Privacy Policy

Uphotic Holdings Pty Ltd operates the Uphotic business and provides leadership development, executive coaching, advisory, organisational development, diagnostic and related digital services.

References to "Uphotic", "we", "us" or "our" in this policy mean Uphotic Holdings Pty Ltd.

Our services may be provided directly to individuals or through organisations engaging Uphotic for their leaders, teams or employees.

The personal information we collect depends on how you interact with Uphotic.

It may include:

• your name and contact details
• organisation, role and professional information
• information submitted through website forms or enquiries
• correspondence and communications with us
• scheduling and appointment information
• billing and transaction information
• information you voluntarily provide during coaching, advisory or leadership development engagements
• responses to Leadership Lens™ or other assessment, reflection, feedback or development activities
• feedback provided about leadership, teams or organisational experiences
• information generated through your use of an Uphotic client portal or other digital service
• technical information relating to website or digital-service usage

Some leadership development or coaching activities may involve information that is personal or sensitive in nature. We seek to collect such information only where it is reasonably necessary for the relevant service and where its collection is permitted by law.

You are not expected to provide sensitive personal information that is unrelated to the purpose of your engagement.

We generally collect information directly from you when you:

• contact or correspond with Uphotic
• submit an enquiry
• engage our services
• participate in coaching, advisory or leadership development
• complete a Leadership Lens™ or other assessment or reflection
• provide feedback
• use an Uphotic digital service or client portal
• attend an event, workshop or program
• subscribe to communications

Where an organisation engages Uphotic on behalf of its leaders or employees, we may receive limited information from that organisation required to establish or administer the engagement.

We may also receive information from professional referrals, publicly available professional sources or service providers where lawful and appropriate.

Leadership Lens™ is a leadership development and diagnostic intelligence framework.

Depending on the configuration used, participants may provide information relating to behaviour, motivation, values, strengths, leadership reputation, patterns under pressure, team experience or organisational dynamics.

This information is intended to support reflection, interpretation and development.

Leadership Lens™ is not a clinical or psychological health diagnosis and is not designed to make definitive judgements about an individual's capability.

Where feedback is gathered from other people, including through 360-degree or team processes, Uphotic may aggregate or de-identify responses where appropriate to the design of the engagement.

The way individual results may be shared with an engaging organisation will depend on the agreed scope of the relevant engagement. Uphotic seeks to make those arrangements clear to participants before information is collected.

We may use personal information to:

• respond to enquiries
• provide and administer our services
• conduct coaching, advisory and leadership development engagements
• generate and interpret Leadership Lens™ and related outputs
• facilitate workshops, programs and development activities
• schedule sessions and communicate with participants
• administer client accounts and digital services
• process payments and maintain business records
• improve our services, frameworks and client experience
• maintain security and prevent misuse
• comply with legal and regulatory obligations
• communicate with you where you have requested or consented to that communication

Where appropriate, information may also be aggregated or de-identified to understand broader patterns, improve methodologies or support research and development.

We do not sell personal information.

Uphotic may use reputable digital platforms, software and artificial intelligence-enabled tools to support aspects of administration, analysis, interpretation, content generation or service delivery.

These technologies are intended to support human judgement rather than replace it.

Where artificial intelligence or automated processing assists with Leadership Lens™ or another Uphotic service, outputs should be understood as inputs to reflection and professional interpretation, not autonomous decisions about an individual's employment, capability or psychological condition.

Uphotic remains responsible for how its services are designed and delivered.

We periodically review our use of technology and our privacy practices as technology and applicable regulation evolve.

An organisation may engage Uphotic to work with its employees, leaders or teams.

In these circumstances, we distinguish where practicable between:

• information required to administer the engagement
• individual development information
• aggregated team or organisational information
• information expressly agreed to be shared with the organisation

Unless otherwise agreed with the participant and permitted by law, personal coaching conversations are treated as confidential subject to the professional and legal exceptions applicable to the engagement.

Corporate reporting may use aggregated or de-identified information where appropriate.

The specific arrangements for a corporate engagement may also be governed by a separate agreement between Uphotic and the organisation.

We may disclose information to trusted service providers where reasonably necessary to operate Uphotic or provide our services.

These may include providers supporting:

• website and cloud infrastructure
• client portals and software
• email and communications
• scheduling
• payment processing
• document management
• analytics
• professional advisers
• digital and AI-enabled services

We seek to use reputable providers and limit disclosure to information reasonably required for the relevant function.

We may also disclose information where required or authorised by law.

Some technology and cloud service providers used by Uphotic may store or process information outside Australia.

The countries involved may vary according to the provider and its infrastructure.

Where overseas processing occurs, Uphotic takes reasonable steps appropriate to the circumstances to select reputable providers and manage information responsibly.

Where practicable and required by applicable privacy law, further information about likely overseas locations can be provided on request.

Uphotic takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

Measures may include access controls, secure technology providers, authentication, restricted access and appropriate business processes.

No online or electronic system can be guaranteed to be completely secure. We therefore continually consider security as part of the way our digital services are designed and operated.

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, our legitimate business and professional record-keeping requirements, dispute management, or applicable legal obligations.

When information is no longer reasonably required, we may securely delete or de-identify it where appropriate and legally permissible.

You may request access to personal information Uphotic holds about you or ask us to correct information you believe is inaccurate, incomplete or out of date.

We may need to verify your identity before actioning a request.

There may be circumstances permitted by law in which access cannot be provided in full. If this occurs, we will explain our position where required.

Receiving an Uphotic service or submitting an enquiry does not automatically subscribe you to ongoing marketing communications.

Where required, we will seek appropriate consent before sending commercial electronic communications.

You may unsubscribe from marketing communications at any time using the unsubscribe facility provided or by contacting us.

Operational communications relating to an active engagement are separate from marketing communications.

The Uphotic website may use cookies and similar technologies necessary for website operation, security, performance and analytics.

These technologies may collect information such as browser type, device information, pages visited and general usage patterns.

Where optional analytics or similar technologies require consent, they should only operate in accordance with the consent settings implemented on the website.

Browser settings may also allow you to restrict or delete cookies, although doing so may affect some website functionality.

If you have a question, concern or complaint about how Uphotic handles personal information, please contact:

Uphotic Holdings Pty Ltd
Email: info@uphotic.com

We will consider privacy enquiries and complaints in good faith and seek to respond within a reasonable period.

If a privacy complaint cannot be resolved directly with us, you may have the right to contact the Office of the Australian Information Commissioner or another applicable regulator.

We may update this Privacy Policy as our services, technology or legal obligations evolve.

The current version will be published on this website with its most recent update date.