Privacy Policy

1. Who we are

Capvera Pty Ltd is an Australian strategic consultancy that works with professional associations and member-based not-for-profit organisations. Our services include organisational diagnostics, capability frameworks, executive recruitment support, and strategic advisory work.

Our website is capvera.com.au.

2. What information we collect

We collect personal information in the ordinary course of providing our services. This includes:

• Contact information — name, email address, phone number, job title, and organisation.
• Diagnostic and assessment data — responses submitted through our capability tools, including the PACS Recruitment Tool and Personal Capability Audit, role profiles, and self-assessments.
• Engagement information — proposal discussions, scoping conversations, and service delivery correspondence.
• Website usage data — pages visited, time on site, browser type, and referring URLs, collected via standard analytics tools.

We collect only what is reasonably necessary for our work. We do not collect sensitive information as defined by the Privacy Act unless it is directly relevant and you have consented.

3. How we collect information

We collect personal information directly from individuals through:

• Enquiry forms and email correspondence
• Diagnostic and capability assessment tools hosted on our website
• Meetings, calls, and workshops
• Proposals and service agreements

In some cases, information about individuals may be provided to us by the organisation engaging our services — for example, where a professional association engages Capvera to conduct a capability review and provides us with staff or candidate information. In those cases, we rely on the engaging organisation to have obtained appropriate consent from those individuals.

4. How we use your information

We use personal information to:

• Deliver the services we have been engaged to provide
• Produce diagnostic reports, capability profiles, and strategic outputs for clients
• Communicate with you about your engagement or enquiry
• Improve our tools and service methodology
• Meet our legal and contractual obligations

We do not use personal information for direct marketing without consent. We do not sell, rent, or trade personal information to third parties.

5. Disclosure of information

We disclose personal information only where necessary and appropriate. This may include:

• Clients — where our engagement involves producing reports that include individual data (e.g. candidate assessments or staff capability profiles), we share those outputs with the engaging organisation.
• Service providers — we may use third-party tools such as document hosting, analytics, or AI-assisted drafting tools that process data on our behalf. We take reasonable steps to ensure these providers handle data appropriately.
• Legal requirements — we may disclose information if required by law, court order, or regulatory authority.

We do not disclose personal information to overseas recipients as a matter of course. Where any overseas processing occurs (e.g. via cloud-based tools), we take reasonable steps to ensure comparable privacy protections are in place.

6. Data storage and security

Personal information is stored securely using industry-standard practices. We take reasonable steps to protect information from misuse, interference, loss, and unauthorised access or disclosure.

We retain personal information only for as long as it is needed for the purpose it was collected, or as required by law. Client engagement data is generally retained for seven years in line with standard business record-keeping obligations, after which it is securely deleted.

7. Access and correction

You have the right to request access to personal information we hold about you, and to ask us to correct it if it is inaccurate, incomplete, or out of date. We will respond to access requests within 30 days. In limited circumstances we may decline a request — if so, we will explain why in writing.

To make an access or correction request, please contact us.

8. Cookies and website analytics

Our website may use cookies and analytics tools to understand how visitors use the site. This data is aggregated and is not used to identify individuals. You can disable cookies through your browser settings, though this may affect some site functionality.

We do not use advertising networks or behavioural tracking on our website.

9. Complaints

If you believe we have mishandled your personal information, please contact us in the first instance. We take all privacy complaints seriously and will respond within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or by calling 1300 363 992.

10. Changes to this policy

We may update this policy from time to time. The current version will always be published at capvera.com.au/privacy with the effective date shown at the top.