Privacy Statement

Last updated: 3 June 2026

1. Who we are

SP Optima provides advisory, optimisation, AI, workshop and related professional services. This Privacy Policy explains how we collect, hold, use and disclose personal information in connection with our website, enquiries, subscriptions, downloadable resources, workshops, consulting engagements and related services.

For privacy enquiries, access requests, correction requests or complaints, contact us at enquiries@spoptima.com.

2. What information we may collect

Depending on how you interact with us, we may collect personal information such as:

  • your name, email address, phone number and job title
  • your company or organisation name
  • enquiry details and correspondence
  • information you provide when downloading resources, subscribing to updates or requesting information
  • billing, invoicing and payment-related information
  • meeting, workshop and engagement details, including recordings where consent has been obtained
  • personal information and business information contained in documents, files, systems or other materials shared with us during an engagement

3. How we collect and hold information

We may collect information directly from you, from the organisation you represent, and from third parties or sources connected with an engagement where appropriate.

We may collect information through:

  • our website and contact forms
  • email, phone calls and direct correspondence
  • meetings, workshops and discovery sessions
  • subscriptions, resource downloads and mailing list sign-ups
  • proposals, statements of work, contracts and invoices
  • shared files, data rooms, collaboration tools, client systems and other channels used in an engagement

We hold information in business systems and cloud-based tools used to operate our website, communications, service delivery, project administration and record-keeping.

4. Why we use information

We may use personal information to:

  • respond to enquiries and manage relationships
  • prepare proposals and deliver services
  • manage projects, workshops, meetings and follow-up activities
  • provide updates, resources and marketing communications, where permitted
  • administer billing, payments and business records
  • improve our website, service delivery and client experience
  • meet legal, regulatory, accounting and administrative obligations

You can opt out of marketing communications at any time by using the unsubscribe option in the message or by contacting us.

5. AI tools and data handling

We may use AI-enabled tools and other third-party software to support research, drafting, analysis, workflow design, service delivery and related project activities.

Where reasonably practicable, we aim to minimise what is uploaded, apply human review, and de-identify or redact names and other unnecessary identifiers before using those tools.

Unless otherwise agreed with a client, we do not intentionally use client confidential information to train public AI models. Any use of AI-enabled tools remains subject to client instructions, confidentiality obligations, platform settings, and the technical and contractual limits of the tools used.

6. Recordings

We may record workshops, meetings or sessions only with consent. Where recordings are made, they may be used for internal note-taking, project continuity, quality assurance, training support or preparation of agreed client outputs.

7. Disclosure of information

We may disclose information on a limited and need-to-know basis to:

  • software, cloud, communications and website service providers
  • CRM, accounting, payment and business administration providers
  • legal, accounting or other professional advisers
  • employees, contractors and specialist delivery partners supporting an engagement
  • other parties where disclosure is required or authorised by law, or where the relevant individual or client has agreed.

8. International disclosure and processing

We use third-party providers and platforms, some of which may store, host or process information outside Australia.

As a result, personal information may be disclosed to or processed in other countries, depending on the tools, providers and client requirements involved. Where practicable, we will identify relevant countries in our engagement materials or on request.

Where personal information that originates in the EEA or UK is transferred outside its country of origin, including to the United States, we rely on recognised transfer safeguards such as Standard Contractual Clauses or the EU-US Data Privacy Framework and its UK extension, as offered by the providers we use.

9. Cookies, analytics and website data

Our website may use cookies, analytics tools, embedded services and similar technologies to support site functionality, understand website use and improve performance. Third-party services connected to the site may also place their own cookies or tracking technologies.

You may be able to control some cookies through your browser or device settings.

10. Security and retention

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure. However, no method of transmission or storage is completely secure.

We generally keep information only for as long as reasonably necessary for the purposes for which it was collected, and for legal, accounting, tax, record-keeping and business administration purposes.

11. Access, correction and complaints

You may contact us to request access to personal information we hold about you, request a correction, or make a privacy complaint.

When you contact us, we may ask you to verify your identity or clarify your request. We will consider requests and complaints within a reasonable period and will respond in accordance with applicable legal requirements.

12. For users in the EEA, the UK, and Canada

This policy is written primarily for Australia. If you are in the European Economic Area, the United Kingdom or Canada, the following also applies.

Lawful basis (EEA/UK). We process personal information on these bases: to respond to your enquiry and provide services, performance of a contract or steps taken at your request; to send marketing and updates, your consent, which you can withdraw at any time; to improve our website and services and to administer our business, our legitimate interests, balanced against your rights; and to meet legal, accounting and regulatory obligations, legal obligation. Withdrawing consent does not affect processing already carried out.

Your additional rights (EEA/UK). Alongside access and correction, you may request a copy of your data in a portable format, ask us to restrict or erase data, and object to processing based on legitimate interests. You may lodge a complaint with your local data protection authority as well as, or instead of, contacting us.

International transfer. We rely on Standard Contractual Clauses or the EU-US Data Privacy Framework for transfers outside the EEA or UK, as described in section 8.

Canada. We handle personal information consistently with PIPEDA, and you may complain to the Office of the Privacy Commissioner of Canada. If you are in Quebec, additional requirements under Law 25 may apply to cross-border transfers; contact us for details.

13. Changes to this policy

We may update this Privacy Policy from time to time by publishing an updated version on our website. The updated version will apply from its stated effective date.

14. Contact

SP Optima
Website: www.spoptima.com
Email: enquiries@spoptima.com