Privacy Policy

In short: we collect only the personal information we need to respond to enquiries and deliver our consulting services, we never sell it, we protect it with reasonable safeguards, and you can ask us for access or correction at any time by emailing ceo@kalopaau.space.

Our commitment

Kalopa Pty Ltd (ABN ) is a professional business and consulting services provider based in Melbourne VIC, serving clients across Australia. We respect the privacy of every person who visits our website, contacts us or engages our services, and we are committed to handling personal information responsibly and transparently.

We are bound by the Privacy Act 1988 (Cth) (the Privacy Act) and the thirteen Australian Privacy Principles (APPs) contained within it. This policy explains how we apply those principles in practice. It applies to all personal information we hold, whether collected through this website, by email or in the course of an engagement.

Information we collect

The personal information we collect depends on how you interact with us. It may include:

Identity and contact details — your name, email address, business name and role, so we can respond to you.
Enquiry and engagement information — the content of messages, project briefs and requirements you send us through our contact or quote forms, or by email.
Business information — documents and materials you provide to us for the purpose of a consulting engagement, such as operational data, plans or financial information relevant to the work.
Technical information — browser type, device type, pages visited and referring website, collected in aggregate when you use our website.

We do not ordinarily collect sensitive information (such as health information, or information about racial or ethnic origin, political opinions or religious beliefs). If we ever need to, we will only do so with your consent or where permitted by law.

How we collect it

We collect personal information in the following ways:

Directly from you — when you complete a form on this website, send us an email, or provide information during the course of an engagement.
Automatically — through cookies and similar technologies when you browse our website (see the Cookies and analytics section below).
From third parties — where a colleague or referral partner provides your contact details with your consent, or where information is publicly available and relevant to our work.

Where it is reasonable and practicable, we collect personal information directly from you. Whenever we ask for information, we limit what we request to what is necessary for the stated purpose.

How we use it

We use personal information for the primary purpose for which it was collected, which is generally to:

respond to your enquiries and prepare proposals or quotes;
deliver the professional business and consulting services you have engaged us for;
manage our relationship with you, including invoicing, record-keeping and administration;
improve our website, services and client experience;
meet our legal, tax and regulatory obligations.

We may also use your contact details to send occasional updates about our services. Where we do so, every message will include a simple way to opt out, and you can ask us to stop at any time by emailing ceo@kalopaau.space. We will not use your information for direct marketing if you have asked us not to (as reflected in APP 7).

If we need to use or disclose your information for a secondary purpose, we will only do so where that purpose is related to the primary purpose, where you would reasonably expect it, or with your consent.

Disclosure of your information

We do not sell, rent or trade personal information. We may disclose it only in limited circumstances, including to:

Service providers — hosting, cloud storage, email and accounting providers who help us operate our business. These providers are bound by confidentiality and privacy obligations and may only use the information to deliver services to us.
Professional advisers — our accountants, auditors or legal advisers, where reasonably required.
Payment and billing parties — where necessary to issue invoices and process payments for our services.
Regulators and authorities — where disclosure is required or authorised by law, court order or government agency.
You — where you have given consent for a particular disclosure.

Overseas disclosure

Some of the technology providers we rely on store or process data on servers located outside Australia, such as in the United States or Singapore. Where personal information is likely to be disclosed to an overseas recipient, we take reasonable steps under APP 8 to ensure the recipient does not breach the APPs in relation to that information, including through contractual safeguards and careful selection of reputable providers.

Cookies and analytics

Our website uses a small number of cookies and similar technologies:

Essential cookies that support core site functionality and security.
Analytics cookies that help us understand, in aggregate, how visitors use the site so we can improve it. These do not identify you personally.

You can control or delete cookies through your browser settings. Disabling cookies will not prevent you from using most of this website, although some features may not function as intended. We do not use cookies for third-party advertising or cross-site profiling.

Security and retention

We take reasonable steps to protect the personal information we hold from misuse, interference, loss and unauthorised access, modification or disclosure. Safeguards include encryption of data in transit, access controls, restricted credentials and secure disposal practices.

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting and reporting requirements. For example, business records connected with engagements are generally retained for the periods required under Australian tax law (commonly seven years). When information is no longer required, we take reasonable steps to destroy it or de-identify it.

Your rights — access and correction

Under APP 12 and APP 13, you have the right to request access to the personal information we hold about you, and to ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.

To make a request, email ceo@kalopaau.space with enough detail for us to identify you and the information concerned. We will respond within a reasonable period (our target is 30 days) and will not charge a fee for making a request or for correcting your information. In limited circumstances we may refuse access where permitted by the Privacy Act; if so, we will explain our reasons and the options available to you.

Data breaches

Kalopa Pty Ltd maintains processes to identify and respond to suspected data breaches. If a breach is likely to result in serious harm to any individual whose information is involved, we will comply with the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act, including notifying the Office of the Australian Information Commissioner (OAIC) and affected individuals as required, and taking steps to limit any harm.

Complaints

If you believe we have breached the APPs or this policy, or if you have any concern about how your personal information is handled, please contact us first at ceo@kalopaau.space. We take complaints seriously, will acknowledge your complaint promptly, and aim to provide a written response within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner at oaic.gov.au. The OAIC can be contacted for further information about your privacy rights under Australian law.

Contact us and changes to this policy

Any questions about this policy or our privacy practices can be directed to our nominated privacy contact:

Email: ceo@kalopaau.space
Mail: Kalopa Pty Ltd, Melbourne VIC, Australia

We may update this policy from time to time to reflect changes in our practices, technology or legal obligations. The current version will always be published on this page with an updated date, and material changes will be noted on our website.