How we handle your information.

1. Who we are

BW Advisory Solutions Pty Ltd (ABN 32 701 834 513) is an Australian company based in Perth, Western Australia. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth). Bradley Warburton is the sole director, and BW Advisory has no employees. Your information is accessed only by him, by subcontractors working on your engagement, who see only what they need for that work, and by the service providers named in section 3.

2. What we collect

We collect the information you give us in forms, emails and calls, and information about how you use this website.

What you tell us in a form. When you submit a consultation request or an intake, we collect the information you enter — your name, email, organisation, role or practice size, and the description of what you are trying to fix or improve. Required fields are marked. Anything not marked required can be left blank.

We do not capture your IP address for identification purposes. We do not use cookies for advertising. We do not use third-party advertising trackers.

3. Where your information is stored

Contact and CRM data is stored in HubSpot, our customer relationship management system, in HubSpot's Australian data centre in Sydney. Some of HubSpot's sub-processors may process information outside Australia. We use HubSpot to record your contact details, log emails and call notes, and track the status of an engagement from enquiry to delivery.

Operational records, including intake submissions, engagement notes and generated reports, are stored in a managed PostgreSQL database hosted in Australia (Sydney region).

AI tools. We use AI tools, including models supplied by Anthropic, to help analyse the information you give us and to draft our analysis and reports. These providers may process information outside Australia, including in the United States.

Website chat. “Compass”, BW Advisory’s chat guide, is an AI. Your messages are sent to Anthropic to generate the replies, which may be processed outside Australia, including in the United States. The Compass 360° check and deep dives work the same way: your answers are sent to Anthropic to write your first read. The conversation is kept in your browser for this visit only. We do not keep the full conversation unless you send it to Brad or ask for a copy by email. If you do, the conversation, a short summary of it (including where you are based, the kind of organisation you work for, the problem, who decides, timing, budget and the tools you already use, if you mentioned them) and the contact details you give us are emailed from and to Brad’s Google Workspace mailbox and recorded in HubSpot, and we use them to respond to you. If you book a time from the chat, your questions are included in the calendar booking so Brad can prepare. PostHog records that the chat was used and which buttons were pressed, but not what you typed. To improve the assistant, we also keep a record of the questions asked and any Compass check answers, with email addresses and phone numbers removed. Please don’t include names or other personal details in your questions; if you do, they may be kept in this record. The record also notes the topic, the kind of organisation and location if you mentioned them, the page you started on and whether you booked or got in touch. It is stored with our website host, Netlify, which may be outside Australia, and is deleted after 12 months. If you use the microphone button, your browser turns your speech into text, which may use your browser maker’s speech service (for example Google or Apple); we receive only the text.

Email, documents and working notes are held in Google Workspace and Notion. Notes of calls may be produced with Granola, a transcription tool. These providers may store or process information outside Australia, including in the United States.

Financial records (invoices, receipts and tax-related documents) are kept in our Australian-hosted database and in email, and are provided to our accountant and to the Australian Taxation Office where required.

Website analytics. We use PostHog to measure how visitors use this website. PostHog records the pages you view, the buttons you press, your device and browser, and your approximate location, worked out from your IP address, which is then discarded. It also records visits so we can see where the site is hard to use. Form fields are masked in those recordings, and the chat is not recorded. Recordings are kept for 30 days. PostHog sets cookies for this purpose. Your visit stays anonymous unless you give us your email, for example by booking a time or sending a message. We then link that activity to your name, email and organisation. PostHog is hosted in the United States.

Website and bookings. This website is hosted by Netlify. Bookings are handled by Cal.com, which receives your name, email, organisation and any notes you add. These providers may process information outside Australia, including in the United States.

We do not sell your information. We share it only with the service providers named in this section, which hold it on our behalf, with subcontractors working on your engagement, with a referral partner if you agree to it, and where the law requires it.

4. Why we collect it

• To understand your situation before our first conversation
• To respond to your enquiry and maintain continuity across our communications
• To deliver the consulting services we agree to provide
• To improve our methods, using information that has been de-identified
• To meet our record-keeping obligations under Australian tax law
• If you have opted in: to send occasional insights and updates (you can unsubscribe at any time)

We do not use your information for advertising. We do not profile you. We do not sell your data.

5. How long we keep it

• Contact and intake information: retained in HubSpot for the duration of any active engagement, plus up to 3 years after our last contact, then archived or deleted on request.
• Website chat question records (questions asked in the chat, with email addresses and phone numbers removed): retained for 12 months, then deleted.
• Email and CRM activity logs: retained for the life of the contact record, then deleted on request.
• Working papers supporting figures in a report, including the intake answers and any Compass 360° check or deep dive answers they rely on: retained for at least 6 years from the date of the report. This overrides the shorter periods above.
• Financial records (invoices, receipts, tax-related documents): retained for 7 years as required by Australian tax law.

6. Your choices

You can:

• Access a copy of the personal information we hold about you
• Correct any information that is inaccurate or out of date
• Ask us to delete your information, subject to the records described in section 5
• Withdraw consent for marketing communications at any time
• Lodge a complaint with the Office of the Australian Information Commissioner if you believe we have mishandled your information

7. How to request deletion or access

Email brad@bwadvisorysolutions.com.au with the subject line "Privacy request" and a brief description of what you are asking for. We will acknowledge your request promptly and action it within 30 days, and we will confirm in writing once your information has been deleted, exported, or corrected. Where we are legally required to retain a subset of records (for example, invoices under Australian tax law), we will tell you specifically what has been retained and why.

You do not need to give a reason for a deletion request. There is no charge.

8. Security

All form submissions and data traffic are encrypted in transit. Data at rest in HubSpot and in our Australian-hosted database is encrypted. Access is limited to the principal, to subcontractors working on your engagement, and to the service providers named in section 3.

9. Complaints

If you believe we have mishandled your personal information, contact us first at brad@bwadvisorysolutions.com.au. We will acknowledge your complaint within 5 business days and give you a written response within 30 days. If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner at www.oaic.gov.au.

10. Changes to this policy

We may update this policy from time to time. The effective date at the top of the page shows when it was last revised. Material changes will be notified by email to active contacts.