Our Privacy Policy

Purpose

This Privacy Policy (‘Policy’) sets out our approach to personal information including:

how we collect, hold, use and disclose (collectively “manage”) your personal information;
how we aim to maintain the quality and security of your personal information;
your rights to access and correct your personal information; and
your rights to make a privacy complaint.

Policy

We recognise each individual’s right to privacy and are committed to the confidentiality and protection of your personal information.

We aim to manage personal information in an open and transparent way and to comply with all applicable privacy laws in the countries we operate in.

1. Personal and sensitive information

In this Policy you will see the terms ‘personal information’ and ‘sensitive information’ used. These terms have the following definitions:

‘personal information’ means information that identifies you or can be used to identify you, or from which you are reasonably identifiable.
‘sensitive information’ is a sub-set of personal information and includes information about your health, race or ethnic origin, political opinions, memberships of trade unions or political associations, religious or philosophical beliefs, sexual preferences, or criminal history. Sensitive information is more protected under Privacy Laws than are other forms of personal information.

In this Policy, and unless otherwise stated, all references to ‘personal information’ include ‘sensitive information’.

2. What personal information do we collect?

We collect and hold different categories of information depending on our relationship with you, the services being provided, and the jurisdiction in which those services are provided in.

The types of personal information we collect may include:

Identifying information such as full name;
Professional information such as position/job title, work address, work telephone number, work email address (particularly for our customers or suppliers);
Marketing and communications information such as marketing and communications preferences, tracking data on whether you have read marketing communications from us, web analytics about your interactions with the Zen Consulting website;
Electronic monitoring information to the extent the law allows, we may record and monitor your electronic communications with us;
and services information such as invoice and payment details to and from you, details of services we provided to you, or you provided to us (particularly for our customers or suppliers).

3. How we collect personal information?

We only collect personal information by lawful and fair means.

We collect personal information in a number of ways, including:

when you purchase goods or services from us;
when you correspond with us;
when you or your employer provide (or update) personal information in connection with products and services we offer to you or them (for example, this could simply be your contact details on an invoice to your company);
when you provide (or update) personal information in connection with products and services we offer to you, or that you offer to us;
when you enquire or apply for employment with us;
and when you use our website or interact with us through various digital platforms including social media (including subscribing to newsletters, downloading reports, or responding to surveys); and from publicly available information.

4. Unsolicited information

As a general rule, personal information you give us beyond the information we ask for, will be treated as unsolicited personal information.

If we can keep this unsolicited personal information under applicable law, we will handle it as lawfully collected personal information. If the unsolicited personal information has no legitimate business purpose, we will destroy or de-identify the information in due course.

5. Collecting through our website and digital platforms

Web analytics

We collect data about your interactions with Zen Consulting’s website and other digital platforms including social media. The main purpose of this is to improve your experience when using our sites and to support marketing efforts.

The types of data we may collect include:

your device’s IP address and geographic location;
search terms and pages visited, downloads, time spent on a page;
date and time pages are accessed;
device type, operating system, and browser information;
other details relating to your visit which are available through the use of cookies and other tracking tools;
and if your web browser has Do Not Track / Incognito enabled, we will not track your visit.

Our websites and digital platforms may contain links to websites and digital platforms external to Zen Consulting. We are not responsible for the content or privacy policies that govern these external sites.

Cookies

Cookies are small data files transferred on to computers or devices by websites for record-keeping purposes and to enhance functionality on the website. Most browsers allow you to choose whether to accept cookies or not. If you do not wish to have cookies placed on your computer, please set your browser preferences to reject all cookies before accessing our website.

Email lists, registrations, and feedback

We will collect information that you give us when signing up to mailing lists and registering for our events, or when submitting feedback on your experience with our website.

When subscribing to our mailing lists, you will be asked to give your express consent that we may use your data for analytics purposes. Analytics are performed when you open an email and click on links in the email.

We use social networking services such as LinkedIn to communicate with the public. When you interact with us using these services, we may collect your personal information and use it for our marketing. The social networking service will also handle your personal information for its own purpose, and you should refer to their privacy policy for details.

6. Can you refuse to provide your personal information?

You do not have to give us your personal information. However, if you do not provide us with, or remove your consent, to the personal information requested, the following may occur:

information you ask us to provide may not be received;
we may not be able to offer you our products and services;
delivery of the contracted products and services to you may be impacted; and
administration of the relationship you have with us may be impacted (e.g. Billing and payments, evaluation of suitability of employment, etc).

7. Anonymity and pseudonymity

Where appropriate and practical, you can deal with us without providing any personal information or by providing a pseudonym (e.g. You can call us to inquire generally about our services and products without providing any personal information, you can interact with us on digital and social platforms using a pseudonym, etc).

Naturally, using a pseudonym may result in our security filters or processes blocking or limiting your access or our responses to you.

8. How we use your personal information?

We use your personal information for the following purposes:

Customers and their employees

To deliver contracted services and products e.g., Billing, order fulfilment, and payments. To undertake customer satisfaction surveys and collect feedback to improve services and products. Provide information on request about our products and services. To streamline and personalise the customer experience while dealing with us.

Partners and suppliers

Contact partners and suppliers about the provision of services and products to us. Request and provide technical support, e.g., Account creation, password reset etc. Billing, order fulfilment, and payments. To streamline and personalise partner and supplier experience while dealing with us. To conduct due diligence checks on partners and suppliers. To monitor the performance of the products and services being provided to us and to our customers on our behalf.

Contractors

Contact contractors about the services being delivered and work performed on our behalf. Necessary information under work, health, and safety laws so we can provide a safe working environment. Billing, order fulfilment, and payments.

Employment candidates

Contact prospective employment candidates about employment positions available at Zen Consulting. Determine suitability for the role including reference checks, education verification, credit checks and police checks as applicable laws allow.

Contact third parties for valid business reasons, e.g., Reporting under legislative requirements. Direct and indirect marketing activities.

We may disclose your personal information as applicable law or regulation requires or allows (e.g., Court, enforcement body, regulatory body, government agency).

We may disclose your personal information to third party partners and suppliers, confidentially, as a necessary part of delivering our services and products to customers, suppliers or as part of an employment process (for example, where you are going to work on a particular customer account).

9. How long do we keep your personal information?

We aim to keep your personal information for only as long as we need it or required by law, then we will take reasonable steps to destroy it or dispose of it in a secure manner.

10. Marketing

We will only engage in direct marketing practices in accordance with the laws of the relevant country or jurisdiction.

We may use your personal information to communicate with you to promote our services and products that we think may be of interest to you.

Personal information collected from our websites and digital platforms may be used to support our marketing activities unless you opt-out of this in our cookie settings.

You may, at any time, chose to not receive marketing communications by using the opt-out facilities we provide in the communications, cookie settings on our website and digital platforms, or by contacting us directly using the contact details below (in the section ‘How to contact us’).

We commit to ensuring that you stop receiving any unwanted communications as soon as possible.

11. If you have a privacy complaint

If you would like to make a complaint about how we manage or protect your personal information, you can provide your written complaint by mail or email using the contact details outlined below in the section ‘Contact us’.

We make reasonable efforts to investigate your complaint and advise you of the outcome as soon as possible.

You can also complain to a competent authority with jurisdiction over privacy and data protection laws relating to your personal information that may apply. Please contact us for further details.