Last Updated: March 2025
1. Introduction
Agile Optimise Solutions (“we,” “us,” “our”) is committed to protecting your privacy. This Privacy Policy outlines how we collect, use, store, and protect personal data collected through our website and client portal.
By using our website, you consent to the collection and processing of your data as described in this Policy. If you do not agree with this Policy, please discontinue use of our website.
2. Data Collection
We collect the following types of personal data:
2.1. Information You Provide Directly
- Contact Forms: Name, email, phone number, company name, and inquiry details.
- Client Portal Registration: Name, email, company information, login credentials, and other profile-related details.
Newsletter Subscriptions: Name and email for marketing communications.
2.2. Information Collected Automatically
- Website Analytics: Cookies, IP addresses, browsing behaviour, and device information.
- Client Portal Activity: Login timestamps, usage logs, and preferences to enhance service security and functionality.
2.3. Purpose of Data Collection
We use collected data to:
- Improve website functionality and user experience.
- Respond to inquiries and provide our services.
- Analyse website traffic and optimise our offerings.
- Authenticate and manage client portal accounts.
- Send newsletters or promotional content (only if users have opted in).
4. Confidentiality of Website Inquiries
Agile Optimise Solutions treats all inquiries submitted through our website as private and confidential. Any business or personal information shared via contact forms or client portal interactions will not be disclosed, except where legally required or explicitly agreed upon in a formal engagement agreement (such as an NDA).
5. Data Security & Storage
We implement industry-standard security measures to protect personal data from unauthorised access, disclosure, or alteration. These include:
- Encryption of stored and transmitted data.
- Access controls to restrict data access to authorised personnel only.
- Regular security audits to safeguard against emerging threats.
Data is stored securely in compliance with Australian privacy laws (Privacy Act 1988 (Cth)).
6. Client Portal & Microsoft 365 Integration
Our client portal is powered by Microsoft 365 Business Premium, which provides secure cloud storage, document management, and collaboration features.
How Microsoft 365 Handles Your Data
- Data stored in our client portal is hosted on Microsoft 365’s secure platform, benefiting from Microsoft’s enterprise-level security and compliance measures.
Access to client data within Microsoft 365 is restricted to authorised Agile Optimise Solutions personnel and designated clients. Users are responsible for maintaining the confidentiality of their login credentials when accessing the portal.
For more information on how Microsoft 365 protects your data, please refer to the Microsoft Trust Center Privacy Policy.
7. Data Retention
We retain personal data only as long as necessary for the purposes outlined in this policy. Retention periods vary:
- Client Portal Accounts: Stored for as long as the account remains active. Inactive accounts may be deleted after 12 months.
- Marketing & Communications Data: Retained until the user unsubscribes.
- Legal & Compliance Data: Stored as required by law.
After the retention period, data is securely deleted or anonymised.
8. Third-Party Sharing & Compliance
We do not sell or share personal data with third parties, except in the following cases:
- Legal Compliance: When required by law enforcement, court orders, or regulatory authorities.
- Service Providers: Third-party service providers (e.g., website hosting, analytics) may access data as necessary for business operations. These providers are contractually required to protect user data.
- Business Transactions: If Agile Optimise Solutions undergoes a merger, acquisition, or asset sale, personal data may be transferred with appropriate safeguards.
9. User Rights & Consent
Users have the following rights regarding their personal data:
9.1. Access, Correction, and Deletion
- Request access to the personal data we hold.
- Request correction of inaccurate or incomplete data.
- Request deletion of personal data, subject to legal retention obligations.
9.2. Opt-Out of Marketing Communications
Users can opt out of promotional emails by clicking the “unsubscribe” link in emails or contacting us directly.
9.3. Withdraw Consent
Where processing is based on consent (e.g., marketing), users may withdraw consent at any time. To exercise any of these rights, please contact us at info@agileoptimisesolutions.com.
10. Data Breach Procedures
In the event of a data breach that compromises personal information, Agile Optimise Solutions will:
10.1. Assess the impact and take immediate steps to contain the breach.
10.2. Notify affected users where required under the Australian Notifiable Data Breach (NDB) scheme.
10.3. Report the breach to relevant authorities if legally required.
10.4. Implement additional security measures to prevent future breaches.
11. Cookies & Tracking
Our website uses cookies and tracking technologies to enhance functionality and collect analytics data. Users can manage cookie preferences via browser settings. For details, please refer to our Cookie Policy.
12. Compliance with Australian Law
Agile Optimise Solutions is an Australian-based company, and this Privacy Policy complies with the Privacy Act 1988 (Cth) and relevant Australian privacy regulations.
If you access this website from outside Australia, you are responsible for ensuring compliance with your local data protection laws.
13. Updates to This Policy
We may update this policy periodically. Changes will be posted on this page with an updated “Last Updated” date. Continued use of our website or services after updates constitutes acceptance of the revised Privacy Policy.
14. Contact Information
For any questions or requests related to this Privacy Policy, please contact us at info@agileoptimisesolutions.com