InGen Ecosystems Privacy Policy
This policy explains how InGen Ecosystems Holdings Pty Ltd (ABN 23 692 703 370), trading as InGen Ecosystems, InGen Legal, InGen Academy and InGen Technologies, handles personal information. It covers our dealings with clients, prospective clients, subscribers, business contacts and people who contact us or use our services.
Our privacy contact is Anthony Carnovale at anthony@ingenlegal.com.au.
1. Our approach to privacy
We respect the privacy of the people we deal with. We aim to collect and use personal information in ways that are relevant to our services, clear to the people concerned and consistent with applicable law. In this policy, "we", "us" and "our" refer to InGen Ecosystems Holdings Pty Ltd.
Our legal services are also subject to applicable professional duties, including duties of confidentiality. This policy does not limit those duties, waive legal professional privilege or provide unrestricted permission to share client information between InGen businesses.
2. The information we handle
Personal information is information or an opinion about an identified person, or a person who can reasonably be identified. The information we handle depends on your relationship with us and the service or enquiry involved. It may include:
a. Contact and business details, such as your name, email address, phone number, business name and role.
b. Enquiry and communication records, including correspondence, instructions, feedback and information you provide in forms or conversations.
c. Client and matter information, such as identity documents, agreements, transaction records, financial information and information about other people relevant to a legal matter.
d. Service and account information, including records needed to deliver an agreed service, administer accounts and manage invoices and payments.
e. Newsletter and marketing information, including contact details, interests you choose to share and subscription or communication preferences.
A legal matter may involve sensitive information, such as health information or criminal record information. We seek this information only where it is reasonably necessary for the relevant purpose and there is an appropriate legal basis, including consent where required. Please do not send sensitive information or documents about other people unless they are relevant to your enquiry or matter and you are entitled to provide them.
3. How we collect information
We generally collect information directly from you when you contact us, complete an enquiry form, subscribe to a newsletter, request assistance or instruct us. We may also obtain information relevant to a service or matter from authorised representatives, other parties and their advisers, referral sources or publicly available records, where appropriate and lawful. Naturally, any privileged information between Lawyer and Client will remain privileged and confidential information to not be disclosed unless by Court Order or other means of Legislative requirement.
You may make a general enquiry without identifying yourself where it is lawful and practical to do so. Some services require identification or other information before we can act. If information reasonably needed for a service is not provided, we may be unable to assist or may need to limit the assistance available. Where a particular collection requires additional explanation, we will provide it through the relevant form or service process.
4. How we use information
We collect, hold and use personal information for purposes connected with our relationship with you. These include responding to enquiries, assessing whether we can assist, delivering agreed services, communicating about a matter, administering accounts, maintaining records, handling feedback or complaints and meeting applicable legal or professional obligations.
We also use relevant contact information to provide InGen Academy newsletters and other marketing communications where permitted. We do not treat an enquiry or a request for legal advice as unrestricted permission to use confidential matter information for unrelated marketing.
If we propose to use information for a materially different purpose, we will consider the applicable legal requirements and obtain consent where required.
5. When we disclose information
We may disclose information where reasonably needed for the relevant enquiry, service or matter, where you authorise us to do so, or where disclosure is otherwise required or permitted by law. Depending on the circumstances, recipients may include:
a. Your authorised representatives and other people you ask us to involve.
b. Other parties and their advisers, barristers, experts, courts, tribunals, regulators and settlement participants involved in a legal matter.
c. Providers supporting our communications, document handling, business systems, accounting and service delivery.
Any disclosure of legal matter information remains subject to applicable confidentiality obligations and legal professional privilege. Sharing information across our business activities is limited to what is appropriate for the relevant purpose and authorised or permitted by law.
6. Newsletters and marketing choices
Our marketing includes InGen Academy newsletters and information about relevant InGen services. You can stop receiving marketing at any time by using the unsubscribe button in a newsletter or emailing Anthony Carnovale at anthony@ingenlegal.com.au. You do not need to give a reason or pay us a fee to opt out.
