1.  Purpose

Benchmark Ecological is committed to protecting personal information and handling it responsibly, transparently and securely.

This policy explains how Benchmark Ecological collects, uses, stores, discloses and manages personal information in connection with its business activities and website.

This policy reflects the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth), which Benchmark Ecological adopts as its privacy management standard, whether or not the Act applies to the business.

2.  Scope

This policy applies to personal information collected or held by Benchmark Ecological during its business activities, including information collected through its website, project enquiries, consulting engagements, business correspondence and interactions with clients, suppliers, contractors and other stakeholders.

3.  Policy Commitment

3.1 Types of information collected

Benchmark Ecological may collect personal information including:

• Names and business or organisation names.

• Contact details, including email addresses, telephone numbers and postal addresses.

• Information contained in enquiries, correspondence and project documentation.

• Property, site and project-related information where it identifies or relates to an individual.

• Information required to establish and manage business relationships and consulting engagements.

• Technical information associated with website visits, such as IP addresses, browser type and website usage information.

Benchmark Ecological generally collects only information reasonably necessary for its business activities.

3.2 Sensitive information

Sensitive information may include information about an individual's health, racial or ethnic origin, religious beliefs, political opinions, professional or trade association membership, or other categories recognised under applicable privacy legislation.

Benchmark Ecological does not routinely seek to collect sensitive information. Where it is necessary to collect sensitive information, it will only do so with consent or where otherwise permitted or required by law.

Sensitive information will only be used or disclosed for the purpose for which it was collected, a directly related purpose where permitted by law, with consent, or where otherwise authorised or required by law.

3.3 Collection of information

Personal information may be collected directly from individuals through:

• Website enquiry and contact forms.

• Telephone calls, emails and other correspondence.

• Project proposals, agreements and consulting engagements.

• Meetings, site visits and other business interactions.

Where practicable, information will be collected directly from the individual concerned. Information may also be obtained from third parties where relevant to a consulting engagement or business activity, with reasonable steps taken to ensure the individual is aware of the collection where appropriate.

Website cookies and similar technologies

The Benchmark Ecological website uses cookies and similar technologies to support website functionality, security and, where enabled, analytics and performance monitoring.

Visitors are presented with a cookie banner that allows them to accept all cookies, manage their preferences or decline non-essential cookies. Non-essential cookies are restricted until consent is provided. Some cookies are necessary for the website to operate and cannot be disabled through the cookie preference settings.

The website platform, Squarespace, may use cookies and similar technologies for essential website functions and, depending on the services enabled, analytics and performance monitoring. Third-party services integrated into the website may also use cookies or collect technical information.

3.4 Purpose of collection and use

Personal information may be collected and used for purposes including:

• Responding to enquiries and providing information about services.

• Preparing proposals, quotations and agreements.

• Delivering ecological and environmental consulting services.

• Managing client relationships and project administration.

• Communicating with clients, suppliers and other stakeholders.

• Processing payments, invoicing and maintaining business records.

• Meeting legal, regulatory, insurance and contractual obligations.

• Operating, maintaining and improving the business website.

• Providing relevant business updates or service information where permitted.

Personal information will not be used for unrelated purposes unless the individual has consented or the use is otherwise permitted or required by law.

Individuals may request to stop receiving direct marketing communications at any time. Sensitive information will not be used for direct marketing.

3.5 Disclosure and overseas handling

Benchmark Ecological does not sell personal information. Personal information may be disclosed where reasonably necessary for business operations, service delivery or legal obligations. This may include disclosure to:

• Professional advisers, insurers and accountants.

• Contractors and specialist consultants engaged in project delivery.

• Website, email, cloud storage and other business service providers.

• Government authorities or regulatory bodies where required or authorised by law.

• Other parties with the individual's consent or where disclosure is otherwise permitted by law.

Benchmark Ecological uses third-party service providers to support website, email and business operations.

Some service providers may store or process personal information in Australia or overseas. Where personal information is handled by third-party providers, Benchmark Ecological will take reasonable steps, where applicable, to ensure it is handled in a manner consistent with this policy and relevant privacy obligations.

3.6 Information security, access and correction

Benchmark Ecological takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

These measures may include appropriate access controls, password protection, secure electronic storage and the use of reputable business service providers.

Individuals may request access to personal information held about them or request correction of information they believe is inaccurate, incomplete, out of date or misleading.

Requests for access or correction should be made using the contact details in this policy. Benchmark Ecological will respond within a reasonable period and handle requests in accordance with applicable privacy obligations.

Personal information will not be retained longer than reasonably necessary for the purpose for which it was collected, subject to applicable legal, contractual, insurance and business recordkeeping requirements.

Financial and tax records will be retained for the applicable statutory periods. Project records may generally be retained for up to seven years following project completion, or longer where required by law, contractual obligations, insurance requirements or legitimate business needs.

When personal information is no longer required, reasonable steps will be taken to securely destroy or de-identify it, where practicable and lawful.

4.  Responsibilities

As a sole-trader business, the Principal Ecologist is responsible for managing personal information held by Benchmark Ecological and overseeing compliance with this policy.

This includes taking reasonable steps to protect information, managing access and correction requests, responding to privacy complaints and reviewing privacy practices as the business develops.

Where contractors or specialist consultants are given access to personal information, access will be limited to what is reasonably necessary for the relevant engagement.

5.  Implementation and Complaints

5.1 Privacy concerns and complaints

Individuals who have concerns about how Benchmark Ecological has handled their personal information may lodge a complaint using the contact details below.

Benchmark Ecological will acknowledge and investigate complaints, seek to resolve the matter and aim to provide a response within 30 days.

If an individual is dissatisfied with the response, they may contact the Office of the Australian Information Commissioner (OAIC), where the matter falls within its jurisdiction.

5.2 Contact

Privacy enquiries, requests for access or correction, and complaints can be directed to:

Email: info@benchmarkecological.com.au
Website: https://benchmarkecological.com.au

6.  Review and Continuous Improvement

This policy will be reviewed periodically, at least every 12 months, or earlier where there are material changes to business activities, privacy requirements, technology or service providers.

The current version of this policy will be made available on the Benchmark Ecological website. Updates will take effect from the date the revised policy is published, unless otherwise stated.

November 2026