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  • Privacy & Data Protection

Privacy
Policy
Your Confidentiality Matters

At RIVICA Investigations, we are committed to protecting your personal information. All data shared with us is handled securely, confidentially, and in strict accordance with Australian privacy laws.

Privacy Policy

RIVICA Investigations & Covert Solutions Pty Ltd

Last updated: 7 September 2026

1. Our approach to privacy

RIVICA Investigations & Covert Solutions Pty Ltd (RIVICA) provides professional investigation, surveillance, intelligence, forensic and related services.
Our work can involve the collection, assessment, use and disclosure of personal information in circumstances that differ substantially from ordinary commercial transactions.
RIVICA is committed to managing personal information responsibly, lawfully and securely.
As an operational standard, RIVICA applies privacy practices designed to align with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) where relevant to our activities
This does not constitute a representation that RIVICA, every activity undertaken by RIVICA, or every category of information handled by RIVICA is necessarily subject to the Privacy Act or the APPs in every circumstance. The application of privacy legislation can depend upon the nature of the organisation, the activity being undertaken, the information involved, applicable exemptions and other legal requirements.
Where another Australian law, court or tribunal order, legal obligation, professional obligation or lawful investigative requirement applies, RIVICA will manage information consistently with those requirements.

2. What personal information we may collect

The types of personal information collected or held by RIVICA will depend upon the nature of the matter.
Information may include:
  • names, aliases and identifying information;
  • residential, postal, business and historical addresses;
  • telephone numbers, email addresses and other contact information;
  • dates of birth and age information;
  • photographs, video recordings and physical descriptions;
  • employment, professional and business information;
  • company, directorship and commercial information;
  • property and asset information;
  • vehicle information;
  • publicly available court, tribunal and regulatory information;
  • information concerning relationships, associates and family connections;
  • information obtained from publicly available sources, databases and authorised information services;
  • correspondence, statements, instructions and documents supplied by clients, witnesses or other persons;
  •  observations made during lawful investigative activity;
  • information about movements, locations, interactions, conduct or patterns of activity where relevant to an investigation;
  • digital information obtained during authorised forensic examinations;
  • technical information relating to devices, networks or communications where relevant to an authorised engagement; and
  • reports, photographs, recordings, notes, intelligence assessments and other material produced during an investigation.
Depending upon the circumstances, information may also include sensitive information, including information relating to health, racial or ethnic origin, political opinions, religious beliefs, sexual orientation or practices, criminal history or other matters falling within the statutory definition of sensitive information.

RIVICA will seek to limit collection to information reasonably relevant or necessary to the
legitimate purpose for which the matter is being undertaken.

3. Information provided by clients

Clients may provide RIVICA with personal information concerning themselves, subjects of investigation, employees, contractors, witnesses, associates or other persons.
RIVICA relies upon clients to provide information lawfully and to provide accurate instructions concerning the purpose and authority for an investigation.
Before accepting or continuing an engagement, RIVICA may seek information necessary to assess:
  • the identity and authority of the client;
  • the legitimate purpose of the investigation;
  • the relationship between the client and the subject matter;
  • relevant legal, contractual or regulatory considerations;
  • whether proposed investigative activity is lawful and proportionate; and
  • whether RIVICA should accept, limit or decline the engagement.
RIVICA does not accept that the provision of information by a client automatically establishes an entitlement to collect, use or disclose further information.

4. How we collect personal information

RIVICA may collect information:
  • directly from clients;
  • directly from the individual concerned;
  • from witnesses, employees, contractors, associates or other persons;
  • from lawyers, insurers, businesses, government bodies or other organisations where authorised or lawful;
  • through publicly available records and online sources;
  • through commercial databases and information services lawfully available to RIVICA;
  • through enquiries and interviews;
  • through physical observations undertaken during investigations or surveillance;
  • from photographs, video or other recordings lawfully obtained;
  • through examination of documents and records;
  • from devices or digital media supplied to RIVICA with appropriate authority;
  • through analysis of information obtained from multiple sources; and
  • through conclusions, assessments or investigative inferences reasonably arising from collected information
Information may therefore be collected without direct interaction with the individual concerned.

