Legal

Privacy Policy

Last updated: 25 July 2026

1. Our commitment

Concillex Pty Ltd (ABN 37 694 078 067) (Concillex, we, us or our) respects your privacy and handles personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

This policy explains the personal information we collect, why we collect it, how we use and protect it, and the choices available to you.

2. Personal information we collect

The information we collect depends on how you interact with us and may include:

• your name and contact details;
• details about an enquiry, complaint or dispute;
• information provided when you request or use our services;
• billing and payment information;
• correspondence, documents and records you provide;
• information about representatives, advisers or other people involved in a matter;
• website usage, device and technical information; and
• any other information you choose to provide.

Some matters may involve sensitive information, such as health information, racial or ethnic background, professional memberships or information about legal or administrative proceedings. We collect sensitive information only where it is reasonably necessary and permitted by law, including where you have consented.

Please avoid providing information about another person unless you are authorised to do so.

3. How we collect information

We generally collect personal information directly from you, including when you:

• contact us or submit an online form;
• register for or use a service;
• attend a meeting, mediation, conciliation or other dispute resolution process;
• communicate with us by email, telephone, video conference or in person; or
• visit our website.

We may also receive information from your authorised representative, another participant in a matter, a service provider, a court, tribunal, government body or publicly available source.

Where practical, you may deal with us anonymously or using a pseudonym. This may not be possible where we need to verify your identity or properly deliver a service.

4. Why we use personal information

We may collect, hold, use and disclose personal information to:

• respond to enquiries and assess service requests;
• provide dispute resolution, education and related services;
• administer appointments, matters, accounts and payments;
• communicate with participants, representatives and service providers;
• manage safety, accessibility, conflicts of interest and service suitability;
• improve our services, resources and website;
• maintain business, operational and legal records;
• prevent fraud, misuse or security incidents;
• comply with legal and regulatory obligations; and
• send service updates or marketing communications where permitted.

You may unsubscribe from marketing communications at any time. We may still send communications necessary to provide or administer a service.

5. Dispute resolution information

Information provided for a mediation, conciliation or other dispute resolution process may be subject to separate confidentiality arrangements, professional obligations or legal protections.

We will handle that information in accordance with the terms applying to the particular process. This privacy policy does not alter any confidentiality agreement, privilege, statutory restriction or professional obligation that applies to a matter.

6. Disclosure of information

We may disclose personal information where reasonably necessary to:

• our employees, contractors and professional advisers;
• technology, hosting, communications, payment and administrative service providers;
• mediators, conciliators, facilitators or other practitioners engaged in a matter;
• people you have authorised us to communicate with;
• insurers, auditors or regulatory bodies; or
• courts, tribunals, government agencies or law enforcement bodies where required or authorised by law.

We do not sell personal information.

7. Overseas service providers

Some technology or service providers may store or process information outside Australia.

Where personal information is disclosed overseas, we take reasonable steps to ensure it is handled appropriately and in accordance with applicable Australian privacy requirements. The countries involved may vary according to the providers we use.

Contact us if you would like further information about our current overseas service arrangements.

8. Website data and cookies

Our website may use cookies and similar technologies to operate, maintain security, remember preferences and understand how the website is used.

Technical information may include your IP address, browser type, device details, pages visited and the time of access.

You can restrict cookies through your browser settings, although this may affect the operation of parts of the website.

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites.

9. Storage and security

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

These measures may include access controls, secure systems, authentication procedures, staff confidentiality requirements and the use of reputable service providers.

No online system is completely secure. You should take care when sending personal or sensitive information electronically.

We retain personal information only for as long as reasonably required for our services, business operations, dispute management, insurance and legal obligations. Information that is no longer required is securely destroyed or de-identified where appropriate.

10. Data breaches

We maintain procedures for responding to suspected privacy and security incidents.

Where a data breach is likely to result in serious harm and the law requires notification, we will notify affected individuals and the Office of the Australian Information Commissioner.

11. Access and correction

You may ask to access personal information we hold about you or request that inaccurate, incomplete or out-of-date information be corrected.

We may need to verify your identity before processing a request. In some circumstances, the law permits us to refuse access or correction. Where that occurs, we will generally provide written reasons and explain the available complaint process.

12. Privacy enquiries and complaints

Privacy enquiries, access requests and complaints may be directed to:

Please provide enough information for us to understand and respond to your request.

We will acknowledge a privacy complaint and aim to provide a substantive response within 30 days.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

13. Changes to this policy

We may update this policy when our practices, service providers or legal obligations change. The current version will be published on our website with its effective date.