Privacy Policy

Effective date: 26 July 2026

Ascendens Aviation Advisory (“Ascendens”, “we”, “us” or “our”) provides aviation advisory services, including regulatory documentation, operations manuals, operational and compliance systems, tender support and aviation project assistance.

This Privacy Policy explains how Ascendens collects, uses, stores and discloses personal information obtained through this website, business enquiries and advisory engagements.

Ascendens is committed to managing personal information responsibly and transparently. Where the Privacy Act 1988 (Cth) and the Australian Privacy Principles apply, personal information will be handled in accordance with those requirements. Ascendens seeks to apply the standards described in this policy regardless of whether every provision of the Privacy Act applies to a particular activity.

This policy applies to personal information collected through:

• this website;
• website contact and enquiry forms;
• email, telephone and in-person communications;
• quotations, proposals and terms of engagement;
• advisory and consulting projects;
• meetings and project discussions;
• documents provided by clients or prospective clients;
• professional referrals;
• regulatory and operational documentation;
• tender submissions and aviation projects; and
• communications with regulators, advisers, contractors and other stakeholders.

This policy concerns information about identifiable individuals. It does not generally apply to information relating only to a company or organisation, although information about directors, employees, pilots, contractors, key personnel and other individuals may be personal information.

Depending on the nature of the enquiry or engagement, Ascendens may collect:

• names;
• job titles and organisational roles;
• business names;
• email addresses;
• telephone numbers;
• business or postal addresses; and
• signatures.

• employment or contracting information;
• aviation licences, qualifications and endorsements;
• flight experience and flight-time information;
• training, checking, recency and currency information;
• curriculum vitae and professional history;
• organisational responsibilities;
• key personnel information;
• referee or reference information; and
• information about an individual’s role within an aviation operation or project.

• Aviation Reference Numbers and regulatory identifiers;
• CASA application information;
• correspondence with CASA or another regulator;
• information contained in operations manuals and expositions;
• personnel qualification and currency records;
• training and checking records;
• flight and duty information;
• audit and compliance information;
• safety and risk-management information;
• operational records; and
• information required to prepare a regulatory application, response or supporting document.

• the nature and scope of a proposed project;
• tender and proposal information;
• quotations and engagement records;
• invoices and payment records;
• project communications;
• feedback, complaints and authorised testimonials; and
• information concerning commercial opportunities, stakeholders and delivery requirements.

When a person visits this website, certain technical information may be collected automatically by the website platform or service providers, including:

• internet protocol address;
• browser and device type;
• operating system;
• pages viewed;
• date and time of access;
• referring website;
• approximate geographic location; and
• general website interactions.

Ascendens does not ordinarily collect complete payment-card information through this website.

Some aviation projects may involve information that is considered sensitive, such as medical or fitness information, drug and alcohol management information, safety incident information, criminal-history declarations or regulatory enforcement matters.

Ascendens does not actively seek sensitive information unless it is reasonably necessary for a specific project, regulatory requirement or operational purpose.

Where sensitive information is required, Ascendens will seek to collect only the information reasonably necessary for the work and will obtain consent where required.

Clients and prospective clients should avoid providing medical records, identity documents, financial information or other highly sensitive material through an initial website enquiry unless specifically requested.

Ascendens generally collects personal information directly from the individual concerned when that person:

• submits a website enquiry;
• contacts Ascendens by email or telephone;
• requests a quotation or proposal;
• enters into an engagement;
• provides project documents or supporting information;
• participates in a meeting or project review; or
• provides feedback or authorises a testimonial.

Information may also be provided by:

• a client organisation;
• directors, managers or other personnel;
• aviation operators or training organisations;
• contractors and professional advisers;
• referees;
• CASA or another government body;
• tendering authorities and project principals;
• publicly available professional sources; or
• professional contacts and referrals.

Where a client provides personal information about another individual, the client should ensure that it is authorised to provide the information and that the information is relevant to the engagement.

