Agility Ops Business Pty Ltd (ABN 37 650 141 950) ("we", "us", "our", or "AOB") is committed to protecting the privacy of personal information we collect. This Privacy Policy explains how we collect, hold, use and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Section 10 sets out additional information for visitors in the European Economic Area, the United Kingdom and Switzerland.
This policy applies to our corporate website (agilityops.com.au) and the following websites and products operated by AOB: insiteacademy.com.au (InSite Academy), sprintinsite.com (SprintINSite and FlowInSite), portfolioinsite.com.au (PortfolioInSite, ForecastInSite and PlanInSite), reportinsite.com.au (ReportInSite), surveyinsite.com.au (SurveyInSite), careerinsite.com.au (CareerInSite) and village1st.com.au (Village1st). For our Atlassian Marketplace applications, please also refer to the privacy information published on the relevant product website.
Community websites and apps that individual villages or community associations operate on the Village1st platform are run by those organisations, and their own privacy policies apply to them. This policy covers village1st.com.au itself, including enquiries and village onboarding applications made to us.
1. Kinds of Personal Information We Collect and Hold
The types of personal information we may collect depend on how you interact with us. This may include:
- Identity and contact information: your name, job title, organisation, email address, phone number and, where you give it, your country and state.
- Enquiry and booking information: the content of messages, enquiries, feedback, workshop bookings, village onboarding applications (including any documents you attach) and expressions of interest you send us.
- Account information: the email address you sign in with, your profile details, and records of your use of our products (for example, which features you used and when).
- Transaction information: what you bought, when, and your billing name, email and address. If you provide one, your ABN. Card details are collected and held by Stripe; we do not see or store your full card number.
- Product content: content you put into our products, such as surveys you create and the responses to them (SurveyInSite), and the career information and documents you upload (CareerInSite, see section 7).
- Licence information: for our licensed web tools, your licence key and a one-way hash of a device identifier, used to manage seat limits.
- Website usage information: your IP address, browser and device type, pages visited, time on pages and referring page, collected through cookies and similar technologies (see section 6).
We do not ask for sensitive information (such as health information, racial or ethnic origin, political opinions or biometric data). If a document you choose to upload contains sensitive information, we handle it as described in section 7 and only for the purpose you uploaded it for.
2. How We Collect Personal Information
- Directly from you: when you fill in a form, create an account, make a purchase, book a workshop, upload a document, respond to a survey, or contact us by email or phone.
- From third parties: from the Atlassian Marketplace when you install or subscribe to one of our apps, and from Stripe when you complete a payment.
- Automatically: through cookies, Google Analytics and similar technologies when you visit our websites, subject to the choices described in section 6.
Where it is reasonable and practicable to do so, we collect personal information directly from you. We will not collect personal information by unlawful or unfair means.
3. Purposes for Collection, Use and Disclosure
- To respond to your enquiries and provide customer support.
- To provide, maintain and improve our products, training and services, including creating and securing your account.
- To process payments, issue tax invoices and licence keys, and manage subscriptions.
- To send you service emails (for example, sign-in links, receipts and booking confirmations).
- To send you marketing emails about our products, services and events only where you have opted in, or where otherwise permitted under the Spam Act 2003 (Cth). Every marketing email includes a way to unsubscribe.
- To understand how our websites are used and, where you have agreed, to measure which of our advertising works (see section 6).
- To comply with the law, including tax record-keeping obligations.
- To protect the rights, property or safety of AOB, our users and the public.
We will not use or disclose personal information for a purpose other than the purpose for which it was collected, unless you would reasonably expect us to use or disclose it for a related secondary purpose, or the law permits or requires it. We do not sell personal information.
4. How We Hold and Protect Personal Information
We take reasonable steps to protect the personal information we hold from misuse, interference, loss, unauthorised access, modification and disclosure. Our measures include:
- Using established service providers to host our websites, databases and email (see section 5).
- Storing the account and product data for ReportInSite, SurveyInSite and CareerInSite in databases hosted in Australia (Sydney).
- Restricting access to personal information to authorised personnel on a need-to-know basis, with database access controls that limit each user to their own records.
- Encrypting data in transit between your browser and our websites (HTTPS/TLS).
- Reviewing our information handling practices and security measures regularly.
When personal information is no longer needed and we are not required by law to keep it, we take reasonable steps to destroy or de-identify it (see section 8).
5. Disclosure of Personal Information to Overseas Recipients
We use the following service providers, which may receive personal information to provide their services to us. The countries listed are where each provider is based or primarily processes data:
| Recipient | Country | Purpose |
|---|---|---|
| Netlify (website hosting, forms and storage) | United States | Hosting our websites; receiving form submissions and booking records |
| Supabase (databases and sign-in) | Australia (Sydney); Supabase is a United States company | Accounts, profiles and product data for ReportInSite, SurveyInSite and CareerInSite |
| Stripe (payments) | United States | Processing payments and issuing receipts and tax invoices |
| Resend (email delivery) | United States | Sending sign-in links, receipts, confirmations and other emails |
| Notion (records) | United States | Holding licence, customer and enquiry records |
| Anthropic (AI processing) | United States | AI features in CareerInSite and ReportInSite (see section 7) |
| Google (Analytics, fonts and business email) | United States | Website analytics; serving web fonts; our email accounts |
| Zoom | United States | Delivering live online workshops. We may share your name and email address with Zoom to register you for a session, and Zoom collects the details you enter or share when you join (such as your display name, device and connection details, audio, video and chat). |
| Atlassian (Forge and Marketplace) | United States | Hosting and selling our Jira Cloud applications |
| Content delivery networks (Cloudflare cdnjs, jsDelivr) | United States | Delivering software libraries used by our web tools (they receive your IP address) |
| GitHub | United States | Code repository and deployment pipelines |
If we start using advertising platforms (such as Meta, TikTok, LinkedIn or Google Ads), they will receive information only as described in section 6, and we will add them to this table before we do.
