Privacy Policy

About This Policy

PBOS (Personal Brand Operating Strategy) is committed to protecting the privacy of individuals who interact with our business. This Privacy Policy explains how we collect, use, hold, and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By using our website, engaging our services, or otherwise providing us with your personal information, you consent to the collection, use, and disclosure of your information as described in this policy.

This policy applies to all personal information collected by PBOS through our website at pbos.com.au, via email, phone, in-person meetings, social media platforms, and any other means of communication.

Who We Are

PBOS is a personal branding consultancy operated by Joseph Rainnie, specialising in building personal brand systems for real estate agents across Australia. Our services include strategic brand consulting, content system development, and ongoing brand coaching delivered through our 90-day flagship program.

Business name: PBOS (Personal Brand Operating Strategy)
Contact: joseph@pbos.com.au
Location: Australia

Information We Collect

We collect personal information that is reasonably necessary for us to provide our services and operate our business. The types of personal information we may collect include:

Identity and Contact Information

• Full name
• Email address
• Phone number
• Business name and role (e.g. real estate agency and position)
• Location (suburb, city, state)
• Social media handles and profile links

Business and Professional Information

• Real estate agency or brokerage details
• Years of experience and areas of specialisation
• Current marketing activities and brand presence
• Business goals and objectives
• Revenue and performance indicators (where voluntarily provided)

Communication and Interaction Data

• Records of communications with us (emails, call notes, messages)
• Enquiry and application form submissions
• Feedback and survey responses
• Content and materials you share with us during the program

Technical and Usage Data

• IP address
• Browser type and version
• Pages visited and time spent on our website
• Referring URL
• Device type and operating system

Payment Information

• Billing name and address
• Payment method details (processed securely through third-party payment providers we do not store card details)
• Transaction history

How We Collect Information

We collect personal information in the following ways:

• Directly from you when you complete a contact or application form, book a discovery call, email us, or engage in our program
• Through our website via cookies, analytics tools, and tracking technologies when you visit our website
• Through third-party platforms such as Calendly (scheduling), Kit.com (email marketing), social media platforms (Instagram, LinkedIn, Facebook), and payment processors
• Through referrals when another person refers you to our services and shares basic contact details with us
• Publicly available sources such as your public social media profiles or real estate agency websites, where relevant to assessing how we can help you

Where practicable, we collect personal information directly from you. If we collect personal information about you from a third party, we will take reasonable steps to notify you of this.

How We Use Your Information

We use personal information for the primary purpose for which it was collected and for related secondary purposes that you would reasonably expect. This includes:

Delivering Our Services

• Assessing your application and suitability for the PBOS program
• Providing personalised brand strategy, content systems, and coaching
• Managing your client relationship throughout the program
• Communicating with you about your program progress

Business Operations

• Processing payments and managing invoicing
• Maintaining records and client files
• Responding to enquiries and customer service requests
• Improving our services and offerings

Marketing and Communications

• Sending you educational content, newsletters, and updates about PBOS (with your consent)
• Sharing case studies or testimonials (only with your explicit prior consent)
• Conducting surveys or requesting feedback

Legal and Compliance

• Meeting our legal obligations under Australian law
• Resolving disputes and enforcing agreements
• Fraud prevention and risk management

We will not use your personal information for any purpose that is incompatible with the purpose for which it was collected unless we have your consent or are required to do so by law.

Disclosure of Information

We do not sell, rent, or trade your personal information to third parties. We may disclose your information in the following limited circumstances:

Service Providers

We engage trusted third-party service providers who assist us in operating our business. These include:

• Calendly for scheduling discovery calls and meetings
• Kit.com (formerly ConvertKit) for email marketing and newsletter distribution
• Stripe or equivalent for secure payment processing
• Google Analytics for website analytics and performance measurement
• Meta (Facebook/Instagram) for advertising and social media management
• Notion or equivalent CRM tools for client relationship management
• Cloud storage providers for secure document and file storage

All third-party providers are required to handle your information in accordance with applicable privacy laws and are prohibited from using it for any purpose other than providing services to us.

