Q Inclusion Privacy Policy

Updated August 2026

1. Background

Q Inclusion Pty Ltd (ABN 94 699 994 655) (we, us, our, Q Inclusion) provides consulting, facilitation, training, coaching and educational services in diversity, equity and inclusion, mental health and wellbeing, leadership and workplace culture.

We are committed to protecting your privacy, in accordance with applicable Australian privacy laws.

This Policy is designed to give you a greater understanding of how we collect, use, disclose and otherwise handle personal information.

A copy of this Privacy Policy is available on our website at qinclusion.com.au, or you can request a copy by contacting our Privacy Officer (details under section 11 below).

1.1 What is personal information?

Personal information means information or an opinion, whether true or not and whether recorded in a material form or not, about an individual who is identified or reasonably identifiable. Examples include your name, address, date of birth and email address.

1.2 Our obligations

We are required to comply with the Australian Privacy Principles (APPs) in the Privacy Act.  The APPs regulate the manner in which personal information is handled throughout its life cycle, from collection to use and disclosure, security, accessibility and disposal.

We are also required to comply with more specific privacy legislation in some circumstances, such as:

  • applicable State and Territory health privacy legislation and principles (including the Victorian Health Records Act ) when we collect and handle health information in the relevant jurisdiction; and
  • the Spam Act and the Do Not Call Register Act.

2. What we collect

2.1 General

The type of personal information that we collect about you depends on the nature of your interactions with us. For example, if you:

  • are or work for one of our clients, we may collect details such as your name, job title, organisation, telephone number and email address;
  • submit an enquiry through our website or contact us by email or telephone, we may collect your name, contact details and information relating to your enquiry;
  • subscribe to our newsletter or other communications, we may collect your name, email address and your communication preferences;
  • download one of our resources, guides or publications, we may collect your name, organisation and contact details;
  • book a meeting or consultation with us, we may collect your contact details and information relevant to your booking;
  • provide feedback or participate in surveys, we may collect your name, contact details, your feedback and information about our response;
  • apply for employment or contract opportunities with us, we may collect the information contained in your application, including your resume, cover letter, qualifications and referee details.

2.2 Sensitive information

Sensitive information is a subset of personal information that is generally afforded a higher level of privacy protection, such as health information.  We only collect sensitive information where it is reasonably necessary for our functions or activities and either:

  • the individual has consented; or
  • we are required or authorised by or under law to do so.

We generally do not collect sensitive information through our website.

Where it is reasonably necessary for our functions or activities, we may collect sensitive information with your consent, or where otherwise required or authorised by law. Depending on the services we are providing, this may include information relating to accessibility requirements, dietary requirements, pronouns, disability, or demographic information collected as part of workplace surveys, training, consulting or research projects.

When conducting workplace surveys, diversity audits, or research projects, data is aggregated and de-identified before being shared with client organisations, unless explicit consent is obtained otherwise

2.3 Collection of information other than personal information through our website

When you visit our website, some of the information that is collected about your visit is not personal information, as it does not reveal your identity.

Site visit information

For example, we record your server address, the date and time of your visit, the pages you visited, any documents you downloaded, the previous site you visited and the type of device, browser and operating system you used.

We use and disclose this information in anonymous, aggregated form only for purposes including statistical analysis and to assist us to improve the functionality and usability of our website. You are not individually identified, however we reserve the right to use or disclose this information to try to locate an individual where we reasonably believe that the individual may have engaged in any unlawful or inappropriate activity in connection with our website, or where we are otherwise required or authorised by law to do so.

Cookies

A cookie is a small string of information that a website transfers to your browser for identification purposes. The cookies we use do not identify individual users, although they do identify the user’s internet browser.

We use cookies to hold anonymous session information. This information is used to personalise your current visit to the website, for example to allow the website to remember who you are by keeping server variables linked to your session.

We only use non-persistent cookies. That is, they are held on your browser’s memory only for the duration of your session.

Most internet browsers are set to accept cookies. If you prefer not to receive them, you can adjust your internet browser to reject cookies, or to notify you when they are being used.  There are also software products available that can manage cookies for you. Rejecting cookies can, however, limit the functionality of our website.

2.4 What if you don’t provide us with your personal information?

We will provide individuals with the option of not identifying themselves, or of using a pseudonym, when dealing with us if it is lawful and practicable to do so.  A pseudonym is a name or other descriptor that is different to an individual’s actual name.

For example, you can access our website and make general phone queries without having to identify yourself

In some cases however, if you don’t provide us with your personal information when requested, we may not be able to provide you with the product or service that you are seeking.  For example, you must identify yourself to enter into a client engagement with us.

