Privacy Policy

1. We respect your privacy

RMJT Holdings Pty Ltd (ACN 650 332 862) ATF RMJT Family Trust T/As OfficePro Consulting ("OfficePro Consulting", "we", "us", "our") respects your right to privacy and is committed to safeguarding the privacy of our clients, customers and website visitors. This policy sets out how we collect, use, disclose and protect your personal information in connection with our services and website.

"Personal information" is information we hold which is identifiable as being about you, including your name, address, email address or any other information that can reasonably identify an individual, either directly or indirectly. You may contact us in writing at contact@officeproconsulting.com.au for further information about this Privacy Policy.

2. What personal information is collected

OfficePro Consulting may collect and store personal information you submit to our website, provide to us directly or give to us in other forms. This includes but is not limited to:

• Name, phone number, address and email address
• Information about your personal or business affairs
• Financial or credit card information
• Feedback, survey responses and communications with our support team
• Any other information you provide while interacting with us

3. How we collect your personal information

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

• When you interact with us electronically or in person
• When you access our website
• When we engage in business activities with you, including onboarding, project delivery and ongoing support
• When you provide information for the purposes of receiving our services under a Statement of Work, Quote or Service Proposal
• Our website features an AI-powered chatbot to assist visitors with enquiries. When you interact with the chatbot, you are communicating with an artificial intelligence system, not a human representative. The chatbot may collect and process information you provide during your conversation
• Our website uses cookies and browser storage technologies (such as localStorage) to enhance your experience and for functionality purposes, including assigning a unique visitor ID. You may adjust your browser settings to refuse cookies or browser storage, but this may affect your ability to use certain features of our website

We may also receive personal information from third parties. If we do, we will protect it as set out in this Privacy Policy.

4. How we use your personal information

OfficePro Consulting may use your personal information to:

• Provide you with products and/or Services during the usual course of our business activities
• Administer our business activities
• Manage, research and develop our products and services
• Communicate with you by telephone, email, SMS or mail
• Investigate any complaints
• Provide you with newsletters and promotional emails (you may opt out at any time)
• Comply with legal requirements, such as a law, regulation, court order or law enforcement request

If you withhold your personal information, it may not be possible for us to provide you with our products, Services or for you to fully access our website.

5. Disclosure of your personal information

We may disclose your personal information to third-party service providers who assist us in delivering our services, including:

• Our employees, officers, insurers, professional advisers, agents, suppliers, contractors or subcontractors as reasonably necessary for the purposes set out in this policy and for the delivery of services under the Master Services Agreement
• Subcontractors or contractors engaged to assist in the provision of Services, who are required to comply with confidentiality and privacy obligations
• Third parties as required by law, regulation or legal process
• In the event of a change of control or sale of business assets, to the extent permissible at law, our user databases (including personal information) may be transferred
• Anthropic (United States), which provides AI chatbot and email-processing services and preparing billing and timesheet records
• Brevo (European Union), which provides email and marketing automation services

If we disclose your personal information to a third party, we will request that the third party protect it in accordance with this Privacy Policy.

6. Cross-border data transfer

Some of our third-party service providers are located outside Australia, including in the United States and European Union. When you interact with our website or services, your personal information (including conversation content) may be transferred to and processed in these jurisdictions. We take reasonable steps to ensure that overseas recipients handle your information in accordance with this Privacy Policy and the Australian Privacy Principles.

7. Data retention period

AI chatbot conversation transcripts and lead data are generally retained for up to 12 months. However, if a chatbot interaction results in an ongoing customer, account or commercial relationship, or if the transcript is otherwise required for service delivery, account administration, compliance, risk management or legal purposes, it may be retained for longer as part of the relevant customer or business record. Personal information is securely destroyed, deleted or permanently de-identified when no longer required.

We maintain a record of all changes to client and job records within our CRM and other internal systems for legal and tax compliance purposes. These records are retained for 7 years in line with Australian Taxation Office record-keeping requirements before being archived.

8. Automated decision making and processing

We use automated systems for certain processing activities, including generating AI-based summaries of conversations and automatic client matching by email address. Emails sent to our business addresses may also be automatically summarised and filed against your client record using an AI processor (Anthropic, processed in the United States); only short summaries, message metadata and text copies of relevant attachments are retained. Where an email enquiry becomes a job, we may keep the content of that email and text copies of its attachments with the client's records so that we can set up and carry out the work. These processes are designed to improve our service delivery and client experience.

9. Security of your personal information

OfficePro Consulting is committed to ensuring that the information you provide is secure. We have implemented suitable physical, electronic and managerial procedures to safeguard and secure information and protect it from misuse, interference, loss and unauthorised access, modification or disclosure. Where we employ data processors to process personal information on our behalf, we do so on the basis that such data processors comply with these requirements and have adequate technical measures in place. However, the transmission and exchange of information is carried out at your own risk, and we cannot guarantee the security of any information that you transmit to us or receive from us.

10. Confidentiality

Confidentiality obligations in our Master Services Agreement require both parties to keep confidential all information that is not public knowledge, except as required by law or with written consent. This obligation survives termination or expiry of the Agreement. Disclosure to subcontractors or contractors is permitted where necessary for service delivery, provided they are bound by confidentiality and privacy obligations.

11. Access to your personal information

You may request access to the personal information that we hold about you, and you may also request that we correct or delete your personal information. If you would like to make any such request, or believe that any personal information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please email us at contact@officeproconsulting.com.au.

We will consider your request in accordance with the Privacy Act 1988 (Cth) and any other applicable law. In some circumstances, we may be unable to provide access to, correct or delete your personal information, including where an exception applies or where we are required or authorised by law to retain the information. If that applies, we will let you know.

12. Complaints about privacy

If you have any complaints about our privacy practices, please send details of your complaint to contact@officeproconsulting.com.au. We take complaints seriously and will respond shortly after receiving written notice of your complaint.

13. Changes to Privacy Policy

We may modify this Policy at any time, in our sole discretion. All modifications will be effective immediately upon posting on our website. Please check back from time to time to review our Privacy Policy.

14. Acceptance and application

By engaging OfficePro Consulting for Services, providing personal information or continuing to use our website, you consent to the collection, use and disclosure of your personal information as described in this Privacy Policy. Acceptance of the Master Services Agreement constitutes acceptance of this Privacy Policy, whether by signature, electronic acceptance, or by ongoing instructions or payment.

A link to this Privacy Policy is displayed in the footer of our AI chatbot window for your reference. By using the chatbot, you consent to the collection, use and disclosure of your personal information as described in this Privacy Policy.

15. Australian privacy law

This Privacy Policy is governed by the laws of Victoria, Australia, and is intended to comply with the Australian Privacy Principles and all applicable privacy legislation.