Before disclosing personal information to an overseas recipient, we take reasonable steps to ensure the recipient does not breach the APPs in relation to that information. Where this is not practicable, we will seek your consent or rely on other exceptions permitted under APP 8.
6. Cookies, Analytics and Advertising
Our websites use cookies and similar technologies:
- Essential storage: needed for the site to work, for example to keep you signed in or remember your cookie choice. These cannot be switched off.
- Analytics (Google Analytics): helps us understand how visitors use our sites. Google Analytics uses a cookie with a random identifier, so this information is pseudonymous (it does not tell us your name, but it is linked to your browser) rather than anonymous.
- Advertising measurement: we do not currently use advertising pixels. If we add them (for example from Meta, TikTok, LinkedIn or Google Ads) to measure which of our ads lead to visits or purchases, they will load only after you have chosen Accept.
Your choices. Our websites show a cookie banner with equal Accept and Decline options. If you are in the European Economic Area, the United Kingdom or Switzerland, analytics and advertising cookies stay off unless you choose Accept. Elsewhere, analytics is on by default and you can choose Decline. You can change your choice at any time using the Cookie settings link in the footer of each page. You can also block or delete cookies in your browser settings.
7. AI Features
Some of our products use AI models provided by Anthropic:
- CareerInSite: when you upload documents (for example, a CV or a psychometric report), the document is sent to Anthropic so that the relevant career information can be extracted. Your profile details and score bands are also sent to Anthropic to write your report's narrative. The uploaded file is held in a private storage area in Australia and deleted once extraction is complete; your results stay in your account until you delete them.
- ReportInSite: if you choose to generate an AI narrative, only summary figures (such as column names, totals and chart values) are sent to Anthropic, never the rows of your data. The narrative is not stored by us.
Anthropic processes this information under its commercial terms, which do not permit it to use the information to train its models. Anthropic may retain inputs and outputs for a limited period under those terms, including for trust and safety purposes. AI output is generated to help you; your scores in CareerInSite are calculated by our own rules, not by the AI model.
8. How Long We Keep Personal Information
- Accounts and product data: while your account is active. You can ask us to delete your account at any time.
- Uploaded documents (CareerInSite): deleted once the information has been extracted, as described in section 7.
- Payment and tax records: at least five years, as required by Australian tax law.
- Enquiries, bookings and expressions of interest: for up to two years after our last contact with you, unless you become a customer or ask us to delete them sooner.
- Analytics data: according to the data retention setting in our Google Analytics account, after which Google deletes it.
9. 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 request correction of any information that is inaccurate, out-of-date, incomplete, irrelevant, or misleading.
To make an access or correction request, please contact us using the details in section 13 below. We will respond to your request within 30 days. There is no charge for making a request, though we may charge a reasonable fee for providing access if the request requires substantial effort (for example, compiling information from multiple sources). We will advise you of any applicable fee before proceeding.
In certain limited circumstances, we may refuse access or correction. If we do, we will provide you with written reasons for the refusal and the mechanisms available to you to make a complaint.
10. Visitors in the European Economic Area, the United Kingdom and Switzerland
If you are in the European Economic Area, the United Kingdom or Switzerland, the following also applies:
- Who we are: Agility Ops Business Pty Ltd, Sydney, Australia, is the controller of your personal information.
- Lawful bases: we rely on your consent for analytics and advertising cookies; on performing our contract with you to provide products you sign up for or buy; on legal obligation for tax records; and on our legitimate interests to respond to enquiries and keep our services secure.
- Your rights: you can ask to access, correct or delete your personal information, to restrict or object to how we use it, and to receive a copy in a portable format. Where we rely on consent, you can withdraw it at any time (for cookies, use the Cookie settings link), without affecting what happened before.
- International transfers: your information is processed in Australia and by the providers listed in section 5, mainly in the United States. Where required, we rely on recognised safeguards such as the EU–US Data Privacy Framework or standard contractual clauses offered by those providers.
- Complaints: you can complain to the data protection authority in the country where you live or work (in the United Kingdom, the Information Commissioner's Office), as well as to us.
11. Complaints
If you believe we have breached the Australian Privacy Principles or handled your personal information inappropriately, you may lodge a complaint with us.
To make a complaint, please contact our Privacy Officer using the contact details in section 13. We will acknowledge your complaint within 7 business days and investigate it promptly. We aim to resolve all complaints within 30 days. We will provide you with a written response setting out the outcome of our investigation and any steps we will take to address your concerns.
If you are not satisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC):
- Website: www.oaic.gov.au
- Phone: 1300 363 992
- Post: GPO Box 5288, Sydney NSW 2001
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.
13. Contact Us
If you have any questions about this Privacy Policy, wish to make an access, correction or deletion request, or want to lodge a complaint, please contact our Privacy Officer:
- Privacy Officer: Gregory Collocott
- Entity: Agility Ops Business Pty Ltd
- Email: support@agilityops.com.au
- Website: agilityops.com.au
- Location: Sydney, NSW, Australia