Privacy Notice
Negotiation Partners Pty Ltd and Collegium Pty Ltd are part of the Negotiation Partners group of companies (‘Negotiation Partners’). Negotiation Partners are committed to ensuring your privacy and personal information are protected.
When we mention Negotiation Partners, “we”, “us” or “our” in this privacy notice (this ‘Notice’), we are referring to the relevant company in the Negotiation Partners group responsible for processing your data.
Please read this Notice carefully as it sets out how we look after your personal data and tells you about your privacy rights.
This Notice describes our practices relating to information you share with us, including when you:
1. express an interest in or have registered for our Events, services or products, including newsletters, apps, extensions, webinars and e-books. An “Event” includes in-person programs, short-courses, presentations, seminars, workshops, lectures or other educational or consulting sessions, whether face-to-face or online;
2. attend one of our Events;
3. complete surveys or online diagnostics, or share personal information with us or our coaches;
4. visit our website (including our public website, social media sites, online advertisements or Negotiation Partners content on LMS platforms hosted by clients or third-party providers); or
5. provide us with your information through our contact-us page, by phone, email or in any other way.
It is important that you read this Notice together with any other privacy notice or fair processing notice we may provide on specific occasions so that you are fully aware of how and why we are using your data.
This Notice also applies to information we collect from you via our survey or diagnostic tools and assessments. You may be shown an additional confidentiality notice before participating in a survey or diagnostic. Please note that in cases where the terms of any such confidentiality notice conflicts with any terms in this Notice, the survey or diagnostic-specific confidentiality terms will take precedence over the terms in this Notice.
This Notice will apply whether you have provided the information directly to us or we have obtained it from a different source, such as a third party.
This Notice contains the following information:
1. What personal data we collect
2. Where and how we collect personal data
3. If you fail to provide personal data
4. How we use personal data we hold
5. When we may disclose your personal data
6. How we market our services
7. How we store and protect personal data
8. How long we retain and use your personal data
9. We do not collect data from children
10. How you can control our use of Cookies
11. Your legal rights with respect to personal data
12. GDPR Compliance
13. External Links
14. Review and changes to our privacy policy
15. How to contact us
16. How to contact the appropriate authorities
1. What personal data we collect
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where identifying information has been removed (anonymous data).
Negotiation Partners may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
• Identity Data includes your first name, last name, username or similar identifier, job role, employer, job title, and images or video recordings made in the course of an Event that may include you.
• Contact Data includes email address, telephone numbers, work address and postal address (e.g. where products are purchased for delivery by mail).
• Profile Data includes your interests, preferences (incl. dietary), general demographic data, your username and password to access our site or protected materials, your feedback and survey responses about our products and services, information provided by you as part of an assessment or diagnostic, information provided by you about other course participants and by others about you as part of peer feedback during a training course or Event, video and data recorded on our training courses for the purpose of delivering the service, for use in staff training, quality assurance and research purposes as well as any other personal information you or others have shared with us about you in the course of our business relationship of providing consulting, information or training services or that we have collected or received about you from your employer, third parties or publicly available sources, such as your LinkedIn profile, etc.
• Usage Data includes the number, types and dates of programs and other Events you have attended, other product purchases or orders made by you, information about how and how often you use our website and other products and services.
• Financial Transaction Data includes bank account and payment card details (e.g. for online purchases or Event participants booking directly) as well as details about payments to and from you or your employer and other details of services you have purchased from us or provided to us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website or websites hosting our content.
• Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.
We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law, providing that this data does not directly or indirectly reveal your identity. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Notice.
We do not request or collect any special categories of personal data about you, such as details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, criminal convictions and offences or information about your health, genetic or biometric data.
2. Where and how we collect personal data
Negotiation Partners uses different sources to collect data from and about you including through:
• Direct interactions — You may provide us with your personal data by corresponding with us directly, by phone, email, text, post or otherwise. You may complete paper or online forms, surveys and assessments or diagnostics, whether hosted on our site or by third-party service providers on behalf of us. This also includes personal data you provide when you enquire about or book our services, subscribe to our updates or publications, download or request marketing to be sent to you, enter a survey, or give us some feedback.
• Contractual Arrangements — Your personal data may be disclosed to us by you or your employer pursuant to a contract for the provision of training or other services. This applies for example to Event participants, suppliers and associate trainers. You should inform your employer if you have any concerns regarding their disclosure of your personal data. In the course of providing services to you, we collect a wide range of data including Profile Data from you and others to enable us to deliver tailored and effective learning and consulting outcomes, including for providing post-Event support and to assist us with quality control, optimising our Events, staff training, etc.
• Automated interactions — If you interact with our website or online advertisements, we may automatically collect anonymous Technical Data about your browsing actions and patterns. We collect this data by using cookies, server logs and other similar technologies. We may also receive Technical Data about your browsing habits via an IP address.
