Our Policy.

1. About this Policy

This website, www.intelligencex.com.au, is owned and operated by IntelligenceX Pty Ltd (ABN 74 659 349 041), an Australian private company. In this Policy, “IntelligenceX”, “we”, “our” and “us” refer to IntelligenceX Pty Ltd.

IntelligenceX provides open-source intelligence, identity and subject intelligence, digital intelligence, image and media analysis, background intelligence, due diligence, online risk and reputation research, and specialist investigative support for private and professional matters.

We are based in Australia and may support engagements connected with any Australian state or territory and, where agreed, other jurisdictions. This Policy explains how we collect, hold, use and disclose personal information through our website, communications, enquiry process and accepted engagements.

We apply the Privacy Act 1988 (Cth), the Australian Privacy Principles and other applicable Commonwealth, state, territory or foreign privacy requirements where they apply to our activities. We also use the Australian Privacy Principles as a baseline for responsible information handling where appropriate. An engagement agreement or specific collection notice may provide additional information for a particular matter.

2. Personal information we may collect

The information we collect depends on whether you are making an enquiry, instructing us, connected with an organisation, or relevant to an accepted intelligence matter. It may include:

• contact and identity information, such as a name, email address, telephone number, organisation, role and authority to provide instructions;
• information contained in an enquiry, correspondence, meeting, engagement instruction or material supplied for analysis;
• administrative, contractual, billing and matter-management records;
• identifiers and associations relevant to an accepted matter, such as aliases, usernames, public profiles, organisations, domains and known relationships;
• publicly available records, online activity, published content, digital traces, technical indicators and contextual information;
• images, video, audio, documents, metadata, dates, locations and other media submitted to us or lawfully collected for analysis;
• findings, source assessments, analytical notes and reports created during an engagement;
• limited technical and security information generated when the website or enquiry form is used, such as request timing, form-validation results and security events.

Some intelligence matters may involve sensitive information or information about people other than the instructing client. We only seek to handle it where reasonably necessary for a lawful accepted matter, proportionate to the agreed purpose and permitted by applicable law.

Do not send passwords, payment credentials, identity documents, bulk datasets or unnecessary sensitive information through the initial enquiry form. We can agree on an appropriate transfer method if further material is required. We may decline to receive, restrict, quarantine or securely delete unsolicited material that is excessive, unlawful, unsafe or outside an accepted scope.

3. How we collect personal information

We collect information directly when you use the contact form, email or telephone us, attend a meeting, provide instructions, or supply material for an engagement.

For accepted matters, information may also be supplied by an instructing client, authorised representative, legal or professional adviser, referral source, service provider or another person lawfully involved in the matter. A person supplying information about someone else is expected to have an appropriate lawful basis, authority or legitimate reason for doing so and must not misrepresent the purpose for which the information is supplied.

Our work may require lawful collection from publicly available and open sources, including websites, social platforms, public records, corporate records, publications, online archives and other sources relevant to the agreed scope. Public availability does not remove the need for proportionate, secure and lawful handling.

It may be unreasonable or impracticable to collect information directly from every person whose information is relevant to an intelligence matter, particularly where direct collection would prejudice a lawful purpose, create a safety or integrity risk, or be impracticable in the circumstances. We limit collection to what is reasonably necessary for the lawful purpose and agreed scope of the engagement.

4. Why we use personal information

We may use personal information to:

• assess whether an enquiry is lawful, suitable and within our capabilities;
• confirm instructions, authority, scope, conflicts and engagement requirements;
• conduct agreed research, verification, analysis, source comparison and intelligence assessment;
• identify relevant connections, inconsistencies, risks and contextual findings;
• prepare and deliver reports or findings to the instructing client and authorised recipients;
• communicate about a matter and manage our professional, administrative and legal obligations;
• protect our website, systems, personnel and clients from misuse, fraud and security threats;
• respond to access requests, complaints, disputes, legal processes and regulatory requirements.

We do not use information submitted through the enquiry form for unrelated direct marketing. The IntelligenceX analysis and capability examples shown on this website are illustrative presentations, not public investigative tools, and the website does not make decisions about people through automated processing.

We do not knowingly authorise a client or recipient to use personal information for an unlawful, deceptive, discriminatory, harassing or abusive purpose. Contractual restrictions cannot guarantee how another person will act, but we may refuse, restrict or terminate work and preserve or disclose relevant records where permitted or required to address suspected misuse, fraud, safety concerns or legal obligations.