We will act on opt-out requests in accordance with the timeframes required by applicable law. An opt-out applies to marketing; we may still contact you where needed to respond to an enquiry, deliver an agreed service, administer your account or meet a legal obligation.
Where we request consent to receive marketing, that choice is separate from a request to respond to an enquiry. You can withdraw marketing consent using either of the methods above.
7. Online forms and third party platforms
If you contact us through a social media platform or another third party service, that platform also handles information under its own privacy terms. Please review those terms as well as any collection notice provided with the form. A link to another website does not make us responsible for that website's privacy practices.
Where cookies, analytics or similar technologies are used in connection with an online service, the relevant notice or settings should explain their use and the available choices. Your browser or platform settings may also let you manage cookies or advertising preferences. Disabling some technologies may affect how a service works.
8. Systems and overseas handling
We use business systems to hold and manage information, including Microsoft 365, LawConnect, PEXA, Intouch and Xero. The information handled through each system depends on the service, transaction or business activity involved.
Some service providers may process or store information outside Australia, including through support providers or subcontractors. Relevant locations depend on the service and its arrangements. We assess overseas handling in light of the information involved, applicable privacy requirements and our professional obligations, and take the steps required by law before making an overseas disclosure.
You can contact Anthony Carnovale if you would like more information about the handling of information relevant to your dealings with us.
9. Keeping information secure
We take reasonable steps to protect personal information against misuse, interference, loss and unauthorised access, modification or disclosure. The steps appropriate to a particular record depend on its sensitivity, how it is held and the risks involved. Our approach includes considering who needs access, how information is shared and the arrangements with providers handling it for us.
No method of electronic transmission or storage is entirely risk-free. If you need to provide particularly sensitive documents, please contact us to discuss an appropriate way to send them. If we become aware of a privacy incident, we will assess it, respond as appropriate and make any notifications required by law.
10. How long we retain information
We retain personal information for as long as it is reasonably needed for the purpose for which it was collected or another lawful purpose. Relevant considerations include the nature of the service, our ongoing relationship with you, legal and professional record-keeping requirements, and the need to establish, exercise or defend legal rights.
When information is no longer needed and we are not required to retain it, we take reasonable steps to destroy it securely or de-identify it. Different retention requirements may apply to legal files, accounting records, enquiry records and marketing preferences. An unsubscribe request does not necessarily require deletion of records we must retain or information needed to respect your opt-out.
11. Access and correction
You can ask to access personal information we hold about you, or request correction of information you believe is inaccurate, out of date, incomplete, irrelevant or misleading, by emailing Anthony Carnovale at anthony@ingenlegal.com.au. Please describe your request clearly. We may need to verify your identity and clarify the information involved before responding.
We will consider your request within a reasonable period and in accordance with applicable law. Access may be limited where a lawful exception applies, including obligations concerning another person's information or privileged material. If we cannot meet a request, we will explain our decision and available complaint options to the extent required by law. If a lawful access charge applies, we will explain it before proceeding.
12. Privacy concerns and complaints
If you have a concern about how we have handled personal information, please email Anthony Carnovale at anthony@ingenlegal.com.au. Include a description of what happened, the relevant InGen service or matter reference number, and how you would like us to contact you. Avoid sending sensitive identity documents with an initial complaint unless requested through an appropriate channel.
We will review the concern, make appropriate enquiries and provide a response within a reasonable period, subject to any applicable legal requirements. If more information or time is needed, we will explain what is required and keep you informed of progress.
This policy does not limit your rights under applicable law.
13. Changes to this policy
We may update this policy to reflect changes to our services, information-handling practices or applicable requirements. The current policy can be requested from Anthony. Any additional notice or consent required for a change in how information is handled will be addressed separately.
14. Contact us
For privacy enquiries, access or correction requests, complaints, a copy of this policy, or assistance with marketing preferences, contact:
Anthony Carnovale
Email: anthony@ingenlegal.com.au