A-Square understands that protecting your personal information is critical. As a digital transformation consultancy dealing with enterprise architecture, integrations, and project management, data security and privacy are foundational to our operations.

This Privacy Policy sets out our commitment to protecting the privacy of personal information provided to us, or collected by us, when interacting with you.

In this Privacy Policy, when we say "we", "us", or "our", we mean A-Square and its related entities operating in Australia. This Privacy Policy has been drafted in accordance with the requirements of the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. The Information We Collect

We only collect personal information that is reasonably necessary for our business functions and for lawful purposes. The types of personal information we may collect about you include:

• Identity Data: Your full name, job title, role, and the company you work for.

• Contact Data: Your telephone number, email address, and physical/business address.

• Financial & Transaction Data: Bank account details, payment information, and details of services you have purchased from us or we have purchased from you.

• Technical & Usage Data: When you access our website or client portals, we may collect your IP address, login data, browser session and geo-location data, device information, and browsing behaviour.

• Profile & Interaction Data: Support requests you have made, feedback, survey responses, and information provided during strategy calls or consultations.

• End-User Data (Processor Role): Where we are implementing, integrating, or managing systems for you (e.g., Microsoft Dynamics, monday.com, Odoo), you may provide us with access to your end-user or customer data. We act strictly as a data processor for this information, handling it only in accordance with your explicit instructions and our contractual agreements.

Sensitive Information: We generally do not collect sensitive information (such as race, political opinions, religion, or health information). If we must collect it (e.g., dietary requirements for a hosted event), we will only do so with your consent or where required by law.

2. How We Collect Personal Information

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

• Directly from you: When you interact with us face-to-face, over the phone, via email, or through our website forms (e.g., booking a Strategy Call or Project Audit).

• Automatically: When you use our website, via cookies, analytics providers, and server logs.

• From Third Parties: Such as professional networking sites (e.g., LinkedIn), industry databases, or our strategic partners (e.g., Microsoft, monday.com) when you are referred to us for implementation services.

• Through our Services: Through system logs, ticketing systems, and project management portals we use to govern your digital transformation.

3. Why We Collect, Use, and Disclose Your Information

We collect, hold, use, and disclose your personal information for the following purposes:

• Service Delivery: To provide our digital transformation, system integration, and PMO advisory services to your organization.

• Communication: To respond to your inquiries, support requests, and provide you with project updates.

• Administration: For internal record keeping, invoicing, billing, and contract management.

• Marketing: To send you promotional information about our services, strategic partnerships, and events that we consider may be of interest to you (you may opt-out at any time).

• Analytics & Improvement: To operate, improve, and optimize our business processes, website, and service offerings.

• Legal Compliance: To comply with our legal obligations or if otherwise required or authorized by law.

4. Disclosure to Third Parties

To deliver our premium services, we may need to disclose your personal information to trusted third parties. We will only disclose this information where it is necessary, where we have your consent, or where permitted by law. Third parties may include:

• Our employees, contractors, and related entities.

• IT service providers, cloud hosting, and software partners (e.g., Microsoft Azure, AWS, monday.com, Odoo) required to build or host your architecture.

• Professional advisors, bankers, auditors, and insurers.

• Marketing, advertising, and analytics platforms.

• Courts, tribunals, and regulatory authorities, as required by law.

Overseas Disclosure: We are based in Melbourne, Australia. However, some of our third-party service providers (such as cloud storage or software partners) may host data on servers located outside of Australia. We take reasonable steps to ensure that any overseas recipient will deal with such personal information in a way that is consistent with the Australian Privacy Principles.

5. Use of Artificial Intelligence (AI)

As a forward-thinking technology consultancy, A-Square utilizes Artificial Intelligence (including Microsoft Copilot and AI agent workflows) to optimize our operations.

• We may use AI technologies to analyze data, automate routine communications, and improve service delivery.

• We do not input your personal or confidential business data into public AI models that use user data to train their foundational models.

• Any use of AI involving personal information is subject to strict internal security governance and risk assessments to ensure privacy compliance.

6. Storage and Security

We are committed to ensuring that the personal information we collect is secure. In order to prevent unauthorized access or disclosure, we have put in place suitable physical, electronic, and managerial procedures (governed by our internal PMO and security protocols) to safeguard and secure personal information and protect it from misuse, interference, loss, and unauthorized access, modification, and disclosure.

While we take rigorous measures, the transmission and exchange of information is carried out at your own risk. We cannot guarantee the absolute security of any information that you transmit to us over the internet.

7. Cookies and Web Tracking

We may use cookies on our website from time to time. Cookies are text files placed in your computer's browser to store your preferences. Cookies, by themselves, do not tell us your email address or other personally identifiable information. However, they allow third parties, such as Google Analytics, to cause our advertisements to appear on your social media and online media feeds as part of our retargeting campaigns. If and when you choose to provide our website with personal information, this information may be linked to the data stored in the cookie. You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies.

8. Your Rights and Controlling Your Information

• Access: You may request details of the personal information that we hold about you. An administrative fee may be payable for the provision of such information.

  
  

  
  

• Correction: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant, or misleading, please contact us. We will take reasonable steps to promptly correct it.

  
  

  
  

• Unsubscribe: To unsubscribe from our e-mail database or opt-out of communications (including marketing communications), please contact us or use the opt-out facilities provided in the communication.

  
  

  
  

• Complaints: If you believe that we have breached the Australian Privacy Principles and wish to make a complaint, please contact us using the details below and provide us with full details. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take to deal with your complaint.