Privacy Policy

Katee Gray Business Consulting
ABN: 16670218500

Effective Date: July 2025

WHO WE ARE AND HOW TO CONTACT US

We are Katee Gray, providing recruitment services (Find Your Unicorn packages) and business mentoring (Business Integration) to help businesses grow and thrive. We're committed to protecting the privacy of our clients, candidates, suppliers, and website visitors.

This Privacy Policy applies to all our services, including our website KateeGray.com, social media channels, recruitment services, and mentoring programs. It explains how we collect, use, store, and protect your information.

Privacy Questions? Contact us at hello@kateegray.com

We comply with Australian Privacy Laws (Privacy Act 1988, Australian Privacy Principles) and, where applicable, international privacy regulations.

OUR ROLE IN YOUR PRIVACY

If you are a:

  • Recruitment client or job candidate

  • Mentoring client

  • Website visitor or newsletter subscriber

  • Supplier or business partner

This Privacy Policy applies to you.

Our Responsibilities: We determine how and why your data is processed. We don't sell or rent your details to third parties. We're committed to transparency about what information we collect and how we use it.

Your Responsibilities:

  • Please read this Privacy Policy

  • If you provide us with someone else's information (like a referee), confirm you have their permission

  • Keep your contact details up to date

WHEN AND HOW WE COLLECT DATA

We collect information in various ways:

Directly from you when you:

  • Submit enquiry forms or applications

  • Sign up for our services or newsletters

  • Attend our workshops, webinars, or events

  • Participate in coaching or mentoring sessions

  • Engage with us on social media

Automatically when you:

  • Visit our website

  • Open our emails

  • Interact with our online content

From third parties:

  • Referees (with your permission)

  • Professional networks and industry contacts

  • Public sources (LinkedIn, company websites)

  • Other recruitment or business contacts (with permission)

TYPES OF DATA WE COLLECT

Contact Information:

  • Name, address, email, phone numbers

  • Professional details (job title, company, LinkedIn profile)

Recruitment Services:

  • CV/resume and cover letters

  • Employment history and references

  • Salary expectations and employment preferences

  • Interview recordings and notes (with consent)

  • Professional assessments (e.g., Enneagram results)

Mentoring Services:

  • Business information (marketing materials, strategy documents)

  • Session recordings and transcripts (with consent)

  • Business goals and challenges

  • Progress notes and action items

Website and Technical Data:

  • IP address, browser type, device information

  • Website usage patterns and preferences

  • Cookie data and analytics information

Financial Information:

  • Payment details for service purchases

  • Billing addresses and invoice information

ARTIFICIAL INTELLIGENCE (AI) USAGE

We use AI tools to enhance our services:

Claude AI (Anthropic) for:

  • Analyzing client marketing materials and brand voice

  • Processing meeting transcripts and session notes

  • Creating customized business strategies and recommendations

  • Improving our service delivery and communications

FathomAI for:

  • Recording and transcribing coaching/mentoring sessions (with your consent)

  • Creating session summaries and action items

Important AI Disclosures:

  • We may input business strategy content and meeting transcripts into AI systems

  • We do NOT input CVs, personal financial information, or sensitive candidate data into AI

  • AI providers may store data on international servers (primarily US-based)

  • You can opt out of AI processing by contacting us

  • All AI usage is designed to improve our service to you

HOW AND WHY WE USE YOUR DATA

Primary Purposes:

  • Provide recruitment and mentoring services

  • Facilitate job matching and candidate placement

  • Deliver coaching sessions and business guidance

  • Process payments and manage client relationships

  • Communicate about our services and programs

Secondary Purposes:

  • Improve our services and website functionality

  • Marketing and promotional activities (with consent)

  • Industry research and development

  • Legal compliance and business protection

  • Anonymous case studies and testimonials (with permission)

Marketing Communications: We'll only send marketing emails if you've consented. You can unsubscribe anytime using the link in our emails or by contacting us.

