Privacy Policy

About this policy

This policy applies to Provenance Workplace Technology Group, referred to in this policy as Provenance, we, us or our. We aim to handle personal information responsibly, transparently and in accordance with applicable Australian privacy requirements.

Provenance provides workplace technology advisory, planning, procurement, coordination, deployment and lifecycle services. In carrying out that work, we may receive personal information from clients, prospective clients, suppliers, contractors, project partners and other people we deal with in the ordinary course of business.

Our practices may change as our business, services and technology systems develop, and this policy will be updated when appropriate.

Information we collect

The types of personal information we may collect depend on the nature of our relationship with you.

• Your name and business contact details, including email address and telephone number.
• The organisation you work for and information about your role where relevant to our dealings with you.
• Information you provide through our website enquiry form.
• Information about a proposed or current workplace technology project, including project requirements, locations, timelines and stakeholder information.
• Correspondence, meeting notes and other business communications exchanged with us.
• Supplier, contractor and project-partner information reasonably required to coordinate or deliver work.
• Limited technical information generated through normal use of our website and online services where collected by the platforms we use.

Please avoid sending sensitive personal information through our website enquiry form unless it is genuinely necessary for us to respond to your request.

How we collect information

Most information comes directly from the people and organisations we work with.

We may collect personal information when you:

• submit an enquiry through the Provenance website;
• contact us by email or telephone;
• meet with us or participate in project discussions;
• request a proposal, quotation or other information;
• engage us to provide services; or
• deal with us as a supplier, contractor, consultant or project partner.

We may also receive business contact information from another person involved in a project or business relationship where it is reasonable for them to provide it to us.

Website enquiries

When you submit the contact form on our website, the information you provide is stored through our website platform, Wix, and a copy of the enquiry is automatically forwarded to our business email so that we can respond.

How we use information

We use personal information for legitimate business and project purposes.

Depending on the circumstances, we may use it to:

• respond to enquiries and requests for information;
• understand project requirements and discuss potential solutions;
• prepare proposals, quotations, scopes and related project information;
• plan, coordinate and deliver workplace technology services;
• communicate with clients, suppliers, contractors and project stakeholders;
• manage business administration, invoicing and record keeping;
• manage supplier and contractor relationships; and
• meet legal, regulatory or legitimate business requirements.

Marketing

Information submitted through our website enquiry form is currently used to respond to your enquiry and communicate with you about the matter you have raised. We do not currently use website enquiry submissions to enrol people into marketing or newsletter communications.

Sharing information

We do not sell personal information.

We may disclose or make personal information available to third parties where reasonably necessary for our business or a project. These may include:

• technology, cloud, website and email service providers;
• contractors, consultants, installers, registered cablers, licensed specialists and other delivery partners involved in an agreed project;
• suppliers, distributors and logistics providers where information is needed to arrange products or services;
• professional advisers such as accountants, insurers or legal advisers where appropriate; and
• regulators, law enforcement agencies or other parties where disclosure is required or authorised by law.

We aim to limit any disclosure to the information reasonably required for the relevant purpose.

Cloud services and overseas processing

Provenance uses third-party cloud and technology services to operate its website, communications and business systems.

Our website is hosted through Wix. Information submitted through our website may be processed or stored outside Australia.

Our business email is provided through Microsoft 365 via GoDaddy. The location at which information is stored or processed may depend on the relevant service, infrastructure and account configuration.

Other service providers we use now or in the future may also operate infrastructure outside Australia. Where our service providers change in a way that materially affects how we handle personal information, we will update this policy as appropriate.

Security and retention

Personal information may be held within the business systems, cloud platforms, communications tools and records we use to operate Provenance.

We take reasonable administrative, organisational and technical measures to protect personal information against unauthorised access, misuse, loss, interference, modification or disclosure.

We retain information for as long as it is reasonably required for the purpose for which it was collected, for our legitimate business records, or as required by law. Information that is no longer reasonably required may be deleted, securely disposed of or de-identified where appropriate.

Access and correction

If you would like to request access to personal information we hold about you, or believe that information is inaccurate, incomplete or out of date, please contact us.

We may need to verify your identity before providing access or making a correction. There may also be circumstances in which access can be limited or refused where permitted by applicable law.

Privacy questions and concerns

If you have a question, request or concern about how Provenance has handled your personal information, please contact us at hello@pwtg.com.au .

We will review the matter and respond within a reasonable period, taking into account the nature and complexity of the request.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our business, systems, service providers, legal requirements or the way we handle personal information.

The current version will be published on this page and the date at the top of the policy will show when it was last updated.

Contact Provenance

For privacy questions, access requests, corrections or concerns about information you have provided to us, email hello@pwtg.com.au or visit our Contact page .