1. Introduction
The Agency Mentor (referred to as 'TAM', 'we', 'us', or 'our') is committed to protecting the privacy of every individual who interacts with our business. This Privacy Policy explains how we collect, use, disclose, store, and protect your personal information in accordance with the Privacy Act 1988 (Cth) ('Privacy Act') and the Australian Privacy Principles ('APPs') contained in Schedule 1 of that Act.
This policy applies to all personal information collected by TAM in connection with our coaching programs, membership products, online platforms, events, communications, and any other services we provide.
By engaging with TAM — whether through our website, purchasing a product, attending an event, or contacting us — you acknowledge that you have read and understood this Privacy Policy and consent to our handling of your personal information as described herein.
2. About Us
The Agency Mentor is an Australian-based coaching and education business that supports marketing agency owners across Australia and New Zealand. Our core offering includes structured coaching programs, mastermind groups, live events and retreats, and digital training resources.
Business name: The Agency Mentor
Primary location: Gold Coast, Queensland, Australia
Contact email: [INSERT CONTACT EMAIL]
Website: [INSERT WEBSITE URL]
3. Personal Information We Collect
We collect only the personal information that is reasonably necessary to provide our services, operate our business, and comply with our legal obligations. 'Personal information' means information or an opinion about an identified individual or an individual who is reasonably identifiable.
3.1 Information you provide directly
Full name and business name
Email address and phone number
Billing address and business address
Payment information (processed securely via third-party payment processors — we do not store full card details)
Business details including revenue, team size, services offered, and growth goals
Information shared during coaching sessions, group calls, or event attendance
Communications you send us via email, contact forms, or direct messaging platforms
Survey responses, application forms, and intake questionnaires
Photographs, video, or audio where captured at events (with your consent)
3.2 Information collected automatically
IP address, browser type, and operating system
Pages visited, time spent on site, and referring URLs
Cookie identifiers and tracking pixels (see Section 11 — Cookies)
Device identifiers and usage data from our online platforms
3.3 Information from third parties
Referral details from existing TAM members or partners
Publicly available professional information (e.g., LinkedIn profiles)
Information from third-party platforms you connect to our services (e.g., Facebook Business Manager, Meta Ads data, CRM integrations)
4. How We Collect Personal Information
We collect personal information through the following channels:
Online application and enrolment forms on our website
Direct purchase of programs, memberships, or event tickets
Onboarding questionnaires and intake calls
Coaching and group call recordings (where consent has been obtained)
Email correspondence and automated email sequences
Participation in online community platforms (e.g., Slack, membership portals)
In-person events, workshops, and retreats
Social media interactions and paid advertising platforms
Third-party lead generation and referral sources
Where it is lawful and practical to do so, you may interact with us anonymously or using a pseudonym. However, doing so may limit our ability to provide you with our services.
5. Why We Collect and Use Your Personal Information
We collect and use personal information for the following primary purposes:
5.1 Service delivery
Enrol you in and administer coaching programs, memberships, and courses
Facilitate group calls, hot seat sessions, and one-on-one coaching
Onboard you into our systems and platforms
Personalise coaching recommendations based on your business situation
Track your progress and support your business outcomes
5.2 Business operations
Process payments and issue invoices and receipts
Manage customer relationships and communications
Maintain accurate business records
Administer referral and affiliate arrangements
5.3 Marketing and communications
Send you program updates, educational content, and event invitations
Communicate via email, SMS, or other channels you have opted into
Run targeted advertising campaigns on platforms such as Meta (Facebook and Instagram)
Conduct market research and gather feedback to improve our services
5.4 Legal and compliance
Meet our obligations under applicable laws and regulations
Respond to legal requests, court orders, or regulatory inquiries
Protect the rights, property, and safety of TAM, our clients, and the public
6. Disclosure of Personal Information to Third Parties
We do not sell your personal information to third parties. We may share your information with the following categories of recipients only to the extent necessary for the relevant purpose:
6.1 Service providers and technology platforms
Email marketing platforms (e.g., ActiveCampaign, Klaviyo)
Online course and community platforms (e.g., membership portals, Slack)
Payment processors (e.g., Stripe, PayPal)
Video conferencing tools (e.g., Zoom)
Call transcription and recording services (e.g., Otter.ai)
CRM and business management software
Advertising platforms including Meta Business Suite
Cloud storage and productivity tools
6.2 Professional advisors
Accountants, bookkeepers, and financial advisors
Legal professionals
Business consultants engaged to support TAM's operations
6.3 Event and operational partners
Venues, caterers, and event management suppliers for TAM events
Speakers, facilitators, or guests where disclosure is necessary for event logistics
6.4 Law enforcement and regulatory bodies
We may disclose your information if required to do so by law, court order, or at the direction of a regulatory authority, or where we believe disclosure is necessary to prevent harm, enforce our agreements, or protect our legal rights.
6.5 Business transfers
In the event of a merger, acquisition, business sale, or restructure, your personal information may be transferred to the acquiring entity, subject to equivalent privacy protections.
All third-party service providers we engage are required to handle your personal information in a manner consistent with this Privacy Policy and the APPs. Where service providers are located overseas (including the United States, European Union, or other jurisdictions), we take reasonable steps to ensure they comply with privacy obligations comparable to those in Australia.
7. Cross-Border Disclosure of Personal Information
Some of the third-party platforms and service providers we use are based overseas or store data on overseas servers. Countries in which your data may be held or processed include the United States of America, the European Union, and other countries where our technology providers operate.
