Effective Date: 24 October 2025

Who we are

Hyoukiten Administrative Consulting (“we”, “our”, “us”) is a consulting business based in Victoria, Australia. We provide administrative, operational and document-support services to individuals and organisations.

Contact us:
By Post: PO Box 2002, Melton South VIC 3338
Email: catherine@hyoukiten.consulting
Website: https://hyoukiten.consulting

Scope and purpose

We are committed to protecting the privacy of individuals with whom we interact and handling personal information in accordance with the Privacy Act 1988 (Cth) and associated Australian Privacy Principles (APPs) and, where applicable, the Privacy and Data Protection Act 2014 (Vic). (OAIC)

This policy describes the kinds of personal information we collect, how we use it, disclose it, store it, and your rights in relation to it.

What personal information we collect

We may collect a range of personal information depending on our engagement with you. This may include:

• your name, address, contact details (email, phone)
• employment history, education and skills (for individual clients seeking resume or cover-letter support)
• company name, role, organisational details (for business clients)

• billing and payment information (e.g., bank account or credit card details)
• other information relevant to the services we provide (e.g., workflows, document templates, project data)
• any additional information you provide via forms, email or during consultations.

How we collect your information

We collect information:

• directly from you when you complete a form, send us an email, attend a consultation or engage our services
• via our website (e.g., contact form, booking form)
• where relevant, from third parties (with your consent) such as referees or other service providers.

Why we collect and hold your information

We collect and use your information in order to:

• provide the services you have engaged us for (e.g., document review, process setup, virtual assistance)
• communicate with you about the services and manage our relationship (bookings, invoices, support)
• improve our services and business operations
• comply with legal, tax or regulatory requirements (e.g., invoicing, audit)
• if applicable, send you marketing materials or newsletters (only with your consent and in accordance with applicable law).

How we use and disclose your personal information

We will only use your personal information for the purposes outlined above (or for a purpose related to those purposes that you would reasonably expect).
We may disclose your personal information to:

• our service providers (for example, cloud-storage, payment processors, IT support) under strict confidentiality arrangements
• legal or regulatory authorities if required by law
• other third parties with your consent or as permitted under law.
  If we do disclose your information outside Australia, we will ensure appropriate safeguards are in place.

Storage and security of your information

We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access or disclosure. Measures include secure digital storage, password protections, restricted access, secure backups and encryption where appropriate.

We will retain your personal information only as long as necessary for the purposes for which it was collected, or as required by law, and then securely destroy or de-identify it.

Access, correction and deletion

You have the right to:

• request access to the personal information we hold about you
• request correction of any inaccurate or out-of-date information
• request deletion of your personal information (subject to our legal obligations).
  To make a request, contact us using the details above. We will respond within a reasonable time and free of charge (though we may charge a minimal fee for certain requests).

Complaints

If you believe we have breached our privacy obligations, please contact us at catherine@hyoukiten.consulting so we can address your concerns. We will investigate your complaint and aim to respond within [30] days.

If you remain dissatisfied, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC).

Changes to this policy

We may update this Privacy Policy from time to time. The latest version will be posted on our website at https://hyoukiten.consulting/privacy-policy and will be effective from the “Effective Date” shown above.

Cookies and website analytics

Our website uses cookies and analytics tools to monitor and improve user experience. Cookies do not generally identify you personally. You can disable cookies via your browser settings, though this may affect functionality.

Thank you for trusting Hyoukiten Administrative Consulting with your service needs. We value your privacy and are committed to handling your information responsibly.