Privacy Policy
Last updated: 22 October 2026
1. About this policy
Holistic Asset Management Pty Ltd (ABN 23 617 889 415), trading as HolisticAM (“we”, “us”), is a reliability engineering and asset management consultancy based in Maroochydore, Queensland. We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth).
This policy explains what personal information we collect, where it comes from, how we use it, who we share it with, how long we keep it, and how you can see it, correct it or complain. It covers www.holisticam.com.au and apollorcatraining.com.au, and the work we do with clients, prospective clients, training attendees and job applicants.
“Personal information” means information about an identified person, or a person who can reasonably be identified.
2. What we collect, and about whom
| If you are | We may hold |
|---|---|
| A website visitor | Pages you view, the site you came from, device and browser type, approximate location, and the organisation your network belongs to. See section 9. |
| Someone who contacts us or downloads a resource | Your name, work email, phone, company, role, your message, and how you found us (campaign tags, landing page, referring site, Google Analytics ID). |
| A client contact | Your name, role, work contact details, emails and meeting notes between us, invoices, payment reminders and software licence details. |
| A prospective client contact | Your name, role, employer, work email and phone, your public LinkedIn profile and job changes, public posts relevant to our work, and the messages we have exchanged. |
| A training attendee | Booking, attendance and payment details. |
| A job applicant | Your CV, application answers, interview recordings and notes, assessment results and referee comments. |
| Someone in a meeting with us | Recordings, transcripts and summaries of the meeting. |
We do not ask for sensitive information such as health, religion or political views. If you send it to us unprompted, we do not record it in our systems unless the law requires us to.
3. How we collect it
- From you: when you fill in a form, email or call us, book a course, apply for a job, or meet with us.
- From your employer or colleagues: when they introduce you or name you as a contact on a project.
- From business contact data services: we buy verified work contact details from Lusha and Apollo.io.
- From public sources: your employer’s website, company announcements, and your public LinkedIn profile and posts. We read LinkedIn through Unipile, a service that connects to our Managing Director’s LinkedIn account.
- From our website tools: analytics and advertising tags. See section 9.
If we collect your details from someone other than you and contact you, our first message says who we are. You can ask us at any time where we got your details.
4. Why we use it
- To answer your enquiry and deliver the services, training or software you buy from us.
- To manage our relationship with you and your organisation, including invoices, payment reminders and licence renewals.
- To tell you about our services, events and articles, where the law allows and until you ask us to stop. See section 6.
- To assess job applications.
- To understand how people use our website and improve it.
- To meet our legal obligations and protect our legal rights.
We do not sell your personal information.
5. How we use AI and automated decisions
We use AI tools in our business, mainly Anthropic’s Claude. They help us:
- draft and send emails and LinkedIn messages to clients and prospective clients;
- read business email about our clients and prospects, and pick out the facts we need for our records;
- summarise meetings;
- score and route website enquiries;
- keep our client records up to date and send payment reminders and licence renewal notices;
- assess job applications against the role.
Our agreement with our main AI provider does not allow it to use your information to train its models.
Decisions made or supported by a computer program. Some of these tools make decisions, or do things that are substantially and directly related to a decision, that could affect you. The kinds of decision are:
| Decision | Information used | Role of the program |
|---|---|---|
| Whether, when and how we contact a prospective client | Work contact details, role, employer, public company news, LinkedIn activity, past messages with us | Selects contacts and timing, drafts the message, and sends it within limits we set. Some messages are sent without a person reviewing each one. |
| How a website enquiry is prioritised and who answers it | Form details and how you found us | Scores and routes the enquiry. A person replies. |
| When a payment reminder is sent | Invoice details and the accounts contact | Sends reminders on a schedule. A person decides any step beyond a reminder. |
| Which job applicants go forward to interview | CV, application answers, interview notes and assessment results | Scores and ranks applicants. A person makes every shortlisting and hiring decision. |
If you want a person at HolisticAM to review something one of these tools did, contact us (section 13).
6. Marketing emails and messages, and how to stop them
Every marketing email we send names Holistic Asset Management Pty Ltd and gives you a way to stop further messages. To stop:
- reply “no thanks” or “unsubscribe” to the email or LinkedIn message;
- use the unsubscribe link where there is one; or
- email [email protected].
We act on your request within five business days, usually sooner, across email and LinkedIn. We keep a record of your request so we do not contact you again by mistake.