Ascendens may collect and use personal information to:

• review and respond to enquiries;
• assess whether Ascendens can assist with proposed work;
• prepare quotations, proposals and terms of engagement;
• provide aviation advisory and consulting services;
• prepare, review and amend manuals and expositions;
• develop operational procedures, forms and compliance systems;
• support CASA applications and regulatory submissions;
• assist with responses to regulatory feedback or findings;
• prepare tender submissions and capability documentation;
• assess qualifications, experience, recency and currency;
• coordinate information between clients and project stakeholders;
• manage projects and client relationships;
• issue invoices and maintain financial records;
• obtain legal, accounting, insurance or specialist advice;
• manage complaints, disputes or insurance matters;
• protect the security and operation of the website;
• improve Ascendens services and website content;
• maintain appropriate professional and project records; and
• comply with legal, regulatory, contractual and insurance obligations.

Ascendens will not ordinarily use personal information for a purpose that is unrelated to the reason it was collected unless the person has consented or the use is otherwise permitted or required by law.

Information submitted through a website form will be used to:

• review the enquiry;
• contact the person making the enquiry;
• understand the organisation and proposed work;
• assess whether Ascendens can provide the requested support;
• prepare a quotation or proposal where appropriate; and
• maintain a record of the enquiry and response.

Submitting an enquiry does not create a consultant–client relationship. A formal engagement begins only after the relevant scope, quotation and terms of engagement have been accepted.

Initial website enquiries should contain only enough information to explain the nature of the project. Highly sensitive, commercially confidential or security-sensitive aviation documents should not be uploaded or supplied through an initial enquiry unless specifically requested.

Where Ascendens is engaged to prepare or assist with regulatory documentation, relevant personal information may be included in:

• CASA application forms;
• operations manuals or expositions;
• organisational charts;
• key personnel information;
• qualification and experience records;
• compliance statements;
• training and checking documentation;
• safety and risk-management documents;
• responses to requests for information; and
• other supporting material.

Information will only be provided to CASA or another regulator where:

• this forms part of the agreed engagement;
• the client has reviewed or authorised the submission;
• the disclosure is reasonably necessary for the work; or
• disclosure is required or authorised by law.

Unless otherwise agreed, the client remains responsible for confirming that information supplied for a regulatory submission is accurate, complete and authorised for disclosure.

Ascendens may disclose relevant personal information to:

• the client organisation;
• personnel authorised by the client;
• CASA or another regulator;
• a tendering authority or project principal;
• legal, accounting, insurance and other professional advisers;
• specialist aviation or technical consultants;
• contractors assisting with an agreed project;
• website, email, information-technology and cloud-service providers;
• accounting, invoicing, banking or payment providers;
• insurers, brokers or claims advisers; and
• courts, tribunals, government agencies or law-enforcement bodies where required or authorised by law.

Only information reasonably necessary for the relevant purpose will ordinarily be disclosed.

Ascendens does not sell personal information or provide it to unrelated organisations for their independent marketing activities.

Ascendens operates as an Australian aviation consultancy and does not routinely transfer client information to overseas consultants, related companies or offshore processing teams.

Ascendens uses ordinary business technology services such as website hosting, email, cloud storage, document management, communications and accounting platforms. Some of these providers may store, process, back up or provide technical support for information from locations outside Australia, including the United States.

The exact location of information may depend on the provider, the service being used and the provider’s current infrastructure arrangements.

Ascendens takes reasonable care when selecting business technology providers and limits the personal and confidential information placed into those systems where practical.

A client requiring information to remain within Australia, or requiring specific data-handling or security arrangements, should raise those requirements before providing sensitive information or entering into an engagement.

This website may use cookies and similar technologies to:

• operate website functions;
• remember user preferences;
• understand general website traffic;
• identify technical issues;
• improve website content and performance; and
• protect the website from misuse or security threats.

Cookies are small data files stored on a browser or device.

Users may block or delete cookies through their browser settings. Disabling cookies may affect the operation of some website functions.

Website hosting and analytics providers may independently process technical information in accordance with their own privacy policies.

Ascendens does not automatically add people to a general marketing list merely because they submit an enquiry.

