Privacy Policy

Encite Partners respects the privacy of the people we work with. This policy explains what personal information we collect, how we use it, where it is kept and how you can ask about it. It sits alongside our Confidentiality Policy (encitepartners.com/confidentiality) and our Terms and Conditions (encitepartners.com/terms).

 

  1. What we collect

We collect the personal information we need to deliver coaching and advisory services. This includes:

Your name, role, organisation, email address and phone number.

Recordings and transcripts of coaching meetings and other meetings held online, where the meeting is recorded.

Notes, action items, plans and documents produced during our work together.

Invoicing and payment details for the organisation we bill.

Information you give us through our website, forms, surveys or email.

Responses to surveys we run for your organisation, including from parents, staff, board members and leadership, whether completed online or on paper.

Coaching conversations can be personal. We treat everything said in a meeting as confidential, whether or not it would count as personal information under the law.

  1. How we collect it

Most of what we hold comes directly from you, in meetings, by email or through forms. Online meetings held on Microsoft Teams may be recorded and transcribed automatically. You will always be notified when a meeting is being recorded, and you can ask for recording to be switched off at any time.

Your organisation may also give us contact details for the people we are asked to survey or meet with, so that we can send surveys and invitations on its behalf.

  1. How we use it

We use personal information to:

Deliver and improve the coaching and advisory services you or your organisation have engaged us for.

Give you access to your own meeting transcripts and documents.

Schedule meetings and send reminders.

Invoice and manage the engagement.

Meet our legal and accounting obligations.

Send surveys on behalf of your organisation and prepare summaries of the results.

Taking part in a survey is voluntary. Survey results are reported to the organisation in summary form, such as themes, word clouds and comments quoted without names. We do not attribute comments to named individuals. Where a group is small, we combine or paraphrase responses so that no individual can be identified. We do not give the organisation individual survey responses unless respondents were told this before responding.

We do not sell or share any information with any third parties and we do not use it for marketing to you unless you have opted in to marketing style communication or you have asked us to keep you informed.

  1. Automated processing and AI tools

We use software, including AI-based tools, to transcribe recorded meetings, to file transcripts, to analyse survey responses and to draft summaries and action lists for our own coaches. These tools process the content of meetings on our behalf. We choose providers that do not use our data to train their models, and the output is reviewed by a person before it is used. If you do not want your meetings processed in this way, tell your coach and we will arrange otherwise.

  1. Where it is stored and who can see it

Your information is stored in our Microsoft 365 environment, in Microsoft data centres located in Australia. Access is limited to the Encite Partners team members who are directly engaged with your contract.

We share personal information with service providers only as needed to run the business, for example our accounting software provider for invoicing and Microsoft for hosting. Online surveys are run through Microsoft Forms, and survey responses are stored in Australia. We do not disclose meeting content or individual survey responses to anyone outside Encite Partners without your consent, except where the law requires it.

  1. How long we keep it

We keep meeting recordings, transcripts, survey responses, contact lists and working documents for the length of the engagement and for five years afterwards, in line with our record-keeping obligations, unless you ask us to remove them sooner and we are able to.

Paper survey forms are scanned and the originals are securely destroyed.

  1. Security

We protect personal information with access controls, named user accounts, multi-factor authentication for our team and the security features of Microsoft 365. No system is perfectly secure, and if we become aware of a breach that is likely to cause you serious harm we will tell you and, where required, the Office of the Australian Information Commissioner.

  1. Access and correction

You can ask us at any time what personal information we hold about you, ask for a copy, or ask us to correct it. Contact us at team@encite.partners. We will respond within 30 days.

  1. Complaints

If you have a concern about how we have handled your personal information, contact us first using the details above and we will look into it. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

  1. Changes to this policy

We may update this policy from time to time. The current version is always at encitepartners.com/privacypolicy. This version is dated 2 November 2026.

Conscious Ventures Pty Ltd, trading as Encite Partners, ACN 103 939 091