Privacy Policy

Take Back 5 · ABN 84 901 241 821 · Effective 24 October 2026

This Privacy Policy explains how Take Back 5 (we, us or our) collects, uses and protects personal information, including through our website at www.takeback5.com.au. We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth).

1. What information we collect

The personal information we collect depends on how you deal with us. It may include:

• Contact details: your name, email address, phone number, business name and business address.
• Enquiry details: anything you tell us through our contact form, by email or on a call.
• Website usage: your IP address, browser and device type, pages visited, and the date and time of visits. Our website hosting provider records this automatically.
• Booking and payment details: if you book or pay for a service, your booking details and payment records. Card payments are processed by our payment provider; we do not see or store your full card details.

If you become a client, we may also collect:

• your business registration details (ABN or ACN) and billing information;
• information about how your business operates, such as your workflows, the software you use and the tasks that take up your time;
• notes, recordings or transcripts of discovery and review calls, if you agree to them being recorded; and
• user access to software we help you set up. We ask you to invite us as a user. We do not ask for, and you should not send us, your passwords.

2. Types of information

Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether or not it is true and whether or not it is recorded in a material form.

Sensitive information includes information about an individual’s racial or ethnic origin, political opinions, religious beliefs, membership of a trade union or professional body, criminal record or health information. We do not generally collect sensitive information. If we do, we will only use it for the purpose it was collected, for a directly related purpose, with your consent, or where required or authorised by law.

3. How we collect your information

We collect personal information directly from you when you fill in our contact form, book a call, email or phone us, or work with us.

Sometimes we receive information about you from a third party, such as a person who refers you to us. Where this happens, we will take reasonable steps to let you know.

Our website does not currently use advertising or analytics cookies. If that changes, we will update this policy.

4. How we use your information

We use your personal information to:

• respond to your enquiry and book calls;
• deliver our assessments, implementation and support services;
• send invoices and keep financial records; and
• keep in touch about our services, where you would reasonably expect it.

We will only send you marketing emails if you have asked to hear from us or are a client. Every marketing email includes a simple way to unsubscribe. We never use sensitive information for marketing.

5. Service providers and AI tools

We use trusted third-party services to run our business. These include our email and file storage provider, website host, booking and payment providers, video-call software and AI tools.

To prepare assessments, we may use AI tools to summarise call notes and transcripts and to analyse your workflows. We use business accounts for these tools, under terms that do not allow your information to be used to train their models. We only share what is needed to deliver our services.

We do not sell your personal information.

6. Overseas disclosure

Some of our service providers store or process data outside Australia, including in the United States and other countries where their servers are located. When we use these providers, we take reasonable steps to make sure they protect your information consistently with the Australian Privacy Principles.

7. Security and retention

We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access, change or disclosure. This includes secured accounts and two-step verification where available.

We keep client records for up to 7 years to meet our record-keeping obligations. When we no longer need your information, we take reasonable steps to destroy or de-identify it.

8. Access and correction

You can ask to see the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date or incomplete. Please contact us using the details below. We will respond within a reasonable time.

9. Complaints

If you have a complaint about how we have handled your personal information, please contact us. We will consider your complaint, may ask for more information, and will respond in writing. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at www.oaic.gov.au.

10. Changes to this policy

We may update this policy from time to time. The current version will always be on our website, with the date it took effect.

11. Contact us

Take Back 5 Email: hello@takeback5.com.au Phone: 0419 317 210 Website: www.takeback5.com.au