PRIVACY POLICY

Name: YCM Australia
Address: AU

Operated by Donna-Marie Keough T/as YCM Capability | Compliance | Contracts (ABN 80 765 112 771)

Version 1.3

Effective Date September 2026

Website ycmau.com.au

YCM Capability | Compliance | Contracts (YCM) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

By using this website or engaging our services, you agree to this Privacy Policy.

What Information We Collect

We may collect personal information including:

Name
Contact details (email, phone number, address)
Business details (ABN, services offered, industry, regions serviced)
Information provided through enquiry forms, landing pages, booking and scheduling systems, emails, or client onboarding
Payment details (where applicable)
Any other information you voluntarily provide

In the course of delivering our services, we may also collect personal information that a client provides about other individuals connected with their business or a submission, including directors, employees, proposed personnel, subcontractors, referees, client contacts, and project personnel named in tender, accreditation, capability, or compliance documentation. We use that information only for the purposes of the engagement.

We may also collect non-identifiable information such as your IP address, browser type, and website usage data.

How We Collect Information

We collect personal information when you:

Submit an enquiry through our website, a landing page, or an online form
Book a discovery call or appointment through our scheduling systems
Subscribe to our newsletter or mailing list
Purchase or enquire about our services
Engage us for tender support, capability, compliance, or contract services
Provide information during onboarding or project delivery
Communicate with us via email, phone, or SMS

We may also collect personal information about third parties where a client provides it to us in connection with our services, as described above.

Cookies and Analytics

Our website and landing pages use cookies and analytics tools (including Google Analytics) to improve your experience, monitor traffic, and help us continually enhance our services. You can adjust your browser settings to disable cookies, but this may impact some website features.

How We Use Your Information

We use your personal information to:

Provide our services (including tender and bid support, capability statements, CAL accreditation support, prequalification and panel submissions, compliance documentation, contract support, and related capability, compliance, and contract advisory)
Manage enquiries, bookings, and appointments
Communicate with you about your enquiry, booking, project, or engagement
Manage our contacts and client relationships within our business systems
Send service and administrative communications, such as enquiry acknowledgements, booking and appointment confirmations, reminders, follow-up communications, and onboarding communications
Send marketing communications, where permitted (you may opt out at any time)
Improve our services and website
Comply with legal and regulatory obligations

CRM, Enquiries, and Business Systems

Information you submit through our websites, landing pages, forms, booking systems, or other enquiry channels may be stored and managed within our customer relationship management (CRM) system and related business systems. We use these systems to manage enquiries, schedule and confirm appointments, follow up with prospects, onboard clients, and manage our ongoing communications and pipeline. Our CRM and lead-management platform is currently HighLevel; we may change systems from time to time.

Email, SMS, and Automated Communications

We may communicate with prospects and clients by email and SMS where appropriate. These communications fall into two categories:

Service and administrative communications that are necessary to respond to and administer your enquiry, booking, or engagement, such as acknowledgements, confirmations, reminders, follow-up, and onboarding communications. Some of these may be sent automatically. Because these communications are needed to provide the service you have asked for, you cannot opt out of them while expecting that enquiry, booking, or engagement to continue to operate normally.
Marketing communications, which promote our services more generally. You can opt out of marketing communications at any time using the unsubscribe option provided, or by contacting us.

We may use automated tools to send reasonable service and administrative communications. We do not use automated decision-making that produces legal or similarly significant effects about you.

Artificial Intelligence (AI) Tools

We may use AI-assisted tools as part of our internal workflow to improve efficiency and quality. AI is used as an assistant, not a decision-maker; all professional judgement, recommendations, and deliverables remain the responsibility of YCM. We take reasonable steps to use platforms with security and privacy controls suitable for professional services, and we do not knowingly submit client information to AI platforms that use that information to train publicly available AI models.

How We Store and Protect Your Information

We take reasonable steps to protect your information from misuse, loss, unauthorised access, modification, or disclosure. Information is stored using secure, password-protected cloud-based services, including our CRM and business systems and secure email platforms (such as Google Workspace), with account security measures such as strong passwords and multi-factor authentication where available.

However, no data transmission or system can be guaranteed 100% secure, and you acknowledge you provide information at your own risk.

Overseas Disclosure

Some of our third-party service providers, including CRM, communications, scheduling, hosting, analytics, and payment providers, may be located or store information outside Australia (including in the US, EU, or Asia-Pacific regions). In such cases, we take reasonable steps to ensure your information is handled in accordance with Australian privacy standards.

Disclosure to Third Parties

We do not sell or trade your information. We may disclose your information to:

Service providers assisting with our operations, including CRM and lead-management systems, cloud-based service providers, communications and SMS platforms, scheduling systems, website and hosting providers, analytics services, and payment systems
Professional advisers (such as accountants and legal advisers)
Where required by law or to protect our legal interests

Our service providers are required to comply with privacy laws and maintain appropriate security measures.

Access, Correction, and Data Retention

You may request access to, or correction of, your personal information by contacting us at donna@ycmau.com.au. We will respond in accordance with the Privacy Act.

Personal information is retained only as long as necessary to fulfil the purposes outlined in this policy or as required by law. Different categories of records are retained for different periods, and some records are retained for longer periods to meet legal and business requirements. When information is no longer needed, it is securely deleted or de-identified. Refer to our Records Retention Policy for full retention schedules.

Privacy Complaints

If you have a concern or wish to make a complaint about your privacy, please contact us in writing at admin@ycmau.com.au. We will promptly investigate and respond to your complaint.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (oaic.gov.au).

Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website at ycmau.com.au.

Contact Us

Email: donna@ycmau.com.au

Phone: 0423 328 337

Website: ycmau.com.au