Ingenex Pty Ltd · ACN 689 551 924 · ABN 65 689 551 924
Version 2.0 · Effective 14 September 2026 · Supersedes all prior versions
1.1 This Policy explains how Ingenex Pty Ltd (ABN 65 689 551 924) (“Ingenex”, “we”, “us”) collects, holds, uses, discloses and secures personal information.
1.2 Personal information has the meaning given in the Privacy Act 1988 (Cth) (Privacy Act): information or an opinion about an identified individual, or an individual who is reasonably identifiable. Sensitive information includes health information and has the meaning given in the Privacy Act.
1.3 Ingenex is presently a small business operator within the meaning of section 6D of the Privacy Act and is not obliged to comply with the Australian Privacy Principles (APPs). Ingenex nevertheless commits to handling personal information in accordance with the APPs as if it were an APP entity, and will comply as a matter of contract where a client requires it. Where legislative reform removes the small business exemption, Ingenex will comply as a matter of law and this Policy will be updated accordingly.
1.4 Ingenex is a sole practitioner practice. All engagements are performed personally by Chean Loke.
2.1 Ingenex collects only the personal information reasonably necessary for its functions and activities, namely:
| Category | Examples | Purpose |
|---|---|---|
| Booking information | Name, email address, telephone, role, organisation, website, description of the problem, responses to optional qualifying questions | To arrange, prepare for and conduct an introductory call |
| Engagement records | Client and contact details, dates, scope, correspondence, what was agreed | To perform and administer the engagement |
| Billing records | Name, business name, email, invoice and payment details | To issue tax invoices and meet taxation obligations |
| Client Materials accessed during an engagement | Whatever the client elects to display on its own systems | To perform the engagement; see clause 5 |
2.2 Ingenex does not collect sensitive information as a matter of course and does not seek it. Where a client elects to display information containing sensitive information during an engagement, clause 5 applies.
2.3 Ingenex collects personal information directly from the individual concerned wherever practicable. Where information is collected from a third party (for example, the person who made a booking on a colleague’s behalf), Ingenex takes reasonable steps to notify the individual.
2.4 An individual may deal with Ingenex anonymously or by pseudonym in respect of a general enquiry. This is not practicable for a booked engagement or where a tax invoice must be issued.
3.1 This website does not host an account, sign-up, advertising network or tracking cookie. Enquiries are taken through a form on this site. The information provided there is described at clause 2.1, and is stored in a database operated for Ingenex by the providers listed at clause 6.3. Where a time is then arranged, the booking is held in Google Calendar.
3.2 The hosting provider records aggregate visit counts and standard server logs. These are used solely to understand whether the site is being read and are not used to identify individuals.
4.1 Before a booked call, Ingenex may review information that the prospective client’s organisation has published publicly, and may use its own tooling to summarise that material.
4.2 This review is limited to material already published to the public. Ingenex does not attempt to access gated, private or personal material, does not purchase personal information from data brokers, and observes robots exclusion directives.
4.3 Where a prospective client does not proceed to an engagement, the summary and associated booking record are deleted within 12 months.
5.1 This clause states the position that matters most to clients, and it is deliberately narrow.
5.2 Engagements are conducted on the client’s systems, on the client’s screens, under the client’s accounts. Ingenex does not extract, copy, export or retain client data, and retains no copy following an engagement.
5.3 Any artificial intelligence tool used during an engagement is the client’s own licensed tool. Data submitted to that tool is governed by the client’s agreement with the relevant vendor, and not by any agreement between Ingenex and that vendor. Ingenex is not a party to that relationship and does not act as a data processor in respect of it.
5.4 No client data is used to train any model, by Ingenex or on its behalf, and Ingenex does not submit client data to any tool it controls.
5.5 The client determines what is displayed during an engagement. Where material contains personal information, sensitive information, health information or information confidential to a third party, the decision to display it and the obtaining of any necessary consent rests with the client, as recorded in clause 8.3 of the Terms of Engagement.
5.6 The only records Ingenex retains from an engagement are the ordinary business records described at clause 2.1.
6.1 Ingenex uses personal information only for the purpose for which it was collected, for a directly related secondary purpose within the individual’s reasonable expectation, or as required or authorised by law.
6.2 Ingenex does not sell personal information, does not disclose it for the purpose of direct marketing, and does not operate a mailing list.
6.3 Personal information is disclosed only to the following categories of recipient:
| Recipient | Purpose | Location |
|---|---|---|
| Google (Google Workspace) | Email, calendar, bookings, document storage | Australia and United States |
| Stripe Payments Australia Pty Ltd | Payment processing and invoicing | Australia and United States |
| Vercel Inc. | Website hosting | United States |
| Supabase Inc. | Storage of enquiries and preparation notes for introductory calls | Australia (Sydney) |
| Resend Inc. | Delivery of enquiry notifications to Ingenex | United States |
| Accountant; legal adviser | Taxation, compliance and advice, where genuinely necessary | Australia |
| A regulator, court or law enforcement body | Where required or authorised by law | Australia |
6.4 Card details are entered directly with the payment processor and are never seen, transmitted or stored by Ingenex. The processor provides Ingenex with the payer’s name, business name, email address and amount paid, for the purpose of issuing a tax invoice.
7.1 Certain service providers listed at clause 6.3 store or process information outside Australia, principally in the United States. Ingenex takes reasonable steps to satisfy itself that these providers maintain appropriate information-handling practices before engaging them.
7.2 Ingenex does not transfer client data offshore as part of performing an engagement, because it does not extract client data at all (clause 5.2).
8.1 Ingenex takes reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure, including multi-factor authentication on all business accounts, full-disk encryption on devices used for the practice, encrypted transport for information in transit, and access limited to the sole practitioner.
8.2 No method of transmission or storage is entirely secure. Ingenex reduces its exposure primarily by not holding client data in the first place.
8.3 Data breach response. Where Ingenex becomes aware of unauthorised access to, or disclosure or loss of, personal information it holds, it will contain and assess the incident promptly. Where the incident is likely to result in serious harm to an affected individual, Ingenex will notify the affected individuals and the Office of the Australian Information Commissioner in accordance with the Notifiable Data Breaches scheme, and will notify the relevant client without undue delay.
9.1 Engagement and financial records are retained for seven years, as required by the Income Tax Assessment Act 1936 (Cth) and the Corporations Act 2001 (Cth).
9.2 Booking records for prospective clients who do not proceed are deleted within 12 months (clause 4.3).
9.3 Personal information no longer required for any purpose for which it may lawfully be used, and not required to be retained by law, is destroyed or de-identified.
10.1 An individual may request access to the personal information Ingenex holds about them, and may request its correction or deletion, by writing to info@ingenex.net.au.
10.2 Ingenex will acknowledge a request within five business days and respond within 30 days. Access is provided without charge. Where a request is refused, Ingenex will provide written reasons and information about how to complain.
10.3 Ingenex may require verification of identity before disclosing personal information.
11.1 A complaint about the handling of personal information should be made in writing to info@ingenex.net.au. Ingenex will acknowledge within five business days and respond substantively within 30 days.
11.2 An individual dissatisfied with the response may complain to the Office of the Australian Information Commissioner: oaic.gov.au, telephone 1300 363 992, or GPO Box 5218, Sydney NSW 2001.
12.1 Ingenex may update this Policy. The current version is published at this address with its version number and effective date. Material changes will be notified to active clients in writing.
13.1 Privacy enquiries: Chean Loke, Ingenex Pty Ltd, Melbourne, Victoria — info@ingenex.net.au.