3. How we collect personal information

3.1 Methods of collection

We collect personal information in a number of ways, including:

  • through our website (for example, where you submit an enquiry, download a resource or subscribe to our newsletter);
  • through online booking platforms (such as Calendly);
  • in person (for example, during meetings, workshops, conferences or events);
  • over the telephone;
  • by email or other written correspondence;
  • through surveys, questionnaires or feedback forms;
  • through our consulting, facilitation and training engagements; and
  • through publicly available sources where appropriate and permitted by law.

3.2 Collection notices

Where we collect personal information about you, we will take reasonable steps to provide you with certain details about that collection (such as the purpose for which we are collecting the information and the type of third parties to which it is usually disclosed).  

Collection notices provide more specific information than this Privacy Policy. The terms of this Privacy Policy are subject to any specific provisions contained in collection notices and in the terms and conditions of particular offers, products and services.  We encourage you to read those provisions carefully.

3.3 Unsolicited information

Unsolicited personal information is personal information we receive that we have taken no active steps to collect (such as an employment application sent to us by an individual on their own initiative, rather than in response to a job advertisement).

We may keep records of unsolicited personal information if the Privacy Act permits it (for example, if the information is reasonably necessary for one or more of our functions or activities). If not, we will destroy or de-identify the information as soon as practicable, provided it is lawful and reasonable to do so.

4. Why we collect personal information

4.1 General

The main purposes for which we collect, hold, use and disclose personal information are set out below.

  • providing our services and advice to you
  • promoting ourselves and our products and services, including through direct marketing, events and competitions (see under section 4.2 below)
  • obtaining products and services for our business
  • performing research and statistical analysis, including for customer satisfaction and service improvement purposes
  • answering queries and resolving complaints
  • recruiting staff and contractors

We may also collect, hold, use and disclose personal information for other purposes explained at the time of collection or:

  • which are required or authorised by or under law; or
  • for which you have provided your consent.

Where we collect personal information as part of providing consulting, facilitation, coaching, training or other professional services, additional terms relating to the collection, use and handling of personal information may be set out in our engagement agreements, project documentation, statements of work, or collection notices.

Those documents supplement this Privacy Policy and apply to the extent of any inconsistency in relation to the relevant services.

4.2 Direct marketing

We may use or disclose your personal information to let you know about us and our products and services (including promotions, special offers and events) either where we have your express or implied consent, or where we are otherwise permitted by law to do so.  We may contact you for these purposes in a variety of ways, including by mail, email, SMS or telephone.

Opting out

Where you have consented to receiving marketing communications from us, your consent will remain current until you advise us otherwise. However, you can opt out at any time, by:

  • contacting us (details under heading 10 below);
  • advising us if you receive a marketing call that you no longer wish to receive these calls; or,
  • using the unsubscribe facility that we include in our electronic messages (such as emails, SMSes and MMSes)

5. Who we may share your personal information with

We may share personal information with third parties where appropriate for the purposes set out under heading 4, including:

  • an individual's authorised representative;
  • our professional advisers, including accountants, auditors, lawyers and consultants;
  • information technology and cloud storage providers;
  • website hosting providers;
  • our customer relationship management (CRM) provider;
  • our scheduling and booking platform;
  • website analytics providers, such as Google Analytics;
  • email marketing and communication platform providers;
  • survey and research providers;
  • venues and event organisers where relevant to the delivery of our services; and
  • any other service providers engaged to assist us in operating our business.

In each case, we may disclose personal information to the service provider and the service provider may in turn provide us with personal information collected from you in the course of providing the relevant products or services.

6. Cross border disclosure of personal information

Some of the third-party service providers we use to operate our business may store or process personal information outside Australia. Where practicable, we identify the countries in which these providers are likely to store or process personal information. Based on our current service providers, this is likely to include Australia, the United States, and countries within the European Union, for providers of:

  • cloud hosting and data storage services;
  • customer relationship management systems;
  • email marketing and communication platforms;
  • scheduling and booking platforms;
  • website analytics services; and
  • survey or research platforms.

Where it is not practicable for us to identify the likely overseas recipients or countries for a particular disclosure at the time we collect your information, we will say so and explain why, consistent with APP 1.4 (f).  

Where personal information is disclosed overseas, we will take reasonable steps to ensure that it is handled in accordance with applicable Australian privacy laws.

7. Data quality and security

7.1 General

We hold personal information in a number of ways, including in electronic databases, email contact lists, and in paper documents held in drawers and cabinets. We take reasonable steps to:

  • make sure that the personal information that we collect, use and disclose is accurate, up to date and complete and (in the case of use and disclosure) relevant;
  • protect the personal information that we hold from misuse, interference and loss and from unauthorised access, modification or disclosure; and
  • destroy or permanently de-identify personal information that is no longer needed for any purpose permitted by the APPs.

