding to your enquiries and preparing quotes for prospective engagements;
• Delivering consulting and professional services to our clients;
• Managing our relationships with clients, suppliers and service providers;
• Issuing invoices, processing payments and maintaining accurate business records;
• Meeting our legal, tax and regulatory obligations as an Australian company;
• Improving our website, services and client experience;
• Sending occasional updates about our services, where you have opted in or would reasonably expect such communications — every marketing message includes a simple way to opt out.

If we need personal information for a purpose that is not directly related to the purposes above, we will seek your consent before using it, unless an exception under the APPs applies.

5. Disclosure of personal information

We do not sell, rent or trade personal information. We may disclose personal information to:

• Service providers who assist us to operate our business, such as website hosting, cloud storage, email and accounting providers — bound by confidentiality and data protection obligations;
• Professional advisers, including our accountants and legal advisers, where reasonably required;
• Government agencies, regulators or courts, where disclosure is required or authorised by Australian law;
• A person acting on your behalf, such as an employee or appointed representative, with your authority.

6. Overseas disclosure

Some of our service providers may store or process data outside Australia, including through cloud-based platforms. Where personal information is likely to be disclosed to overseas recipients, we take reasonable steps to ensure those providers handle the information in a manner consistent with the Australian Privacy Principles, including through contractual safeguards.

7. Security and retention of personal information

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. These steps include access controls on our systems, secure storage of electronic records and confidentiality obligations for our personnel.

We retain personal information only for as long as is reasonably necessary for the purposes outlined in this policy, or as required by law (for example, record-keeping obligations under Australian tax and corporations legislation). When information is no longer required, we take reasonable steps to destroy it or de-identify it.

8. Cookies and website analytics

Our website may use cookies and similar technologies to understand how visitors use the site and to improve its performance. This data is generally aggregated and does not identify you personally. You can adjust your browser settings to refuse cookies, although some features of the website may not function fully as a result.

9. Access to and correction of your personal information

Under the Australian Privacy Principles, you have a right to request access to the personal information we hold about you and to seek its correction if you believe it is inaccurate, out of date, incomplete, irrelevant or misleading. To make a request, contact us using the details below. We will respond within a reasonable period and, where access is granted, provide the information in the format you request where it is reasonable and practicable to do so. In limited circumstances, we may decline a request where permitted by law — if so, we will explain the reasons and how you can seek a review.

10. Privacy complaints

If you believe we have breached the Australian Privacy Principles or mishandled your personal information, please raise your concerns with us in writing using the contact details below. We take all privacy complaints seriously and will investigate promptly, acknowledge your complaint and provide a written response 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 (OAIC) via www.oaic.gov.au.

11. 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, and continued use of our website or services after an update constitutes acknowledgement of the revised policy.

12. Contact us about privacy

For any questions about this Privacy Policy, to request access to your personal information, or to make a privacy complaint, please contact our Privacy Officer:

XLNC Group Pty Ltd — Privacy Officer
Email: ceo@xlncgroup.online
Melbourne VIC, Australia
ABN 60 702 572 165

We aim to acknowledge all privacy enquiries within five business days.