We take reasonable steps to ensure that overseas recipients of your personal information are subject to binding privacy obligations that are substantially similar to the APPs. By using our services, you acknowledge and consent to the possibility of your personal information being transferred to, stored in, or processed in overseas jurisdictions.
8. Data Quality and Accuracy
We take reasonable steps to ensure the personal information we hold is accurate, up-to-date, complete, and relevant. We rely on you to notify us of any changes to your personal information, and we encourage you to contact us promptly if your details change or if you believe any information we hold about you is inaccurate.
9. Security of Personal Information
We implement appropriate technical and organisational measures to protect your personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. These measures include:
Encrypted data transmission using SSL/TLS protocols
Access controls and authentication requirements for our systems and platforms
Regular review of our data handling practices and technology security
Limiting access to personal information to staff and contractors who require it to perform their functions
Secure disposal of personal information that is no longer required
While we take all reasonable precautions, no method of data transmission or storage is completely secure. You transmit information to us at your own risk, and we encourage you to take appropriate steps to protect your own information online.
In the event of a data breach that is likely to result in serious harm to any individuals, we will notify affected individuals and the Office of the Australian Information Commissioner ('OAIC') in accordance with the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act.
10. Retention of Personal Information
We retain personal information for as long as necessary to fulfil the purposes outlined in this Privacy Policy, or as required by law. When personal information is no longer required, we will take reasonable steps to destroy or de-identify it securely.
The following general retention periods apply (subject to legal or regulatory requirements):
Client records and coaching documentation: 7 years from the end of the client relationship
Financial and transactional records: 7 years in accordance with Australian tax law
Marketing contact records: Until you opt out or request deletion
Event records: 3 years from the event date
11. Cookies and Tracking Technologies
Our website and online platforms may use cookies, pixel tags, web beacons, and similar tracking technologies to collect information about your browsing behaviour, improve your experience, and support marketing activities.
11.1 Types of cookies we use
Essential cookies: Required for the basic functioning of our website
Analytics cookies: Help us understand how visitors interact with our site (e.g., Google Analytics)
Marketing cookies: Used to deliver relevant advertising across third-party platforms, including Meta (Facebook and Instagram)
Functional cookies: Remember your preferences to improve user experience
11.2 Managing cookies
You may configure your browser to block or delete cookies. Note that disabling certain cookies may affect the functionality of our website. Where we use cookies for marketing purposes, you may opt out through the relevant platform (e.g., your Facebook Ad Preferences) or through our cookie consent tool where provided.
12. Direct Marketing
We may use your personal information to send you marketing communications, including emails, newsletters, event invitations, and promotional content, where you have consented to receive such communications or where it is otherwise lawful to do so under the Spam Act 2003 (Cth) and Privacy Act.
Every marketing communication we send includes an unsubscribe option. You may withdraw your consent to receive marketing communications at any time by:
Clicking the 'unsubscribe' link in any email we send
Contacting us directly at [INSERT CONTACT EMAIL]
Unsubscribing from marketing communications does not affect our ability to send you service-related messages that are necessary for the administration of your account or delivery of services you have purchased.
13. Your Rights — Access, Correction, and Complaints
13.1 Access to your personal information
Under the Privacy Act, you have the right to request access to the personal information we hold about you. To make an access request, contact us using the details in Section 16. We will respond within a reasonable timeframe (generally 30 days). In some circumstances, we may be required or permitted by law to withhold certain information.
13.2 Correction of your personal information
If you believe personal information we hold about you is inaccurate, out-of-date, incomplete, irrelevant, or misleading, you have the right to request that we correct it. We will take reasonable steps to correct the information promptly.
13.3 Deletion requests
You may request that we delete your personal information where we no longer have a legal basis to retain it. We will comply with such requests to the extent permitted by law, and will advise you where deletion is not possible due to legal, regulatory, or contractual obligations.
13.4 Complaints
If you believe we have breached the APPs or any other applicable privacy law, you may lodge a complaint with us by contacting our Privacy Officer using the details in Section 16.
We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days. 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
14. Sensitive Information
We do not intentionally collect sensitive information (as defined under the Privacy Act, including health, racial or ethnic origin, political opinion, religious or philosophical beliefs, sexual orientation, criminal record, or financial information beyond what is necessary for billing). Where sensitive information is incidentally shared during coaching sessions or communications, we will treat it with the highest level of confidentiality and handle it in accordance with our obligations under the APPs.
15. Children's Privacy
Our services are directed exclusively at business owners and professionals aged 18 years and older. We do not knowingly collect personal information from individuals under the age of 18. If you believe we have inadvertently collected such information, please contact us immediately so that we can take appropriate steps to remove it.
16. Contact Us — Privacy Officer
If you have questions, concerns, or requests relating to this Privacy Policy or our handling of your personal information, please contact our Privacy Officer:
Business name: The Agency Mentor
Privacy Officer: [INSERT NAME]
Email: [INSERT PRIVACY EMAIL]
Postal address: [INSERT ADDRESS], Gold Coast, Queensland, Australia
Phone: [INSERT PHONE NUMBER]
17. Updates to This Privacy Policy
We review and update this Privacy Policy periodically to reflect changes in our business practices, technology, legal requirements, or regulatory guidance. The most current version of this policy will always be available on our website.
Where we make material changes to this Policy, we will notify you by email or by posting a notice on our website. Your continued use of our services following any update constitutes your acceptance of the revised Privacy Policy.
Current version: 1.0 Last updated: 15 March 2026
This document was prepared for The Agency Mentor and should be reviewed by a qualified Australian legal practitioner before publication to ensure it accurately reflects your specific business operations and meets all current regulatory requirements.