You can help us keep your information up to date, by letting us know about any changes to your details, such as your address, email address or phone number.

7.2 Security

The steps we take to secure the personal information we hold include website protection measures (such as firewalls and anti-virus software), security restrictions on access to our computer systems (such as login and password protection), controlled access to our corporate premises, policies on document storage and security, personnel security (including restricting access to personal information on our systems to staff who need that access to carry out their duties, staff training and workplace policies.

Online credit card payment security

We process payments using EFTPOS and online technologies.  All transactions processed by us meet industry security standards to ensure payment details are protected.

Website security

While we endeavour to protect the personal information and privacy of users of our website, we cannot guarantee the security of any information that you disclose online and you disclose that information at your own risk. If you are concerned about sending your information over the internet, you can contact us by telephone or post (details under section 10 below).

Third party websites

Links to third party websites that are not operated or controlled by us are provided for your convenience.  We are not responsible for the privacy or security practices of those websites, which are not covered by this Privacy Policy. Third party websites should have their own privacy and security policies, which we encourage you to read before supplying any personal information to them.

8. Data breach response  

If we become aware of a data breach, we will take reasonable steps to promptly contain it and assess whether it is likely to result in serious harm to any individual whose personal information is involved (an eligible data breach).  

Where we reasonably believe an eligible data breach has occurred, we will, as soon as practicable, notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme under Part III C of the Privacy Act. Our notification will describe the breach and recommend steps individuals can take in response.

9. Access and Correction

9.1 General

Please contact us (details under heading 10 below) if you would like to access or correct the personal information that we hold about you. We may require you to verify your identity before processing any access or correction requests, to make sure that the personal information we hold is properly protected.

9.2 Access

We will generally provide you with access to your personal information, subject to some exceptions permitted by law.  We will also generally provide access in the manner that you have requested (e.g. by providing photocopies or allowing a file to be viewed), provided it is reasonable and practicable for us to do so.  We may however charge a fee to cover our reasonable costs of locating the information and providing it to you.

9.3 Correction

If you ask us to correct personal information that we hold about you, or if we are satisfied that the personal information we hold is inaccurate, out of date, incomplete, irrelevant or misleading, we will take reasonable steps to correct that information to ensure that, having regard to the purpose for which it is held, the information is accurate, up-to-date, complete, relevant and not misleading.

If we correct personal information about you, and we have previously disclosed that information to another agency or organisation that is subject to the Privacy Act, you may ask us to notify that other entity.  If so, we will take reasonable steps to do so, unless this would be impracticable or unlawful.

9.4 Timeframe for access and correction requests

Except in the case of more complicated requests, we will endeavour to respond to access and correction requests within 30 days.

9.5 What if we do not agree to your request for access or correction?

If we do not agree to your access or correction request, or if we do not agree to give you access in the manner you requested, we will provide you with a written notice setting out:

  • the reasons for our decision (except to the extent that, having regard to the grounds for refusal, it would be unreasonable to do so); and
  • available complaint mechanisms.

In addition, if we refuse to correct personal information in the manner you have requested, you may ask us to associate with the information a statement that the information is inaccurate, out-of-date, incomplete, irrelevant or misleading, and we will take reasonable steps to do this in such a way that will make the statement apparent to users of the information.

10. Complaints

If you have a complaint about how we have collected or handled your personal information, please contact us (with the contact details referenced below in section 11).

We will endeavour to acknowledge and review your complaint within a week. More significant complaints and/or conflicts will undergo a more thorough investigation and response.

In most cases, we expect to investigate written complaints and provide a response within 30 days of receipt.  If the matter is more complex and our investigation may take longer, we will contact you and tell you when we expect to provide our response.

If you are not satisfied with our response, you can refer your complaint to the Office of the Australian Information Commissioner.

11. Our contact details

Please contact us if you have any queries about the personal information that we hold about you or the way we handle that personal information. Our contact details are set out below.

Privacy Officer: Parker Rettke

Mail: 51 Fyans St, South Geelong VIC 3220

Email: parker.rettke@qinclusion.com.au

Telephone: +61 400 435 313

Further general information about privacy is available on the website of the Office of the Australian Information Commissioner at www.oaic.gov.au or by calling the OAIC’s enquiry line at 1300 363 992.

12. Changes to this Policy

We may amend this Privacy Policy from time to time.  The current version will be posted on our website and a copy may be obtained by contacting our Privacy Officer (details above).

‍