Privacy policy

Last updated 29 October 2026

Proteom Solutions Pty Ltd
ACN 703 036 211 · ABN 58 703 036 211

This policy explains how Proteom Solutions Pty Ltd (“Proteom Solutions”, “we”, “us”) collects, uses, shares and looks after personal information. Personal information is information that identifies you, or could reasonably identify you.

1. About this policy

1.1 This policy covers how we handle personal information in running our business: through our website, when you contact us or book a time, and in our dealings with clients, prospective clients, suppliers and development partners.

1.2 We comply with the privacy laws that apply to us, and we aim to handle personal information carefully, openly and only for the reasons we explain here.

1.3 When we work with personal information that a client gives us as part of an engagement, our services agreement with that client also applies. We handle that information only to deliver the services and in line with the client’s reasonable written instructions.

2. The personal information we collect

2.1 The information we collect depends on how you deal with us:

When you send us a message through our website: your name, email address, business name if you give it, and what you write.
When you book a time with us: your name, email address, phone number if you give it, any notes you add, and the time you choose.
When we talk or work together: your contact details and role, and what you tell us by email, phone or in meetings, such as how your business works and what it needs. We also keep short working notes about the people we deal with, such as their role, how they prefer to be contacted, and anything they have chosen to tell us that helps us work well together.
When you are a client, supplier or development partner: contact details for your people, and the records of our work together, such as agreements, correspondence, invoices and project documents.
When you visit our website and allow analytics: the pages you view, the site that referred you, your browser, operating system and device type, your country, and how quickly pages load (seesection 9).

2.2 We don’t ask for sensitive information, such as health information, and we ask that you don’t send it to us through our website. If a client engagement needs sensitive information, we agree how it will be handled with the client first.

3. How we collect it

3.1 We collect most personal information directly from you.

3.2 Sometimes we collect it from someone else: for example, from a colleague who introduces us, from your organisation when we work with it, or from public sources such as your organisation’s website or professional profiles. If we collect your information from someone else and you might not expect it, we’ll take reasonable steps to let you know.

4. How we use it

4.1 We use personal information to:

reply to enquiries and arrange conversations;
prepare proposals, estimates and agreements;
deliver the services we have agreed to provide, and support them afterwards;
run our business, including keeping records, invoicing, and meeting our legal, tax and insurance obligations; and
understand how our website is used, using totals rather than information about individual visitors.

4.2 We don’t sell personal information.

5. AI tools and automated decisions

5.1 We use AI tools to help with research, analysis and drafting, for example to prepare a first draft of a reply or a document. A person at Proteom Solutions reviews that work before it is sent or delivered.

5.2 We use AI tools from established providers, and we may also run AI models on systems we control. We use them only under terms or settings that stop the provider using what we put in, or what the tool produces, to train its models. We don’t put personal information into an AI tool unless it is needed for the work and permitted by law and by any client instructions.

5.3 We don’t use computer programs, including AI tools, to make decisions that could significantly affect your rights or interests, or to do work substantially and directly related to making such decisions.

6.1 We share personal information only where it is needed for the purposes in section 4, with:

IT and cloud service providers that run our business systems, such as email, calendar and bookings, document storage, accounting, website hosting and security, and AI tools;
our professional advisers, such as our accountant, lawyer and insurer;
a development partner, when that is part of work a client has agreed to, and only the information they need; and
anyone we are required or authorised by law to share it with.

6.2 We expect our service providers to protect personal information and to use it only to provide their services to us.

6.3 Clients can ask us for details of the service providers we use for their work.

7. Overseas storage and processing

7.1 Our main email, calendar and document systems store information in Australia. Messages sent through our website’s contact form are emailed to us; the website doesn’t keep a copy.

7.2 Some of our service providers, including those that host and protect our website, provide our AI tools and run our accounting, store or process information outside Australia. The countries most likely to be involved are the United States, the countries of the European Economic Area, and New Zealand. Our providers may also process information or give support from other countries where they operate.

7.3 Before using a provider that stores or processes personal information overseas, we take reasonable steps to check that it protects that information to a standard similar to the Australian Privacy Principles.

8. How we keep it safe and how long we keep it

8.1 We keep personal information in business systems from established providers, protect our accounts with multi-factor authentication, and limit access to the people who need it.

8.2 We keep personal information only as long as we need it for the purposes in section 4 or as the law requires:

records of client work, for 7 years after the work ends;
data and system access a client gives us for an engagement, returned or destroyed within 90 days after the engagement ends; and
enquiries and conversations that don’t lead to work, for 2 years after our last contact.

8.3 After that, we delete personal information or remove what identifies you. Copies may remain in routine backups and file version history until they are deleted in the ordinary course.

9. Our website: cookies and analytics

9.1 Our website doesn’t use cookies for advertising, analytics or tracking.

9.2 To protect our website from automated attacks and abuse, our website security provider may place security cookies in your browser, for example to tell people apart from automated traffic, or to remember that you have passed a security check. They are needed for the site to work securely, they are used only for security, and we don’t use them to identify you. If you block them, some security checks may not work and you may not be able to use parts of the site.

9.3 If you allow analytics, we use Cloudflare Web Analytics to count visits and see which pages are useful. It doesn’t use cookies, doesn’t store anything in your browser, and doesn’t follow you to other websites. We see its results as totals. It doesn’t load unless you allow it.

9.4 We remember your choice in your browser’s local storage so we don’t ask again. You can change it at any time using “Privacy settings” at the foot of each page, or by clearing your browser’s data for our site.

9.5 Like any website, the services that host, deliver and protect our site and its contact form process technical information such as your IP address so the site works and stays secure.

10. Direct marketing

10.1 We won’t send you marketing emails unless you have agreed to receive them, and every marketing email will let you unsubscribe.

11. Accessing and correcting your information

11.1 You can ask for access to the personal information we hold about you, and ask us to correct it. We’ll respond within a reasonable time, usually 30 days. There is no charge for asking.

11.2 If we refuse a request, we’ll tell you why in writing and how you can complain.

12. Complaints

12.1 If you’re concerned about how we have handled your personal information, please contact us first (section 14). We’ll acknowledge your complaint, look into it and respond within 30 days.

12.2 If you’re not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au, phone 1300 363 992, or GPO Box 5288, Sydney NSW 2001.

13. Changes to this policy

13.1 We may update this policy as our business and the law change. The current version is always on our website, with the date it took effect.

13.2 If you would like a copy of this policy in another form, ask us and we’ll provide one free of charge.

14. Contact us

14.1 For privacy questions, requests or complaints, contact Proteom Solutions Pty Ltd:

through the contact form at proteomsolutions.com/contact; or
by email at privacy@proteomsolutions.com.

14.2 We’re based in Queensland, Australia.