5. Investigative and covert collection

Certain investigations cannot reasonably be conducted by notifying the subject of the investigation in advance.
Depending upon the circumstances and applicable law, RIVICA may therefore collect information through discreet enquiries, surveillance, observations, open-source research or other lawful investigative methods without prior notification to the individual concerned.
RIVICA does not regard covert collection as automatically justified merely because an investigation has been requested.
Before undertaking investigative activity, RIVICA may consider matters including:
  • the purpose of the investigation;
  • whether the proposed collection is lawful;
  • whether there is a legitimate investigative need;
  • the relevance of the information sought;
  • whether the collection is reasonably necessary or proportionate;
  • the location and circumstances in which information may be collected;
  • any reasonable expectation of privacy;
  • risks to third parties;
  • applicable surveillance, workplace, telecommunications, privacy or other laws; and
  • whether a less intrusive method could reasonably achieve the required outcome
Where notification of collection would compromise a legitimate investigation, prejudice evidence gathering, breach confidentiality or another legal obligation, or otherwise be unreasonable or impracticable, RIVICA may not notify the individual at the time information is collected.

6. Public places and observations

RIVICA conducts surveillance and observational investigations only within the limits permitted by law.

Information observed in a public place, or from a location where RIVICA is lawfully entitled to
be present, may be recorded where relevant to an authorised investigation.

The fact that conduct occurs in public does not mean RIVICA treats all observable information as unrestricted.
Investigators are expected to collect information for a defined investigative purpose and avoid unnecessary intrusion into matters unrelated to that purpose.
Where persons other than the subject of an investigation appear incidentally in photographs, recordings or observations, RIVICA will, where reasonably practicable, limit the recording, reporting, retention or disclosure of information about those persons to what is relevant to the investigation or necessary to accurately document the circumstances observed.

7. Sensitive information

RIVICA recognises that sensitive information warrants a higher level of protection.
Sensitive information will only be collected, used or disclosed where RIVICA considers there is an appropriate lawful basis for doing so and the information is relevant to the legitimate purpose of the investigation or engagement.
RIVICA seeks to avoid collecting sensitive information merely because it is available.
Where sensitive information is incidental and irrelevant to the investigative purpose, reasonable steps may be taken to exclude it from reporting, restrict its use or otherwise minimise its handling.

8. Purpose of collecting and using personal information

RIVICA may collect, hold and use personal information for purposes including:
  • assessing enquiries and proposed engagements;
  • verifying client identity, authority and instructions;
  • conducting investigations;
  • undertaking surveillance;
  • locating persons;
  • conducting background, due diligence or factual enquiries;
  • investigating fraud, misconduct, workplace matters or other alleged conduct;
  • conducting digital forensic examinations;
  • conducting technical surveillance counter-measures and related security work;
  • serving legal documents;
  • identifying, obtaining, preserving and documenting evidence;
  • preparing investigation reports, affidavits, statements or evidentiary material;
  • providing professional advice arising from investigative findings;
  • responding to legal proceedings or regulatory requirements;
  • protecting the lawful interests, safety or security of clients, RIVICA personnel or other persons;
  • quality assurance, case management and professional record keeping;
  • billing, administration and client relationship management; and
  • complying with legal and regulatory obligations.
Information collected for an investigation will not ordinarily be used for an unrelated purpose unless that use is authorised by law, reasonably expected in the circumstances, consented to where required, or otherwise permissible.

9. Disclosure of personal information

RIVICA may disclose personal information where reasonably necessary for the purpose for which it was collected or where otherwise authorised or required by law.
Recipients may include:
  • the client who commissioned the investigation;
  • the client’s legal representatives;
  • courts and tribunals;
  • government or regulatory authorities;
  • insurers or professional advisers;
  • investigators, process servers, forensic specialists, interpreters, experts or other contractors engaged for a matter;
  • technology, data storage, case management or professional service providers;
  • law enforcement agencies where disclosure is required or lawfully justified; and
  • other persons where the disclosure is authorised, necessary or legally permitted.
RIVICA does not sell personal information.
Investigative information is not disclosed merely because another person requests it.

