Privacy Policy - Spectra Intel Solutions

Effective date: 19 September 2025

Contact: admin@spectraintelsolutions.com.au · 0498 541 365 · Sunshine Coast, QLD

This Privacy Policy explains how we manage personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), including our approach to the Notifiable Data Breaches (NDB) scheme.
1) Who we are and how this policy works
We provide investigations services including surveillance, skip tracing, process serving and background checks. Where we act for corporate clients, we may also process information as a service provider under their instructions. Some activities, such as criminal history, bankruptcy and litigation searches, require heightened safeguards, consent and a clear legal basis. We only undertake activities that are lawful, necessary and proportionate to the agreed purpose.

2) The kinds of personal information we collect
Identification details, contact information, addresses and property records
Employment, directorship and business information
Court, insolvency, regulatory and licensing records
Publicly available information and commercially sourced trace data where permitted by law and client authority
Location and activity observations made in the course of lawful surveillance. We do not record private conversations or use prohibited devices.
Sensitive information where strictly necessary and lawful, with explicit consent or other permitted ground under the Privacy Act
Website and communications data, such as IP address, device information, cookies or analytics, and call recordings with notice
We endeavour to collect personal information directly where appropriate, but may collect from third parties and public sources when authorised or reasonably necessary for our functions.

3) Why we collect, use and disclose information
We handle personal information in order to:

deliver investigations, skip tracing, surveillance, process serving and background checks for clients under a lawful purpose
verify identity, locate persons, confirm employment, tenancy or credential claims, and assess risk or compliance matters
maintain chain of custody, prepare reports, affidavits and court exhibits
operate our business, including billing, quality assurance, training, security, insurance and legal compliance
We may disclose information to:

our clients or their legal representatives consistent with instructions and lawful purpose
courts, tribuninals, regulators and law enforcement where required or authorised
vetted subcontractors and agents (for example field operatives and process servers) under written confidentiality and privacy obligations
technology and service providers (for example IT, secure storage, email and case management) under data-processing and confidentiality terms
We do not sell personal information. We do not perform automated decisions that have legal or similarly significant effects without human review.

4) Cross-border disclosures
We primarily store data in Australia. If we need to transfer, or allow access to, information overseas (for example secure cloud services or international traces), we will take reasonable steps to ensure recipients comply with the APPs or are subject to a comparable law or binding scheme. We will inform clients where cross-border transfers are reasonably likely.

5) Quality, security and retention
We take reasonable steps to ensure information is accurate, up to date and complete. Security controls include role-based access, encryption in transit, multi-factor authentication, device hardening and secure evidence handling. We retain investigation files for seven years (or longer if required for legal or insurance purposes) and then securely destroy or de‑identify records.

6) Access and correction
Individuals may request access to, or correction of, their personal information by contacting us. We will respond within a reasonable period and may require proof of identity. Access may be limited where disclosure would breach confidentiality, legal privilege, ongoing investigations, court orders or applicable law. Where we refuse access or correction, we will provide reasons and available complaint avenues.

7) Direct marketing
We may send service updates or insights to business contacts. You can opt out at any time. We do not use sensitive information for marketing.

8) Notifiable Data Breaches (NDB) scheme
If we experience a data breach likely to result in serious harm, we will promptly assess the incident and, if it is an eligible data breach, notify affected individuals and the Office of the Australian Information Commissioner in accordance with the NDB scheme. We also notify relevant clients where we handle data as their service provider.

9) Complaints
If you have concerns about privacy, please contact us first. We will acknowledge within five business days and aim to resolve within 30 days. If you are not satisfied, you may contact the Office of the Australian Information Commissioner (oaic.gov.au). We will cooperate with the OAIC and any applicable regulator.

10) Changes to this policy
We may update this policy from time to time. The latest version will be published on our website with the effective date.

Important investigation conduct note (QLD & Australia‑wide)
We only perform investigative and surveillance activities that are lawful in the relevant State or Territory, and strictly in accordance with applicable legislation and licensing requirements (for example the Queensland Security Providers Act 1993). Our work excludes the use of any device or method prohibited under law, including listening devices or unauthorised GPS tracking. Clients must confirm a lawful purpose for all instructions.

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