Privacy Policy.

We are committed to protecting your privacy and ensuring your personal information is handled responsibly and in accordance with Australian privacy laws.

This Privacy Policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others, and how we keep it secure.

Who are we?

Soft Systems Lab (“we”, “us” or “our”) is a creative consultancy / arts organisation based in Victoria. We engage with individuals, communities, and partners to deliver consulting, art programs, workshops, and coaching.

To deliver our work, we may collect personal information from you. “Personal information” means information or an opinion about an identified individual or an individual who is reasonably identifiable.

By engaging with Soft Systems Lab, you accept and agree to the terms of this Privacy Policy.

What personal information do we collect?

We may collect and hold the following types of personal information:

Full name and contact details (e.g. email, phone number)

Organisation or business name

Age range, gender, and language preferences

Information provided in forms, surveys, or feedback

Subscription or purchase history, including transaction details

Shipping and billing addresses

IP address, browser type, location and traffic data (via cookies or analytics tools)

Content or communications you submit to us online or via social media

We do not collect all of this information from everyone we engage with. In most cases, we only collect what is reasonably necessary for our services.

When do we collect personal information?

We collect personal information through various channels, including:

When you purchase a product, service, or ticket

When you fill in forms or sign up to a mailing list

When you engage with us via email, phone, social media, or our website

When you respond to surveys or feedback requests

When you download content or register for events

When you browse our site (cookies may be used)

When you contact us directly with an enquiry

We may also collect information from third-party platforms or service providers (e.g. marketing partners, ticketing providers), but only where lawful and relevant.

Why do we collect and use your information?

We collect and hold personal information for purposes including:

Providing services or content you have requested

Processing transactions or registrations

Responding to enquiries and customer service requests

Sending you updates, newsletters or event information

Improving our website and user experience

Personalising your experience and tailoring content

Managing partnerships, project delivery or contractual obligations

Complying with legal and regulatory obligations

Investigating complaints or potential breaches

If you no longer wish to receive communications, you can opt out at any time using the “unsubscribe” link in our emails or by contacting us directly.

Use of third-party services

We may use third-party platforms or services for:

Payment processing

Email communications

Event registrations or bookings

Surveys or feedback collection

Analytics and website performance monitoring

These third parties only receive the information necessary to perform their services and are bound by confidentiality obligations. They are not permitted to use your information for any other purpose.

How long do we keep your personal information?

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including to comply with legal obligations, respond to enquiries, or resolve disputes.

When information is no longer needed, we securely delete or anonymise it.

Your rights

You have the right to:

Access a copy of your personal information

Request correction of inaccurate or outdated information

Request deletion of your personal information

Withdraw consent to marketing communications

Object to certain types of data processing

To exercise any of these rights, please contact us using the details below.

Disclosure of personal information

We may disclose your personal information:

To employees, contractors, or service providers who require access to deliver our services

To comply with legal requirements or law enforcement authorities

To enforce our terms of use or investigate suspected unlawful activity

To partners or collaborators where you have explicitly agreed

We do not sell or rent personal information to third parties.

How do we keep your information secure?

We take reasonable steps to protect the personal information we hold from misuse, loss, or unauthorised access. Measures include:

Secure servers and encrypted storage

Password-protected systems and restricted access

SSL encryption for website traffic and forms

Regular data backups

Despite our efforts, no method of transmission over the internet is 100% secure. We cannot guarantee the absolute security of your data during transmission, but we take all reasonable precautions once it is received.

Cookies and analytics

We use cookies and similar technologies (e.g., pixels) to:

Monitor site usage and improve functionality

Personalise your experience

Track marketing effectiveness

These technologies do not identify you personally but may link to information such as your device, IP address, or previous pages visited. You can adjust your browser settings to disable cookies if you prefer.

Changes to this policy

This Privacy Policy may be updated from time to time to reflect changes to our practices or the law. The latest version will always be available on our website. Continued engagement with us constitutes acceptance of the current policy.

If you have any questions, concerns, or requests relating to this Privacy Policy or the personal information we hold, please contact:

Gülsen Özer

Soft Systems Lab

e: gulsen@gulsenozer.com