• Third parties or publicly available sources — We may receive personal data about you from various third parties and public sources as set out below:
o Technical Data from analytics providers such as Google;
o Personal data where you have opted in to receive our marketing via third party sites such as LinkedIn, Facebook, or Instagram;
o Contact, Financial and Transaction Data from providers of technical, payment and delivery services;
o Identity and Contact Data from publicly available sources including telephone directories, newspapers, internet websites, commercially available marketing lists, registries or public records;
o Your employer or affiliate who purchases services from us; and
o Companies or individuals that introduce you to us by referral.
3. If you fail to provide personal data
Where Negotiation Partners needs to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services or to receive your services). In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.
4. How we use personal data we hold
Negotiation Partners will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
· to perform the contract we are about to enter into or have entered into with you to deliver products and services;
· to verify your identity, where that is required;
· to contact you by post, email, social media or telephone;
· to understand your needs and how they may be met;
· to maintain accurate financial and business records;
· to process financial transactions;
· to meet our legitimate interests (or those of a third party) and where your interests and fundamental rights do not override those interests; and
· to comply with a legal or regulatory obligations.
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending our own or third-party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
We have set out below a table explaining the ways we collect and may use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are collecting and using your data. You can contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one legal ground has been set out below.
Identity Data and Contact Data
How we use the data: To communicate with you before, during and after an Event, to tailor our Events to your needs, to provide you with snapshots, team photos, videos or other records of the Event, to provide you with access to our site or protected materials, to invite you to complete surveys and assessments and to keep you informed of information and new services you may find of interest.
Legitimate interests: Contractual performance, Verify your identity, Maintain accurate business records, Legitimate business interests, Compliance with legal and regulatory obligations and Consent. We also have your consent to use your information for communications and marketing.
Where we rely solely upon your consent to use personal data, you have the right to withdraw your consent by contacting us via the contact us page on our website or by unsubscribing from marketing information, for example.
Profile Data
How we use the data: To provide you with our products and services, to tailor our Events to your needs, to provide you with personal reports relevant to you, to provide you with access to our site or protected materials, and for quality assurance, staff training, product development and research purposes.
Legitimate interests: Contractual performance, Legitimate business interests and Compliance with legal and regulatory obligations.
Usage Data and Financial Transaction Data
How we use the data: To deliver our services, to manage fees, charges, refunds and other payments to and from customer accounts, to offer and manage special commercial arrangements with you, to collect and recover monies due to us, to fulfil our fiduciary obligations, to operate responsibly and efficiently and to account for all financial transactions in accordance with our legal obligations.
Legitimate interests: Contractual performance, Legitimate business interests and Compliance with legal and regulatory obligations.
Technical Data and Marketing and Communications Data
How we use the data: To better understand your interests and preferences for our products and services, to tailor our marketing to your needs, to tailor our Events to your needs, to provide you with access to our site or protected materials, and to keep you informed of information and new services you may find of interest.
Legitimate interests: Legitimate business interests and Consent. We also have your consent to use your information for communications and marketing.
Where we rely solely upon your consent to use personal data, you have the right to withdraw your consent by contacting us via the contact us page on our website or by unsubscribing from marketing information, for example.
5. To whom we may disclose your personal data
Negotiation Partners will only disclose your personal data to third parties where this is required as set out above or where the law obliges us to. Most commonly, we may have to share your personal data with the following:
· Accredited consultants, contractors and companies we engage to provide training, administration and support services to assist us in providing our services and who act as joint controllers or processors;
· External third parties service providers acting as processors who provide IT and system administration services under contract with us;
· Venues where we hold our Events so that we can meet our contractual obligations to you;
· Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide banking, legal, insurance and accounting services;
· Telemarketing companies we may engage to assist with our marketing function;
· Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets or businesses we may wish to acquire. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Notice; and
· Our subsidiaries and other associated companies of Negotiation Partners.
We require all third parties to respect the security of your personal data and treat it lawfully. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. How we market our services
Where you or your employer has expressly opted-in to marketing communications from Negotiation Partners, we will use your personal data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
Opting out
You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us via our website at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase or other transactions.
Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly. For more information about the cookies we use, please see the cookie section of our website terms of use.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us via our website.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
7. How we store and protect personal data
Data security
Negotiation Partners has put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
Where personal data is held with third-party processors (e.g. providers of diagnostic services), protocols are in place to regularly transfer data to our secure servers and to delete the data from the active servers of the third-party processors.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
International transfers of your data
Negotiation Partners is a small business domiciled in Australia. If you are based in the European Economic Area and provide data to us, that data will be held and processed outside the EEA.
Whenever your personal data is transferred or held outside of the EEA, we aim to ensure an appropriate degree of protection is afforded to it by ensuring that we use service providers that are GDPR compliant and give personal data the level of protection it has in Europe.
8. How long we retain and use your personal data
Negotiation Partners will retain your personal information for as long as required to perform the purposes for which the data was collected, depending on the legal basis for which that data was obtained and/or whether additional legal/regulatory obligations mandate that we retain your personal information. We may also retain personal information for the period during which a claim may be made in relation to our dealings with you.
