PRIVACY POLICY

1. Overview

Gain Insights Pty Ltd ("Gain Insights", "we", "us", "our") is committed to protecting personal information and handling it in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information in connection with our professional services and business operations.

2. Scope

This Privacy Policy applies to personal information collected:

• Through our professional engagements and service delivery
• Through communications with clients and prospective clients
• Via our website (if applicable)
• Through referrals, introductions, industry events, or publicly available professional sources
• Through service providers and business partners supporting our operations

3. Personal Information We Collect

We collect personal information that is reasonably necessary to conduct our business and deliver our services. Depending on the context, this may include:

• Name
• Job title and professional role
• Organisation name
• Business contact details (email address, telephone number, business address)
• Information provided in the course of a professional engagement
• Records of communications and correspondence
• Limited technical information (such as IP address and browser type) where our website is used

We generally collect personal information directly from you or from your organisation. In some circumstances, we may collect information from third parties, including publicly available professional sources or referrals.

If you choose not to provide certain information, it may limit our ability to provide services or respond to enquiries.

4. Sensitive Information

"Sensitive information" has the meaning given under the Privacy Act 1988 (Cth) and includes information such as health information, racial or ethnic origin, political opinions, religious beliefs, criminal record, biometric information, and similar categories.

Gain Insights does not intentionally collect sensitive information. If sensitive information is provided to us in the course of a professional engagement, we will:

• Only use or disclose it for the primary purpose for which it was provided, or a directly related purpose
• Handle it in accordance with applicable legal requirements
• Take reasonable steps to ensure appropriate security safeguards apply

5. Purpose of Collection

We collect and use personal information for purposes including:

• Delivering Bid Intelligence and BIDCODE™ services
• Communicating with clients and prospective clients
• Managing and administering professional engagements
• Maintaining internal governance, risk management, and compliance processes
• Improving and developing our services
• Complying with legal and regulatory obligations
• Protecting our legal rights and interests

We do not sell or trade personal information.

6. Disclosure of Personal Information

We may disclose personal information where reasonably necessary for the purposes outlined above, including to:

• Technology, cloud storage, data hosting, and software service providers
• Professional advisers (including legal, accounting, compliance, and insurance advisers)
• Contractors or service providers engaged to support our operations
• Regulatory authorities, courts, or law enforcement bodies where required or authorised by law
• A prospective purchaser or successor entity in connection with a corporate transaction, subject to appropriate confidentiality protections

We take reasonable steps to ensure that third parties who handle personal information on our behalf do so in a manner consistent with applicable privacy obligations.

7. Use of Technology Platforms

Gain Insights utilises secure technology platforms and digital tools to support document analysis, data processing, communication, and report preparation.

These tools are used solely for the purpose of delivering professional services and supporting our business operations. We implement appropriate safeguards to protect confidentiality and do not use client information for unrelated commercial purposes.

8. Overseas Disclosure

Some service providers engaged by Gain Insights may store or process data outside Australia.

Where personal information is disclosed overseas, we take reasonable steps to ensure the recipient handles that information in accordance with Australian privacy standards or comparable safeguards.

9. Data Security

We implement reasonable administrative, technical, and organisational safeguards to protect personal information against misuse, interference, loss, unauthorised access, modification, or disclosure. These safeguards may include:

• Secure cloud-based storage environments
• Access controls and role-based permissions
• Password-protected systems and multi-factor authentication (where applicable)
• Professional-grade software platforms
• Confidentiality obligations imposed on personnel and service providers

While we take reasonable steps to protect information, no system of transmission or storage is completely secure.

10. Data Retention

We retain personal information only for as long as reasonably necessary to fulfil the purposes described in this Privacy Policy or to comply with legal and regulatory requirements.

Client engagement materials may be retained for governance, compliance, and record-keeping purposes. Where information is retained for analytical or benchmarking purposes, we take reasonable steps to de-identify it where appropriate.

11. Access and Correction

You may request access to the personal information we hold about you and request correction if you believe it is inaccurate, incomplete, or out of date.

We will respond to such requests in accordance with applicable legal requirements. In certain circumstances permitted by law, we may refuse access and will provide reasons where required.

Requests may be made using the contact details below.

12. Complaints

If you believe that we have breached the Australian Privacy Principles or mishandled your personal information, you may lodge a complaint by contacting us using the details below.

Please provide sufficient details about your concern so that we can investigate. We will:

• Acknowledge your complaint within a reasonable timeframe
• Investigate the matter
• Provide a written response outlining the outcome of our investigation and any steps we will take

If you are not satisfied with our response, you may have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

13. Website Information

If you visit our website, we may collect limited technical information such as IP address, browser type, device information, and usage data for analytics, security, and performance monitoring purposes.

We may use cookies or similar technologies to improve website functionality. You can control cookie settings through your browser.

14. Amendments

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The current version will be made available on our website or upon request.

15. Contact

For enquiries regarding this Privacy Policy or our privacy practices, please contact: