Privacy Policy
Introduction and Scope
Our Commitment to Your Privacy
At Vector Advantage Pty Ltd, we recognise that leadership coaching is built on a foundation of absolute trust. We are committed to protecting the privacy and confidentiality of the personal and sensitive information we collect. Our secure approach means we treat your data with the same rigour we apply to our coaching sessions: with integrity, security, and total transparency.
Purpose of This Policy
The Privacy Policy outlines how we collect, use, disclose, and protect your information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). It is designed to give you a clear understanding of our data handling practices and your rights regarding the information you share with us.
Scope of Application
The Policy applies to all interactions with Vector Advantage Pty Ltd, including but not limited to:
- Use of our website and digital platforms
- Discovery calls and intake assessments
- Individual and group leadership coaching sessions
- Corporate workshops and professional development programs
- Communications via email, SMS, or secure messaging applications
Consent
By engaging our services or providing us with your personal information, you consent to the collection and use of your information as described in this Policy. We will never use your data for purposes outside of this scope without your explicit, written professional consent.
Types of Data Collected
We only collect information that is strictly necessary to provide high-impact coaching and manage our professional relationships. We categorise this data into two tiers:
- Personal Information
- Sensitive and Professional Information
Personal Information
This is general information used to identify and communicate with you. It includes:
- Full name, professional title, and company name
- Business email address, phone number, and LinkedIn profile
- Billing address and payment details (as processed through secure, PCI-compliant gateways)
- IP address and basic usage statistics when you visit our website
Sensitive and Professional Information
Given the nature of leadership coaching and development, we may encounter Sensitive Information as defined by the Privacy Act 1988 (Cth). This is handled with enhanced security protocols and includes:
- Results from leadership assessments
- Observations, goals, and reflections captured during our sessions and workshops
- Career history, performance revies, and workplace challenges
- Information regarding stress levels or mental wellbeing, shared only to the extent it impacts the coaching context
- Affiliations with professional or trade associations
Information About Third Parties
If you provide us with personal information about your employees or colleagues, we realy on you to have obtained their consent to share that information with us. We treat that Shadow Data with the same secure protections as your own.
Anonymised Data
We may occasionally use de-identified or aggregated data for internal research or to improve our coaching frameworks. This data is stripped of all identifiers so that no individual or organisation can be recognised.
Purpose of Collection
We collect and use your information primarily to facilitate a transformative coaching experience. We will not use your personal information for any purpose other than those disclosed below without your prior authorisation.
Provision of Coaching Services
The core reason we hold your data is to deliver tailored leadership development, including:
- Customisation: Designing coaching frameworks and exercises specific to your professional goals and challenges.
- Progress Tracking: Maintaining a historical record of your growth, breakthroughs, and action items over the durations of our engagement.
- Assessment Analysis: Interpreting psychometric tests and 360° feedback to provide actionable leadership insights.
Relationship Management and Administration
To ensure a seamless professional experience, we use your data for:
- Scheduling: Managing bookings, reminders, and session logistics.
- Communication: Sending relevant session follow-ups, resource materials, or administrative updates.
- Billing: Processing invoices, tracking payments, and maintaining financial records for tax compliance.
Business Improvement (Non-Identifiable)
We may use de-identified insights to:
- Refine our coaching methodologies and tools
- Develop anonymised case studies (only with explicit, separate written permission)
- Monitor website performance and user experience
Legal and Ethical Obligations
We may process your information to comply with Australian law, professional ethical standards, such as those set by the International Coaching Federation (ICF), or to respond to a duty of care situation where there is serious risk to your safety or the safety of others.
Disclosure to Third Parties
We do not sell, trade, or rent your personal information to third parties. Disclosure of your data is strictly limited to the following circumstances:
Third-Party Service Providers
To operate a modern, secure practice, we use a limited number of third-party agents. These entities are contractually bound to protect your data with the same level of care that we do. These may include:
- Infrastructure Providers: Secure cloud storage and email hosting
- Operational Tools: Scheduling software and CRM platforms
- Payment Processors: PCI-DSS compliant gateways to ensure your financial data is never stored on our local servers
Corporate Sponsors
If your coaching is sponsored by your employer, we establish clear ground rules at the outset.
- Default Privacy: Unless otherwise agreed in your specific Coaching Agreement, we do not disclose the content of our sessions to your employer.
- Reporting: Any reporting to a corporate sponsor is typically limited to attendance and engagement and high-level, de-identified themes.
Professional Supervision
As part of our commitment to excellence and ICF (International Coaching Federation) standards, we may engage in professional supervision. In these instances, your identity is anonymized, and the supervisor is bound by strict professional confidentiality.
Legal Necessity and Duty of Care
We may disclose your information only if:
- Required by a court order, subpoena, or Australian law.
- We believe in good faith that disclosure is necessary to prevent serious and imminent threat to your life, health, or safety, or the public’s safety.
Cross-Border Disclosure
Some of our service providers may store data on servers located outside of Australia (commonly in the US or EU). We take reasonable steps to ensure these providers comply with the Australian Privacy Principles or possess equivalent “Gold Standard” protections (such as GDPR compliance).
Use of Artificial Intelligence (AI)
Overview
We may use artificial intelligence and machine learning technologies, including those provided by third parties (together, AI Technologies), in our business operations and the provision of our Services. We will only use AI Technologies when legally permitted to do so, and where we consider it necessary, expedient or beneficial for our business operations and for the provision of our Services.
