This Privacy Policy explains how Shin Jidai Pty Ltd (we, us or our) handles personal information that we collect through our website at www.shin-jidai.com (the Website), and through the ways you contact us from it. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth) (the Privacy Act), even where the law does not strictly require us to.
We have written this policy in plain language. If anything is unclear, please ask us using the details in section 15.
1. What information do we collect?
The personal information we collect depends on how you use the Website and how you deal with us. It may include:
(a) your name, company or organisation name, role, email address, phone number and location;
(b) the details of your enquiry or message, and any information you choose to share with us in a form, email, call or meeting;
(c) your name and email address if you subscribe to our blog or updates;
(d) if you request a free PeopleShared trial, your organisation name, your name, your work email address and anything you choose to tell us about your organisation;
(e) details you give us when you book a call or ask about our services;
(f) technical information such as your IP address, browser type, device type, the pages you visit and the time you visit them; and
(g) records of our communications with you, including your marketing choices.
We do not ask you to give us sensitive information through the Website, and we ask that you do not include it in your messages.
2. Types of information
The Privacy Act defines types of information, including Personal Information and Sensitive Information.
Personal Information means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not, and whether it is recorded in a material form or not. If information does not identify you or let your identity be worked out, it is generally not Personal Information.
Sensitive Information includes information or opinion about racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or professional body, sexual orientation, criminal record, and health, genetic or biometric information. We use Sensitive Information only:
(a) for the primary purpose for which it was obtained;
(b) for a secondary purpose that is directly related to the primary purpose; and
(c) with your consent, or where the law requires or authorises it.
3. How we collect your Personal Information
(a) From you directly. When you complete a form on the Website, email or phone us, book a call, meet with us, or connect with us on social media or professional networks.
(b) Automatically. When you visit the Website, our analytics and security tools record technical information about your visit, and cookies may be placed on your device (see section 5).
(c) From third parties. Where reasonable and practical we collect information from you only. Sometimes we receive it from someone else, for example a colleague who refers you to us or a publicly available business profile. When this happens we take reasonable steps to make you aware that we hold it.
4. Why we collect and use your information
(a) To respond to your enquiries and provide or discuss our services, including advisory, project delivery, mentoring and coaching, and PeopleShared.
(b) To manage our relationship with you, including contracts, invoicing and support.
(c) To operate, secure and improve the Website, and to prevent spam and misuse.
(d) To keep in touch about developments in our business, if you have agreed to hear from us (see below).
(e) To meet our legal, tax and record keeping obligations.
The Monthly Brief and blog subscriptions. When you subscribe to The Monthly Brief, our monthly email, or to our blog, we collect your email address, and your name if the form asks for it, through an email tool called MailerLite. MailerLite stores your subscription and sends you our posts and updates by email. It stores information in data centres in the European Union, and its company group also operates in the United States. You can unsubscribe at any time using the link in every email.
Free trial requests. When you ask for a free PeopleShared trial, the details you enter on the trial request page are stored securely in the PeopleShared database. We use them to contact you, set up your trial and follow up afterwards, and we keep them only as long as we need them for that.
Direct marketing. We will send you marketing messages only where you have given us your express or inferred consent, or where the law otherwise allows it, and we follow the Spam Act 2003 (Cth). We do not use Sensitive Information for direct marketing. Every marketing message includes a simple way to unsubscribe, and you can also ask us at any time to stop by emailing info@shin-jidai.com.
5. Cookies, analytics and similar tools
Cookies are small files that a website places on your device. We use them, and similar tools, to make the Website work, to keep it secure, and to understand how it is used so we can improve it. In general it is not possible to identify you personally from them.
(a) Website analytics. We use website statistics services (currently Jetpack Stats, provided by Automattic) to see how many people visit and which pages they read. These tools may process your IP address and device information.
(b) Email sign up form. The sign up form on our blog is provided by MailerLite. It loads a script from MailerLite that may set cookies to show the form and record sign ups.
(c) Fonts and embedded content. The Website may load fonts and other content from third party services such as Google Fonts or embedded video services, which can receive your IP address when your browser requests them.
(d) Your choices. You can block or delete cookies in your browser settings. If you do, parts of the Website may not work as intended. You can also change or withdraw your consent at any time using the Change privacy settings link in the footer of every page.
(e) Cookie banner. When you first visit the Website, a cookie banner asks for your choices. We use a tool called Real Cookie Banner to show it and to remember what you chose. It saves a small file on your device with a random identifier and your choices. We also keep a record of your choice, including the date and time and technical details such as your screen size, so we can show that we asked you. Google Fonts, Google Maps, MailerLite sign up forms and Jetpack Stats load only after you agree. You can change or withdraw your choice at any time using the Change privacy settings link in the footer of every page, and the banner will then ask you again.