5. Disclosure and overseas processing

We do not sell, rent or trade personal information. We may disclose information:

• to the instructing client and recipients authorised under an accepted engagement;
• to personnel, contractors and specialist providers who require access for an accepted engagement and are subject to appropriate obligations or controls;
• to hosting, email, secure storage, information technology, communications, security and other service providers that support our operations;
• to legal advisers, insurers, auditors and other professional advisers where reasonably necessary and appropriately controlled;
• where you authorise the disclosure;
• where required or permitted by Australian or other applicable law, court or tribunal process, law enforcement or a regulator;
• where reasonably necessary to prevent or address a serious threat, suspected unlawful activity, fraud, misuse or a security incident, or to establish, exercise or defend legal rights; or
• as part of a proposed or completed business restructure, transfer or due-diligence process, subject to appropriate confidentiality, legal and information-handling safeguards.

Representative matters are published only in a de-identified form or where publication is otherwise authorised and appropriate. We do not publish client instructions or operational matter material simply because it was supplied to us.

Our website uses email infrastructure, Google reCAPTCHA and Google Maps. These and other technology providers may process limited personal or technical information using infrastructure in Australia and overseas. Provider locations and routing can vary according to infrastructure and service configuration. Where practicable and required, we take reasonable steps appropriate to the circumstances before disclosing personal information overseas and can provide current information relevant to a proposed engagement on request.

6. Security, storage and retention

We use administrative, technical and physical safeguards appropriate to the nature and sensitivity of the information we hold. Measures include access controls, form-integrity and anti-abuse protections, protected server configuration, authenticated communications, service-provider controls, security logging and procedures intended to reduce misuse, interference, loss and unauthorised access, modification or disclosure.

No internet transmission, website, email service, third-party platform or storage system can be guaranteed completely secure. You should use an agreed secure transfer method for sensitive operational material and notify us promptly if you believe information has been sent to the wrong recipient or security may have been compromised.

Enquiries, engagement records and analytical material are retained only for as long as reasonably required for the purpose for which they were collected, the accepted scope, professional obligations, dispute management, security and applicable law. Website security logs are designed to avoid storing enquiry content and are ordinarily retained for 30 days unless a security event or legal requirement requires longer retention.

When personal information is no longer required, we take reasonable steps to securely delete or de-identify it, subject to lawful retention requirements. If an eligible data breach occurs and the Notifiable Data Breaches scheme applies, we will assess and respond to it in accordance with applicable requirements.

7. Access and correction

You may request access to personal information we hold about you, or ask us to correct information you believe is inaccurate, out of date, incomplete, irrelevant or misleading. Contact us using the details below and identify the information concerned. We may need to verify your identity and authority before responding.

Access may be refused, redacted or limited where an Australian or other applicable privacy-law exception applies, including where access would unreasonably affect another person, reveal another person’s information, prejudice a lawful investigation, reveal confidential or commercially sensitive material, compromise security or privilege, conflict with a legal duty or be unlawful. Where required, we will explain the reason and available complaint options.

8. Data quality, source limitations and responsibility

We take reasonable steps appropriate to the purpose to assess the relevance, reliability, currency and context of personal information used or disclosed. Open-source and third-party information may be incomplete, outdated, duplicated, misattributed or inaccurate. Analytical findings may therefore include qualifications, confidence assessments and limitations.

Clients and authorised representatives should provide accurate information, promptly correct known errors and tell us if circumstances change. A client must not remove qualifications, selectively reproduce findings or use information outside the agreed lawful purpose in a way that is misleading or harmful.

Where practicable, you may ask a general question without identifying yourself. However, we may require verified identity, authority and contact information before assessing or accepting an intelligence engagement, responding to an access request, protecting security or complying with legal and professional obligations.

9. Privacy enquiries and complaints

Send a privacy question, access or correction request, or complaint to support@intelligencex.com.au, call 1300 468 359, or write to IntelligenceX Pty Ltd, Level 2, Suite 209, 9-11 Claremont Street, South Yarra VIC 3141.

Please explain the issue and include enough information for us to identify the relevant interaction or matter. We will acknowledge the complaint, investigate it fairly and may request further details. We aim to provide a substantive response within 30 days, although a complex matter may require more time.

If you are not satisfied with our response, you may be entitled to complain to the Office of the Australian Information Commissioner or another relevant regulator.

10. Changes to this Policy

We may update this Policy to reflect changes in law, technology, services or our information-handling practices. The current version will remain available on this page.