Legal Requirements

We may disclose your information where required by law, court order, or government authority, or where we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

Business Transfers

In the event that PBOS is sold, merged, or undergoes a change of ownership, your personal information may be transferred to the new entity. We will notify you of any such transfer and ensure your information remains protected.

Overseas Disclosure

Some of our third-party service providers are based overseas or store data on servers located outside Australia. These include providers such as Calendly (USA), Kit.com (USA), Stripe (USA), and Google (USA).

Where we disclose personal information to overseas recipients, we take reasonable steps to ensure those recipients handle your information in a way that is consistent with the Australian Privacy Principles. This may include ensuring that recipients are subject to laws or binding contractual arrangements that provide substantially similar protections to the APPs.

By using our services, you acknowledge and consent to the potential disclosure of your personal information to overseas recipients as described above.

Data Storage and Security

We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Our security measures include:

• Password-protected systems and accounts with two-factor authentication where available
• Encrypted storage and transmission of sensitive data (SSL/TLS)
• Restricted access to personal information on a need-to-know basis
• Use of reputable, security-certified third-party platforms
• Regular review of our security practices

Data retention: We retain personal information for as long as necessary to fulfil the purposes for which it was collected, to comply with legal obligations, or to resolve disputes. When personal information is no longer required, we will take reasonable steps to securely destroy or de-identify it.

While we take reasonable steps to protect your information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security.

Your Rights and Access

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

• Access the personal information we hold about you
• Correct any personal information that is inaccurate, incomplete, or out of date
• Request deletion of your personal information, subject to our legal obligations to retain certain records
• Opt out of direct marketing communications at any time
• Complain about how we have handled your personal information

To exercise any of these rights, please contact us at joseph@pbos.com.au. We will respond to your request within 30 days. In some cases, we may need to verify your identity before processing your request.

We will not charge a fee for making an access or correction request, unless the request is complex or time-consuming, in which case we will notify you of the applicable fee before proceeding.

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to improve your experience, analyse website traffic, and support marketing activities. Cookies are small text files stored on your device when you visit our website.

Types of cookies we use

• Essential cookies required for the website to function properly
• Analytics cookies to understand how visitors use our site (e.g. Google Analytics)
• Marketing cookies to track the effectiveness of our advertising and deliver relevant ads (e.g. Meta Pixel)
• Preference cookies to remember your settings and preferences

You can control or disable cookies through your browser settings. However, disabling certain cookies may affect the functionality of our website. For more information about cookies and how to manage them, visit www.allaboutcookies.org.

Marketing Communications

We may send you marketing communications, educational content, newsletters, and updates about PBOS if you have opted in to receive them, or if you are an existing client and we believe the information is relevant to you.

All marketing emails include an unsubscribe link. You can opt out of marketing communications at any time by:

• Clicking the unsubscribe link in any email we send
• Emailing us at joseph@pbos.com.au with a request to unsubscribe

We comply with the Spam Act 2003 (Cth) and will honour all opt-out requests within 5 business days. Please note that opting out of marketing communications does not affect transactional or service-related communications, which we may continue to send as necessary to deliver our services.

Sensitive Information

We do not intentionally collect sensitive information (as defined under the Privacy Act, including health information, racial or ethnic origin, religious beliefs, sexual orientation, or criminal records) in the course of providing our services.

If you voluntarily provide sensitive information to us in the course of our work together, we will handle it with the highest level of confidentiality and will only use it for the purpose for which it was provided, with your explicit consent.

Complaints

If you believe we have mishandled your personal information or breached your privacy rights, we encourage you to contact us first so we can work to resolve the matter.

Step 1: Contact us at joseph@pbos.com.au with a description of your concern. We will acknowledge your complaint within 5 business days and respond with a resolution or update within 30 days.

Step 2: If you are not satisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC):

• Website: www.oaic.gov.au
• Phone: 1300 363 992
• Post: GPO Box 5218, Sydney NSW 2001

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you by email.

We encourage you to review this policy periodically. Your continued use of our website or services after any changes constitutes your acceptance of the updated policy.

Contact Us

If you have any questions about this Privacy Policy, or wish to access, correct, or delete your personal information, please contact us:

We are committed to resolving privacy concerns promptly and transparently. If you reach out, we will respond within 5 business days.