How We Use AI Technologies
We may use AI Technologies for the following purposes:
- to support, improve and optimise our Services and operations;
- to automate certain processes and communications, including administrative or routine tasks such as notetaking;
- to enhance and personalise your experience with our Services; and
- for quality assurance purposes.
Data Security and Retention
We implement a security-by-design philosophy. Your data is protected by multi-layered technical and physical safeguards.
Digital Security Measures
To prevent unauthorised access, disclosure, or loss, we utilise industry-leading security protocols including:
- Minimalism: We practice data minimisation meaning we only collect the bare minimum of information required to service you effectively.
- Encryption: all digital personal information and coaching notes are encrypted at rest on our servers and in transit when being sent between devices.
- Multi-factor Authentication (MFA): Access to any coaching platform requires mandatory MFA, ensuring that a password alone is never enough to breach the vault.
Physical and Administrative Security
- Access Control: Access to your data is strictly limited to your coach and support staff who require that information to perform coaching services.
- Device Integrity: All devices used to access client data are password protected.
- Paperless Practice: We strive for a 100% digital environment. Any temporary physical notes taken during session are digitised into secure storage and the originals are cross-cut shredded immediately.
Data Retention
We do not hold onto your information indefinitely. Our retention schedule is as follows:
- Active Engagement: Data is maintained for the duration of your coaching program.
- Post Engagement: Following the conclusion of our services, we retain your records for a period of seven (7) years. This is to comply with Australian tax laws and professional indemnity requirements, and to allow for continuity should you return for further coaching.
- Secure Destruction: Once the retention period expires, your data is permanently deleted from our digital systems and any backups are overwritten.
Where We Use AI Technologies
We will take all reasonable steps to ensure your personal information is handled with due care and diligence and in accordance with applicable privacy laws. We will not input your information into any publicly available AI Technologies (referring to commercially or freely available AI models) and will ensure your information is not used to train any AI Technologies datasets. To the extent we do input your information into any AI Technologies, we will use that information to improve our internal business processes to deliver our products and services to you. Your information will not be used to train or improve any public datasets and access will be restricted to individuals within Vector Advantage.
Data Breach Protocol
In the unlikely event of a data breach, we have a response plan in place. In accordance with the Privacy Act 1988 (Cth), we will notify you and the Office of the Australian Information Commissioner (OAIC) if a breach occurs that is likely to result in serious harm to you.
Confidentiality and Privacy
In the context of high-level leadership coaching, we distinguish between your Privacy Rights as regulated by law and our Confidentiality Obligations regulated by professional ethics.
The Principle of Confidentiality
While this Privacy Policy governs your personal data, the substance of our coaching conversations is protected by a separate, rigorous standard of professional confidentiality. We acknowledge that for coaching to be effective, you must be able to speak with absolute candour.
Professional Ethics
We adhere to the International Coaching Federation (ICF) Code of Ethics. This means that we will not disclose any information obtained during our sessions, including the fact that a specific conversation took place, to any third party, including your employer or sponsor, without your express permission.
Boundaries of Confidentiality
Consistent with professional coaching standards and Australian law, confidentiality is not absolute. We may be required to break confidentiality only in the following scenarios:
- Legal Compulsion: If we are served will a valid court order.
- Imminent Harm: If we believe there is a clear and present danger to you harming yourself or others.
- Illegal Activity: If you disclose involvement in specific criminal activities that trigger mandatory reporting obligations under Australian law.
Shared Responsibility
To maintain high levels of confidentiality, we recommend that you conduct our coaching sessions in a private space and use a personal device rather than a corporate device or network where possible to prevent third-party monitoring by your IT department.
Your Rights
You have full control over the information held within our vault. Under the Privacy Act 1988 (Cth), you have specific rights regarding your personal information.
Right of Access
You may request a copy of the personal information we hold about you at any time. We Will provide this data in a structured, commonly used digital format. Not that while we provide access to your data, our personal reflections and internal working notes may be withheld if they do not constitute your personal information under the Act.
Right to Correction
If you believe any information we hold about you in inaccurate, out-of-date, incomplete, or misleading, you have the right to request an immediate correction.
Right to Deletion
You may request that we delete your personal information. We will comply with this request unless we are legally required to retain the data for tax, audit, or professional indemnity purposes as outlined previously in this policy.
Right to Withdraw Consent
If you have provided consent for us to use your data for a specific purpose, for example a testimonial or newsletter, you may withdraw that consent at any time.
Contact Us and Complaints
How To Reach Us
If you have any questions about this Privacy Policy, our data practices, or if you wish to exercise your rights, please contact our Privacy Officer directly via email at privacy@vectoradvantage.com.au.
Complaints Process
If you have a concern about how we have handled your data, please reach out to us first so we can resolve it immediately. We take all privacy complaints with the utmost seriousness and will respond within 30 days.
If you are not satisfied with our response, you have the right to lodge a formal complaint with the Office of the Australian Information Commissioner (OAIC):
Website: www.oaic.gov.au
Phone: 1300 363 992
Changes to this Policy
We may update this Privacy Policy from time to time to reflect changes in law or our internal security technology. The last updated date at the bottom of this document will indicate when changes were last made.