SHARING AND DISCLOSURE

We may share your information:

With Your Consent:

  • Sharing candidate profiles with potential employers

  • Referring clients between our recruitment and mentoring services

  • Including you in case studies or testimonials

Service Providers:

  • GoHighLevel (CRM and communication platform)

  • FathomAI (meeting transcription)

  • Google Workspace (email and file storage)

  • Payment processors and accounting software

Legal Requirements:

  • When required by law or legal process

  • To protect our business interests or prevent fraud

  • In connection with business transfers or sales

We NEVER:

  • Sell your information to third parties

  • Share candidate data without permission

  • Use your business information for competitor advantage

INTERNATIONAL DATA TRANSFERS

Some of our service providers store data outside Australia:

United States:

  • GoHighLevel (CRM platform)

  • Claude AI (Anthropic)

  • FathomAI (Microsoft Azure)

Global/Various Locations:

  • Google Workspace (varies by service)

  • Payment processors

  • Analytics providers

We ensure these providers maintain security standards substantially similar to Australian privacy laws. Where possible, we use providers with Australian data residency options.

YOUR RIGHTS AND CHOICES

Access and Correction:

  • Request a copy of your personal information

  • Correct inaccurate or outdated information

  • We'll respond within 30 days

Data Portability:

  • Request your data in a structured, machine-readable format

  • Transfer your information to another service provider

Erasure (Right to be Forgotten):

  • Request deletion of your personal information

  • Subject to legal retention requirements (e.g., tax records)

Object to Processing:

  • Opt out of marketing communications

  • Restrict how we use your information

  • Object to automated decision-making (though we don't use this)

Marketing Preferences:

  • Unsubscribe from newsletters anytime

  • Update your communication preferences

  • Choose how we contact you

DATA SECURITY

We protect your information through:

  • Secure, password-protected systems

  • Encrypted data transmission and storage

  • Limited staff access on a need-to-know basis

  • Regular security reviews and updates

  • Reputable third-party providers with strong security credentials

Data Breach Response: While not currently subject to mandatory breach reporting, we're committed to transparency. In the unlikely event of a serious data breach, we'll assess, contain, and respond appropriately, notifying affected individuals and authorities where necessary.

DATA RETENTION

How long we keep your information:

Recruitment Services:

  • Successful candidates: 7 years (for reference purposes)

  • Unsuccessful candidates: Until they opt out or unsubscribe

  • Client recruitment files: 7 years (for business records)

Mentoring Services:

  • Individual mentoring: 6 months after last session

  • Group coaching: Lifetime (for ongoing support and resources)

  • Business development materials: As long as relevant for service delivery

General Business:

  • Financial records: 7 years (tax requirements)

  • Marketing data: Until you unsubscribe

  • Website analytics: 2 years

COOKIES AND TRACKING

We use cookies to:

  • Improve website functionality

  • Analyze website usage

  • Remember your preferences

  • Provide personalized content

Types of cookies:

  • Essential cookies (required for website function)

  • Analytics cookies (Google Analytics)

  • Marketing cookies (with consent)

Your choices:

  • Block cookies through your browser settings

  • Opt out of Google Analytics tracking

  • Manage cookie preferences on our website

For detailed information about cookies and how to control them, visit www.allaboutcookies.org

GOOGLE ANALYTICS AND META

Google Analytics: We use Google Analytics to understand website usage. This may include remarketing features, meaning you might see our ads across the internet based on your website visits. You can opt out at tools.google.com/dlpage/gaoptout

Meta (Facebook/Instagram): We use Meta Pixel to track interaction with our social media and improve our marketing. You can control ad preferences in your Facebook settings.

AGE REQUIREMENTS

Our services are designed for business professionals. You must be at least 18 years old to use our services. We don't knowingly collect information from minors.

COMPLAINTS AND CONCERNS

Contact us first: If you have concerns about how we handle your privacy, please contact us at hello@kateegray.com. We'll investigate and respond promptly.

External review: If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au

POLICY UPDATES

We may update this Privacy Policy to reflect changes in our practices, services, or legal requirements. We'll always display the current effective date at the top of this policy. For significant changes, we'll notify you directly.

Questions about this Privacy Policy?
Contact us at hello@kateegray.com or visit our contact page.

This Privacy Policy is designed to be clear and comprehensive while protecting both your privacy and our business interests. We believe transparency builds trust, and we're always here to answer your questions.