Privacy Policy.

Who we are.

This policy applies to RUBIX ("RUBIX", "we", "us" or "our"), an Australian data and AI consultancy established in 2010, with offices at 330 Collins Street, Melbourne VIC 3000 and 347 Kent Street, Sydney NSW 2000. It covers personal information we collect through our website, enquiry and contact forms, our online readiness quiz, and the course of providing our consulting services.

What personal information we collect.

We collect only the personal information we reasonably need for our functions and activities. Depending on how you interact with us, this may include:

• Contact and enquiry information — your name, business email address, phone number, company, role and the details of your enquiry, submitted through our website contact form. These submissions are captured in our customer relationship management (CRM) platform, Pipedrive.
• Readiness quiz responses — the answers you provide in our online AI readiness snapshot, together with any contact details you choose to give so we can send you a result.
• Website usage and analytics data — information about how you use our website, such as pages visited, referring pages, approximate location, device and browser type, collected through cookies and analytics tools. See our Cookie Policy for detail.
• Engagement and correspondence information — information you share with us during a consulting engagement or in emails, calls and meetings.

We do not seek to collect sensitive information (as defined in the Privacy Act) through our website. Please do not send us sensitive information unless we specifically request it and you consent to providing it.

How and why we use your information.

We use personal information for purposes connected with our business, including to:

• respond to your enquiry, provide requested information and follow up on quiz results;
• deliver, manage and improve our consulting services and our relationship with you;
• operate, maintain, secure and improve our website and understand how it is used;
• send you relevant updates or communications where you have asked to receive them or where permitted by law (you can opt out at any time); and
• meet our legal, regulatory and record-keeping obligations.

Where we use your information for direct marketing, we will always give you a simple way to opt out.

Who we disclose your information to.

We do not sell your personal information. We may disclose it to trusted third parties who help us run our business, and only for the purposes described in this policy. These include:

• our CRM provider (Pipedrive), which stores contact and enquiry information;
• our website analytics provider, which processes website usage data;
• email, hosting, cloud infrastructure and communication service providers;
• professional advisers such as lawyers and accountants, where reasonably required; and
• regulators, law enforcement or courts where we are required or authorised by law to do so.

We take reasonable steps to ensure our service providers protect your information consistently with the APPs.

Storage and security.

We store personal information in secure systems operated by us and by our service providers. We take reasonable steps to protect it from misuse, interference, loss, and unauthorised access, modification or disclosure — including access controls, encryption in transit, and staff obligations of confidentiality. We retain personal information only for as long as needed for the purposes described in this policy or as required by law, after which we take reasonable steps to destroy or de-identify it.

Cookies and analytics.

Our website uses cookies and similar technologies to operate the site and understand how it is used. We do not use advertising cookies. You can control cookies through your browser settings. For full detail on the cookies we use and how to manage them, see our Cookie Policy.

Overseas disclosure.

Some of our service providers store or process data on servers located outside Australia, or operate from overseas. Where this occurs, we take reasonable steps to ensure your information is handled consistently with the APPs. By providing your personal information, you acknowledge it may be stored or processed overseas by our service providers.

Accessing and correcting your information.

You may request access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant or misleading. To make a request, contact us using the details below. We will respond within a reasonable period. There is generally no charge to make a request, though we may charge a reasonable cost for retrieving and supplying information in some cases. We may need to verify your identity before acting on a request.

How to make a complaint.

If you believe we have breached the Australian Privacy Principles or mishandled your personal information, please contact us first using the details below so we can investigate and respond. We will acknowledge your complaint and aim to resolve it promptly and fairly. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or on 1300 363 992.

Changes to this policy.

We may update this policy from time to time to reflect changes in our practices or legal obligations. The current version, with its "last updated" date, will always be available on this page.

Contact us.

For any privacy question, request or complaint, please contact:

• Email: contact@rubix.com.au
• Phone: 03 4240 3000
• Post: RUBIX, 330 Collins Street, Melbourne VIC 3000

This policy is governed by the laws of Victoria, Australia.