In general terms, this will mean that your personal information will be kept for the duration of our relationship with you and:
· the period required by tax and applicable laws and regulations; and
· as long as it is necessary for you to be able to bring a claim against us and for us to be able to defend ourselves against any legal claims.
This will generally be the length of the relationship plus the length of any applicable statutory limitation period under local laws.
9. We do not collect data from children
Negotiation Partners services are not intended for children and we do not knowingly collect or solicit personal data relating to individuals who are less than 18 years of age. If we learn that we have been provided with Personal Data from an individual under 18, we will delete that information as quickly as possible. If you believe that an individual under 18 may have provided us with Personal Data, please contact us via our website.
10. How you can control our use of Cookies
A cookie is a small text file which includes a unique identifier that is sent by a web server to the browser on your computer, mobile phone or any other internet enabled device when you visit an online site. Cookies and similar technologies are widely used to make websites work efficiently and to collect information about your online preferences. For simplicity, we refer to all these technologies as “cookies”.
Some of our website pages may contain electronic images known as web beacons (also known as clear gifs, tags or pixels) that allow us to count users who have visited our pages. Web beacons collect only limited information, e.g. a cookie number, time and date of a page view, and a description of the page on which the web beacon resides. We may also carry web beacons placed by third party advertisers. These beacons do not carry any information that could directly identify you.
Negotiation Partners uses the following types of Cookies:
Essential Cookies are required for providing you with features or services that you have requested. For example, certain Cookies enable you to log into secure areas of our Service. Disabling these Cookies may make certain features and services unavailable.
Functional Cookies are used to record your choices and settings regarding our Service, maintain your preferences over time and recognize you when you return to our Service. These Cookies help us to personalize our content for you, greet you by name, and remember your preferences (for example, your choice of language or region).
Performance/Analytical Cookies allow us to understand how visitors use our Service such as by collecting information about the number of visitors to the Service, what pages visitors view on our Service and how long visitors are viewing pages on the Service.
You can decide whether or not to accept Cookies through your internet browser’s settings. Most browsers have an option for turning off the Cookie feature, which will prevent your browser from accepting new Cookies, as well as (depending on the sophistication of your browser software) allow you to decide on acceptance of each new Cookie in a variety of ways. You can also delete all Cookies that are already on your computer. If you do this, however, you may have to manually adjust some preferences every time you visit a site, and this may cause some services and functionalities to not work.
To explore what Cookie settings are available to you, look in the “preferences” or “options” section of your browser’s menu. To find out more information about Cookies, including information about how to manage and delete Cookies, please visit http://www.allaboutcookies.org/.
11. Your legal rights with respect to personal data
Negotiation Partners would like to make sure you are fully aware of all of your data protection rights. You have:
The right to access – You have the right to request copies of your personal data held by us and to check that we are lawfully processing it. We may charge you a small fee for this service, based on the time required to provide the information and the format in which you prefer it to be transferred.
The right to correction – You have the right to request correction of any personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
The right to erasure –This enables you to ask us to delete or remove your personal data where there is no good reason for us to continue to process it. Note, however, that we may not always be able to comply with your erasure request for specific legal reasons which will be notified to you, if applicable, at the time of your request.
The right to restrict processing – This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
The right to object to processing – You have the right to object to our processing of your personal data where we rely on your consent. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
Where we rely on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing, perhaps because you feel it impacts on your fundamental rights and freedoms, you may still object. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
The right to data portability – You have the right to request that we provide a copy of the personal data that we have collected from you or in the course of performing a contract with you to another organisation you nominate. As under the right of personal access provisions above, we may charge you a small fee for this service, based on the time required to provide the information and the format in which you request it to be transferred.
If you would like to exercise any of these rights, please contact us via our website.
12. GDPR Compliance
Negotiation Partners is a small business domiciled in Australia and subject to Australian privacy laws in the first instance. We take your privacy rights seriously and aim to comply with international best-practice regulations as set out in the EU General Data Protection Regulation (the “GDPR”). Whilst overseas companies may not technically be able to comply with every single provision of the GDPR legislation and privacy legislation enacted by other governments, we work hard to ensure that we follow international best-practice in the collection, storage, management and use of personal data and privacy provisions, including by ensuring that we use service providers that are GDPR compliant and give personal data the level of protection it has in Europe.
13. External Links
To provide increased value to you, we provide links to other websites or resources that are not part of the products, programs or services run by us. We do not control these websites or their privacy practices and any information you provide to these websites is subject to the privacy policies of those websites and not this Notice.
14. Review and changes to our privacy policy
Negotiation Partners keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 1 March 2024.
15. How to contact us
If you have any questions about this privacy policy, the data we hold on you, or it you want to exercise your data protection rights, please do not hesitate to contact us via our website at https://www.negotiation.partners/contact-us.
16. How to contact the appropriate authorities
Should you wish to report a complaint or if you feel that we have not addressed your concern in a satisfactory manner, you may contact the Australian Privacy Commissioner via the Office of the Australian Information Commissioner. Their up-to-date contact details are at https://www.oaic.gov.au/contact-us.