PlanB Consulting: Privacy Policy

Last updated: 05.02.2026

1. Introduction & Purpose

PlanB Consulting (PlanB) is committed to protecting the privacy and confidentiality of the personal and business information entrusted to PlanB. This Privacy Policy outlines how PlanB collects, uses, stores, and discloses information when providing products, consulting and / or managed services, and third party solutions (including Microsoft 365) to PlanB’s clients. It also explains how PlanB complies with its obligations under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Scope: This policy applies to all PlanB staff, contractors, and third parties who have access to client data and company systems.

2. Information Collected and Held

PlanB collects personal and business information (Private Information) required to deliver PlanB’s services effectively, including, but not limited to,:

• Client contact information: such as names, email addresses, phone numbers, job titles.
• Business information: such as Microsoft 365 tenant data, SharePoint content, Teams configuration, and workflow data provided during consulting or migration projects.
• Financial details: such as payment and invoicing information when required for billing or payment purposes.
• Training and adoption data: such as attendance records, user feedback, and usage metrics for training sessions and Copilot pilots.
• Sensitive information: Only where required and necessary, such as HR, health, or student records — which is handled strictly under APP 3 with consent and additional controls.

  PlanB may collect this information directly from you, your organization, or through secure integrations with systems which include Microsoft 365, WorkflowMax, and Xero.

PlanB holds and stores your Private Information securely both within PlanB’s internal storage systems, as well as within Microsoft’s data centre environments which conform to SOC1 and SOC2 standards.

3. Consent

By using PlanB’s website, or obtaining products and services from PlanB, you provide your consent for PlanB to collect this information directly from you or your organisation, or through secure integrations with PlanB’s systems.

4. How Your Information Is Used

Your information is used solely for the purposes of delivering PlanB’s products and services, or enabling PlanB to remit payment where applicable, including but not limited to,:

• Designing and building Microsoft 365 intranets, workflows, and automation solutions.
• Providing managed services, support, and proactive monitoring.
• Conducting Copilot pilots and AI governance programs.
• Performing migrations of SharePoint, Teams, and other systems.
• Communicating project updates, billing, and training opportunities.
• Meeting legal and regulatory obligations, including security and audit requirements.
• Making payments as needed.

  PlanB will never sell or rent your data to third parties.

5. Data Storage & Security

PlanB applies strict security measures to protect the confidentiality and integrity of all data, including, but not limited to,:

• Microsoft 365 security features: MFA, Azure Information Protection, and Purview for data governance.
• Encryption: All data is encrypted in transit (TLS 1.2+) and at rest using Microsoft’s Australian data centres.
• Employee training: All staff and contractors complete mandatory privacy and cyber security training.

6. Third-Party Access

PlanB works with trusted third-party providers where required, including Microsoft and other approved technology partners. From time to time, PlanB will share your data with these third parties if this is required in order for PlanB to provide you with products or services. Before sharing any data, third parties must comply with equivalent privacy standards and contractual obligations. Access is limited strictly to what is necessary for product or service delivery.

7. Cross-Border Data Transfers

PlanB primarily uses Microsoft Australian data centres, but some support services or system integrations may involve data transfers outside Australia. Where this occurs, PlanB ensures adequate safeguards are in place and uses all reasonable endeavours to ensure clients are informed before any cross-border transfer takes place. In addition, PlanB may share your information with authorised vendors for which PlanB may operate as a reseller when on-selling you products or services, or with parent and subsidiary companies of PlanB who may be located outside of Australia.

8. Copilot & AI Privacy Considerations

As part of PlanB’s Microsoft Copilot pilots and implementations, PlanB takes additional steps to safeguard privacy, including ensuring the following:

• AI models are only used within the boundaries of PlanB’s organisation.
• No identifiable customer data is shared outside of PlanB.
• Access to Copilot features is scoped to approved pilot groups with strict controls.
• Usage is monitored and governed through Purview and secure reporting.
• Clients receive clear guidance on responsible AI practices.

9. Your Rights

Under the Australian Privacy Principles, you have the right to:

• Request access to your personal data.
• Ask for corrections to inaccurate or outdated information.
• Withdraw consent for certain processing activities.

Make a complaint if you believe your privacy has been breached or if you feel PlanB have breached any of the APPs.

If you have a complaint in relation to your privacy or PlanB’s potential breach of the APPs, PlanB requires a written complaint, addressed to the Privacy Officer and PlanB will:

• provide you with written acknowledgement of the complaint;
• investigate the complaint and provide you with an applicable response within thirty (30) days of receipt of any written complaint;
• provide you with any appropriate remedies required;
• endeavour to resolve the issue within forty-five (45) days.

Requests and complaints should be made in writing to the Privacy Officer (see Section 13).

10. Data Breach Response

PlanB adheres to the Notifiable Data Breaches (NDB) scheme. If a data breach occurs that is likely to cause serious harm:

1. PlanB will immediately contain the breach and investigate its cause.
2. Affected clients will be notified promptly with details and recommended next steps.
3. PlanB will notify the Office of the Australian Information Commissioner (OAIC) as required by law.

11. Policy Updates

This Privacy Policy may be updated periodically to reflect changes in PlanB’s products, services, legal requirements, or technology. The latest version will always be published on PlanB’s website.

12. Disclosure required by law

PlanB may disclose information you provide us as strictly required by law.  Before making any such disclosure, PlanB will use reasonable efforts to give you advanced notice to enable you to seek a protective order or other protection and PlanB will provide all reasonable assistance and cooperation in conjunction with you seeking such an order or protection.

13. Contact PlanB

If you have any questions, concerns, or requests about this policy or PlanB’s data practices, please contact:

Privacy Officer
PlanB Consulting
Email: [email protected]