Privacy Policy

1. Introduction

This Privacy Policy explains how SWP Technologies Pty Ltd (“we”, “us”, or “our”) collects, uses, discloses, and protects your personal information when you use our Workforce Planning Maturity Assessment platform (the “Service”).

By accessing or using the Service, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use the Service.

We are committed to handling personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), as well as applicable international privacy laws where relevant.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, password, company name, industry, country, and workforce size.
• Profile Information: Bio, website, and profile picture.
• Assessment Data: Your responses to maturity assessment questions and engagement level selections.
• Communications: Messages you send to us or other users through the Service.

2.2 Automatically Collected Information

• Usage Data: Pages visited, features used, and time spent on the Service.
• Device Information: Browser type, operating system, and IP address.
• Cookies and Similar Technologies: We use cookies to maintain your session and improve your experience. See Section 11 for further detail.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Create and manage your account
• Process and store your assessment responses
• Generate benchmarking insights and recommendations
• Send you service-related communications and updates
• Respond to your enquiries and provide customer support
• Monitor and analyse usage patterns to improve the Service
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations

4. Information Sharing and Disclosure

We do not share your personal information except in the circumstances set out below. We do not sell your personal information in the traditional sense.

• With Your Consent: When you explicitly authorise us to share your information, including where you opt in to sharing with Authorised Partners.
• Authorised Partners: Where you have provided consent, we may share your personal information and assessment data with our network of Authorised Partners. Authorised Partners may include conference organisers, professional associations, research institutions, workforce planning solution providers, and other organisations operating in the strategic workforce planning and people analytics space. The categories of Authorised Partners active at the time will be disclosed to you at the point of consent. You may withdraw your consent to future partner sharing at any time through your account settings or by contacting us.
• Service Providers and Related Entities: We may disclose or provide access to information to trusted service providers and related entities that assist us in operating the Service. This includes Workforce Planning Institute and providers supporting technology, customer relationship management, email communications, analytics and artificial intelligence. We use Zoho for customer relationship management and email communications. These parties are provided information only where reasonably necessary for the relevant service.
• Aggregated Benchmarking Data: We may publish or share de-identified, aggregated data derived from assessment responses with partners, clients, or publicly. This data is not intended to identify individual users or organisations.
• Legal Requirements: When required by law, court order, or government request.
• Business Transfers: In connection with a merger, acquisition, restructuring or sale of assets, where information may be transferred as part of that transaction. Where required, we will notify you of a material change in ownership or control.

5. Data Security

We take reasonable technical and organisational measures designed to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Measures may include encryption, access controls, authentication and security monitoring, where appropriate to the Service.

No method of transmission over the internet or electronic storage is completely secure. While we take reasonable steps to protect your information, we cannot guarantee absolute security. You should notify us promptly if you become aware of unauthorised use of your account.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Where data is no longer required for the purpose it was collected, we will take reasonable steps to destroy or de-identify it in accordance with our obligations under the Privacy Act 1988 (Cth).

You may request deletion of your account and associated data at any time through your profile settings or by contacting us directly.

7. Your Rights and Choices

Depending on your location, you may have the following rights in relation to your personal information:

• Access: Request access to the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to our legal obligations.
• Data Portability: Request a copy of your data in a structured, machine-readable format.
• Objection: Object to certain processing of your information.
• Withdraw Consent: Withdraw consent where processing is based on consent, without affecting the lawfulness of processing before withdrawal.

To exercise any of these rights, please use the data export and account management features in your profile settings, or contact us using the details in Section 17.

8. International Data Transfers

Our primary platform data is stored in Australia. We may use third-party service providers that process limited personal information outside Australia, including providers supporting communications, customer relationship management, analytics, technology and artificial intelligence services.

Where personal information is disclosed or made accessible outside Australia, we take reasonable steps, where required, to ensure that it is handled consistently with applicable Australian privacy requirements. The countries involved may vary depending on the service provider used from time to time.

9. Children’s Privacy

The Service is intended for use by professionals and is not directed at individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected information from a person under 18, we will delete it promptly. If you believe we may have collected such information, please contact us.

10. Anonymity and Pseudonymity

Under APP 2, individuals should have the option to interact with organisations anonymously or under a pseudonym where lawful and practicable.