6. Who we share your information with
We do not sell your Personal Information. We disclose it only as needed to run our business, and only to people and organisations that handle it for a purpose connected to ours:
(a) service providers who help us operate the Website and our business, such as web hosting, website security and analytics, form and email tools, scheduling and video call tools, cloud storage, accounting and payment services;
(b) professional advisers such as accountants, lawyers and insurers;
(c) other organisations where you ask or agree to us doing so; and
(d) government bodies, courts or regulators where the law requires or authorises it.
Our service providers may also be exposed to your information from time to time while they maintain and support our systems in the normal course of their duties. We require them to protect it and to use it only for the purpose we gave it to them.
7. Sending information overseas
Some of our service providers store or process information outside Australia, mainly in the United States and the European Union, and in some cases in Singapore and other countries where those providers operate. Our founder also works from Australia and Cambodia, so information may be accessed from Cambodia.
Before we disclose Personal Information overseas we take reasonable steps to make sure the recipient handles it in a way that is consistent with the Australian Privacy Principles, for example by using reputable providers with appropriate security and contractual protections. Where the law allows, we may rely on your consent to an overseas disclosure, and we will tell you when we are doing so. Some countries have privacy laws that differ from Australia’s, and we cannot control how a recipient applies them.
8. PeopleShared and information we hold for our clients
PeopleShared is our HR system for organisations. The staff, volunteer and candidate information that an organisation puts into PeopleShared belongs to that organisation. We look after it on the organisation’s behalf and use it only to provide the service. The organisation is responsible for telling its people how their information is used and for having a lawful reason to collect it.
This Website Privacy Policy covers the Website and our own dealings with you. It does not replace the privacy notice for PeopleShared, which explains how information inside the system is stored, protected and shared. If you are a staff member, volunteer or candidate of an organisation that uses PeopleShared and you want to see or correct your information, please contact that organisation first. You can also contact us and we will pass your request on.
PeopleShared stores information with hosting and database providers in Singapore and the United States, and includes an optional help assistant powered by an overseas AI service provider.
9. Automated decisions and AI
We do not use automated decision making that significantly affects your rights or interests. If that changes, we will update this policy to describe the information used and the kinds of decisions made.
10. Security, storage and retention
(a) We store your Personal Information in a way that reasonably protects it from misuse, interference, loss and unauthorised access, modification or disclosure. This includes access controls, passwords and secure storage.
(b) When we no longer need your Personal Information for the purpose we collected it, and the law does not require us to keep it, we take reasonable steps to destroy it or remove anything that identifies you. Most information in our client files and records is kept for up to 7 years to meet our record keeping obligations.
(c) If a data breach is likely to cause you serious harm, we will act quickly to contain it, assess it, and notify you and the Office of the Australian Information Commissioner (OAIC) as the law requires.
11. Access and correction
You can ask us for access to the Personal Information we hold about you, and ask us to correct it if it is inaccurate, out of date, incomplete or misleading (Australian Privacy Principles 12 and 13). Please contact us in writing using the details in section 15. We may need to confirm your identity first, and we will respond within a reasonable time. In some cases the law allows us to refuse access, and if we do we will tell you why.
12. Complaints
If you have a complaint about how we have handled your Personal Information, please contact us using the details in section 15. Our CEO, Allison Arandez, will consider your complaint, and we may ask you for more information to understand your concerns. If we agree that your complaint is well founded, we will work with you to put things right. If you are not satisfied with the outcome, you may refer the matter to the Office of the Australian Information Commissioner at www.oaic.gov.au or on 1300 363 992.
13. People in Europe and the United Kingdom (GDPR)
If you are in the European Economic Area or the United Kingdom, the General Data Protection Regulation (GDPR) or the UK GDPR may give you additional rights. Where they apply, we handle your information because it is needed for a contract with you, because you have consented, because we have a legitimate interest in running and promoting our business that does not override your rights, or because the law requires it.
You may have the right to access your information, have it corrected or erased, restrict or object to how we use it, receive a copy in a portable format, withdraw consent at any time, and complain to your local data protection authority. To exercise these rights, contact us using the details in section 15. When we transfer your information outside Europe or the United Kingdom, we use appropriate safeguards where the law requires them.
14. Children, links to other sites and changes to this policy
(a) The Website is intended for businesses and organisations. It is not directed at children, and we do not knowingly collect information from anyone under 18 through it.
(b) The Website may link to other websites, including social media and professional networks. We are not responsible for their privacy practices, so please read their policies.
(c) We may update this policy from time to time to reflect changes in our practices or the law. The latest version is always on the Website, with the date it was last updated shown at the end of the page.
15. How to contact us about privacy
If you have any questions, want access to or correction of your Personal Information, or wish to make a complaint, you can contact us:
| info@shin-jidai.com | |
| Phone | +61 417 628 509 |
| Attention | Allison Arandez, Shin Jidai Pty Ltd |
Last updated: October 2026.