Contact information may be used to communicate about:

• an active enquiry;
• a quotation or proposed engagement;
• an existing project;
• requested information;
• relevant contractual or regulatory matters; or
• services that the person has expressly asked to hear about.

Any general marketing communication will identify Ascendens and provide a reasonable way to unsubscribe.

A person may request that marketing communications stop at any time. Project, contractual and service communications may continue where reasonably necessary to manage an enquiry or engagement.

Ascendens takes reasonable steps to protect personal and confidential information from:

• loss;
• misuse;
• unauthorised access;
• unauthorised modification;
• interference; and
• unauthorised disclosure.

Measures may include:

• password-protected systems and devices;
• multi-factor authentication where available;
• access controls;
• reputable website, email and cloud-service providers;
• software and security updates;
• secure backups;
• limited access to project information;
• secure document-transfer methods where appropriate; and
• secure deletion or destruction practices.

No website, email service, cloud platform or electronic-storage system is completely secure. Ascendens cannot guarantee that unauthorised access or disclosure will never occur.

Clients should not send highly sensitive documents through unsecured channels. Alternative transfer arrangements may be agreed where appropriate.

If Ascendens becomes aware of a suspected loss, unauthorised access or unauthorised disclosure of personal information, reasonable steps will be taken to:

• contain the incident;
• identify the information affected;
• assess the potential consequences;
• reduce the risk of further harm;
• notify affected persons where appropriate or required; and
• make any notification required by law.

Security processes may also be reviewed following an incident.

Ascendens retains information for as long as reasonably necessary to:

• respond to an enquiry;
• complete and administer an engagement;
• maintain appropriate project and professional records;
• satisfy taxation, accounting and regulatory obligations;
• manage insurance and professional-risk requirements;
• respond to complaints or disputes; and
• establish or defend legal rights.

The required retention period will depend on the nature of the information and the project.

When personal information is no longer reasonably required and there is no legal, contractual, professional or insurance reason to retain it, Ascendens will take reasonable steps to delete, destroy or de-identify it.

Some information may remain temporarily within secure system backups until those backups are overwritten through ordinary system processes.

A person may request access to personal information held about them or ask for incorrect information to be corrected.

Ascendens may need to verify the person’s identity before providing access or making changes.

Access may be limited or refused where providing the information would:

• unreasonably affect another person’s privacy;
• reveal legally privileged or commercially sensitive information;
• prejudice a dispute or legal process;
• be unlawful; or
• otherwise be permitted to be withheld by law.

Where practical, Ascendens will explain the reason for refusing an access or correction request.

Requests can be made through the contact form on this website or through the business contact details published on the Contact page.

A person who believes their personal information has been mishandled may contact Ascendens through the contact form on this website or through the business contact details published on the Contact page.

The complaint should describe:

• the privacy concern;
• the information or communication involved;
• any relevant dates; and
• the outcome being requested.

Ascendens will review the concern, may request further information and will aim to provide a response within a reasonable period.

Where the Privacy Act applies and the complainant remains dissatisfied, they may be entitled to contact the Office of the Australian Information Commissioner.

Clients may provide operational, commercial, technical or regulatory information that is confidential but is not personal information.

Ascendens will handle confidential business information in accordance with:

• the applicable terms of engagement;
• any confidentiality agreement;
• lawful regulatory requirements;
• professional obligations; and
• reasonable information-security practices.

Clients should identify information requiring unusual security, access or data-location controls before it is provided.

This website may contain links to CASA, government bodies, professional resources or other third-party websites.

Ascendens does not control the content, security or privacy practices of external websites. Users should review the privacy terms applicable to any third-party website or platform they access.

Ascendens may update this Privacy Policy to reflect changes to:

• business operations;
• legal or regulatory requirements;
• services offered;
• website functionality;
• technology providers; or
• information-management practices.

The current version will be published on this website with its effective date shown at the beginning.

Questions, access requests, correction requests and privacy complaints may be submitted through:

• the contact form on this website; or
• the Ascendens business contact details published on the Contact page.

Ascendens Aviation Advisory
www.ascendensaviationadvisory.com.au