Due to the nature of the Service, anonymous or pseudonymous use is not practicable for account holders completing the maturity assessment. The Service requires account creation with verified identity information to generate meaningful, personalised benchmarking results, maintain assessment history, and enable partner data sharing where consented to. Allowing anonymous access would prevent us from delivering the core functions of the Service.

Where you contact us with a general enquiry and do not wish to identify yourself, we will endeavour to respond on an anonymous basis where practicable.

11. Cookies and Tracking Technologies

We use cookies and similar technologies to maintain your session, remember your preferences, and analyse Service usage. Cookies are small text files placed on your device when you visit the Service.

You can control or disable cookies through your browser settings. Please note that disabling cookies may affect your ability to use certain features of the Service. We do not use cookies for advertising purposes.

12. Unsolicited Personal Information

From time to time, we may receive personal information that we did not request, for example through unsolicited emails, referrals, or information provided in excess of what we asked for.

Where we receive unsolicited personal information, we will assess whether we could have collected that information under APP 3 had we solicited it. If we could not have collected it, or if holding it serves no legitimate purpose, we will take reasonable steps to destroy or permanently de-identify that information as soon as practicable.

Where we determine that unsolicited information may be lawfully held, we will handle it in accordance with this Privacy Policy.

13. Government-Related Identifiers

SWP Technologies does not collect, use, or disclose government-related identifiers such as Tax File Numbers (TFNs), Medicare numbers, driver's licence numbers, passport numbers, or any other identifiers issued by an Australian or foreign government body.

If you believe we have inadvertently collected such an identifier, please contact us immediately using the details in Section 17 and we will destroy or de-identify that information promptly.

14. Artificial Intelligence and Automated Processing

14.1 Use of AI and Automated Technologies

The Service may use artificial intelligence, machine learning and other automated technologies to support assessment analysis, benchmarking, recommendations, and the operation and improvement of the Service.

We may use third-party artificial intelligence and technology providers in delivering these functions. We take reasonable steps to minimise the personal information provided to these services and to ensure that personal information is handled consistently with this Privacy Policy and applicable privacy laws.

14.2 Assessment Results and Recommendations

Some assessment scores, benchmarking results, insights and recommendations may be generated or assisted by automated systems or artificial intelligence. These outputs are based on information provided through the Service and available benchmarking data.

These outputs are intended to provide guidance and insights. They do not constitute professional advice and are not intended to make decisions about an individual's employment, legal rights or entitlements.

14.3 Use of Data to Improve the Service

We may use de-identified or aggregated assessment data to improve our benchmarking, analysis, recommendations and platform functionality. We do not intentionally use information that directly identifies an individual for the purpose of training publicly available artificial intelligence models.

Where third-party AI services are used, information may be processed by those providers in accordance with the contractual arrangements and privacy protections applicable to those services.

14.4 Your Choices

If you do not wish your assessment data to be used in de-identified or aggregated benchmarking or platform improvement activities, you may request this using the contact details in Section 17. This does not affect the delivery of your individual assessment results.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our practices or for legal, regulatory, or operational reasons. When we make material changes, we will update the version date at the top of this document and, where appropriate, notify you by email or through the Service.

Where required by applicable law, we may ask you to review and accept the updated policy before continuing to use the Service. Your continued use of the Service after any changes constitutes your acceptance of the updated policy.

16. Regional Provisions

16.1 Australia - Privacy Act 1988 (Cth)

This Privacy Policy is intended to support our obligations under the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply to us.

16.2 European Economic Area - GDPR

If the GDPR applies to our processing of your personal data, we will process that data on an applicable lawful basis and provide the rights required by law.

16.3 United States

Depending on where you live and which privacy laws apply, you may have additional rights concerning your personal information. Where applicable, we will respond to requests and provide choices required by those laws.

16.4 Privacy Complaints

If you believe we have not handled your personal information appropriately, please contact us using the details in Section 17 and provide details of your concern. We will acknowledge and investigate privacy complaints within a reasonable period and aim to respond within 30 days.

If you are not satisfied with our response and Australian privacy law applies, you may be able to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

17. Contact us

For questions, privacy requests, or concerns about how we handle your information, send our team an enquiry.

Last updated: 5 January 2026