7. Who we share it with
We share personal information only as far as needed with our staff and contractors, our professional advisers and insurers, the service providers below, and anyone the law requires us to tell (for example a court or regulator). If our business is sold, our records may pass to the buyer under a duty of confidentiality.
| Service provider | What it does for us | Where it holds data |
|---|---|---|
| Zoho (CRM, live chat) | Client and prospect records | Australia |
| Microsoft 365 | Email, calendar, documents, Teams | Australia |
| WorkflowMax | Job management and timesheets | Australia |
| Our web host | Website, forms and course bookings | Australia |
| Xero | Invoicing and accounts | Australia, New Zealand, United States |
| Anthropic (Claude) | AI drafting, summarising and analysis | United States |
| Fireflies.ai | Meeting recording and transcripts | United States |
| GitHub | Storage of our internal business records and software | United States |
| Apollo.io | Business contact data | United States |
| Lusha | Business contact data | European Union (Ireland) |
| Unipile | Connection to LinkedIn | European Union (France) |
| Kit | Newsletter | United States |
| Resend and Trigger.dev | Sending automated emails | United States |
| Calendly | Meeting bookings | United States |
| Stripe | Course payments | United States |
| CVviz | Job applications | United States and European Union |
8. Overseas disclosure
As the table in section 7 shows, some of our service providers hold or process information outside Australia, mainly in the United States and the European Union. We choose providers with recognised security standards and contract terms that protect your information, and we take reasonable steps to make sure they handle it consistently with the Australian Privacy Principles.
9. Our websites, cookies and tracking tools
Our websites use cookies and similar tags. Most browsers let you block or delete cookies; blocking them may stop parts of the site working.
| Tool | What it does | Provider and location |
|---|---|---|
| Google Analytics and Google Tag Manager | Measures how the site is used. When you submit a form, Google’s tag also sends Google a scrambled (hashed) copy of the email, phone and address you typed, for measurement. | Google, United States |
| LinkedIn Insight Tag | Measures visits from LinkedIn and lets us show LinkedIn ads to past visitors | LinkedIn, United States |
| Leadberry | Identifies the organisation a visit comes from, using its network address | Leadberry (Brandlift Inc.), United States |
| Zoho SalesIQ | Live chat and visitor records | Zoho, Australia |
| Cloudflare | Security, delivery and cookie-free visit counts | Cloudflare, United States (global network) |
| NitroPack | Page speed and delivery | NitroPack, European Union |
| Calendly | Meeting booking widget | Calendly, United States |
| Our attribution cookie (ham_attrib) | Remembers how you first arrived, for 90 days, so an enquiry is linked to the right campaign | HolisticAM |
Links to other websites are for convenience. We are not responsible for their privacy practices.
10. How we protect it and how long we keep it
We protect personal information with technical and organisational measures, including access controls, multi-factor sign-in, encrypted connections and limits on who can see what. No system is perfectly secure, so we also plan for incidents (section 11).
We keep personal information only as long as we need it, then delete it or remove what identifies you.
| Record | Kept for |
|---|---|
| Emails and notes with client contacts | 24 months after our last contact, unless an engagement needs them longer |
| Meeting recordings and transcripts | 24 months after the meeting |
| Written notes and summaries of meetings, kept as our record of client work and decisions | As long as we need them as that record |
| Prospective client records where you never replied | 12 months after our last contact |
| Proof that we were allowed to email you, and opt-out requests | 7 years |
| The list of people who asked not to be contacted | As long as we might otherwise contact you |
| Unsuccessful job applications | 12 months after the hiring decision, unless you agree to us keeping them longer |
| Invoices, contracts and financial records | 7 years, as tax and company law requires |
| Website analytics | 14 months |
11. Data breaches
If a data breach involving your information is likely to cause you serious harm, we will assess it promptly and, where the Notifiable Data Breaches scheme in the Privacy Act requires, tell you and the Office of the Australian Information Commissioner (OAIC).
12. Seeing and correcting your information
You can ask for a copy of the personal information we hold about you, or ask us to correct it. Email [email protected]. There is no charge to make a request, and we will respond within 30 days. If we refuse a request, we will tell you why in writing and how to complain, as the Privacy Act allows.
13. Questions and complaints
Contact us first and we will try to resolve it. We acknowledge complaints within five business days and aim to respond in full within 30 days.
Privacy, HolisticAM
Holistic Asset Management Pty Ltd (ABN 23 617 889 415)
Suite 25, 27 Evans Street, Maroochydore QLD 4558
Email: [email protected]
Phone: 07 5300 2777
If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or on 1300 363 992.
14. If you are outside Australia
This policy applies to everyone whose information we handle, wherever they live. If the law where you live gives you further rights, contact [email protected] and we will work with you on them.
15. Changes to this policy
We review this policy at least once a year and whenever we change how we handle personal information. The date at the top shows when it last changed.