10. Client reports and evidence

Investigation reports may contain personal information about the subject of an investigation and other persons whose activities are relevant to the matter.
RIVICA seeks to ensure that reports:
  • distinguish observation from assessment or inference where appropriate;
  • record relevant information accurately;
  • avoid unnecessary personal information unrelated to the investigative purpose;
  • identify evidentiary sources where professionally appropriate;
  • preserve the integrity of material capable of being used in legal proceedings; and
  • provide a documented and court-defensible record of investigative activity.
Once information or a report has been lawfully provided to a client, the client’s subsequent handling of that information may also be subject to separate legal obligations.

11. Quality and accuracy

RIVICA takes reasonable steps appropriate to the circumstances to ensure that personal information used or disclosed is accurate, current, complete and relevant.
Investigations can involve conflicting, incomplete or unverified information.
Where appropriate, RIVICA may:
  • distinguish confirmed information from unverified intelligence;
  • identify limitations affecting verification;
  • corroborate information from multiple sources;
  • correct identified factual errors; and
  • record the evidentiary basis for significant findings.
An investigative conclusion or professional opinion is not necessarily inaccurate merely because another person disagrees with it.

12. Security of personal information

RIVICA takes reasonable technical, physical and organisational measures to protect personal information against misuse, interference, loss and unauthorised access, modification or disclosure.
Measures may include:
  • access controls;
  • authentication and account security;
  • secure electronic storage;
  • controlled case-management systems;
  • encryption or other technical safeguards where appropriate;
  • restrictions on staff and contractor access;
  • secure transfer mechanisms;
  • physical security;
  • confidentiality requirements;
  • controlled handling of evidentiary material;
  • backup and recovery processes;
  • documented operational procedures; and
  • review of third-party service providers.
For security reasons, RIVICA does not publicly disclose technical details that could compromise its information security systems.

13. Retention and destruction

RIVICA does not intend to retain personal information indefinitely merely because it has been collected.
Retention periods depend upon matters including:
  • the nature of the investigation;
  • evidentiary requirements;
  • anticipated or actual litigation
  • statutory or contractual requirements;
  • limitation periods;
  • professional record-keeping requirements;
  • potential complaints or disputes;
  • the sensitivity of the information; and
  • whether continued retention remains reasonably necessary.
When personal information is no longer reasonably required and there is no legal or legitimate basis requiring its continued retention, RIVICA may securely destroy, delete, de-identify or place that information beyond ordinary use as appropriate.
Evidence relevant to current, anticipated or reasonably foreseeable legal proceedings may be retained for longer periods where necessary to preserve evidentiary integrity

14. Overseas disclosure and service providers

Some technology, software, communications, cloud infrastructure or professional service providers used by RIVICA may operate infrastructure or personnel outside Australia.
Where RIVICA proposes to disclose personal information to an overseas recipient, it will consider the nature of the information, the purpose of the disclosure, applicable legal obligations and appropriate safeguards
Investigative information is not routinely sent overseas merely for convenience.
Where an engagement itself requires investigation or professional activity outside Australia, information may be disclosed to appropriately engaged investigators, specialists or other recipients in the relevant country where necessary and lawful.

Because the countries involved may vary according to the particular investigation and service
provider, it may not always be practicable to identify every possible overseas location in this
Policy.

15. Anonymity and pseudonyms

People making a general enquiry may, where practicable, make preliminary contact with RIVICA without identifying themselves.
RIVICA may require verified identity before providing investigative services where identity is necessary to:
  • assess the legitimacy of an engagement;
  •  establish the client’s authority;
  •  conduct appropriate conflict or risk assessment;
  • comply with legal obligations;
  • issue contractual documentation or invoices; or
  • safely and professionally undertake the investigation.
Accordingly, anonymous or pseudonymous engagement will often be impracticable once an investigation is to be formally commissioned.

16. Access to personal information

An individual may request access to personal information about themselves held by RIVICA.
RIVICA will consider each request in accordance with applicable law and the circumstances of the particular matter.
Access may be refused, limited or deferred where permitted by law, including where access would:
  • prejudice an existing or anticipated investigation;
  • reveal information relating to another person;
  • disclose confidential information;
  • reveal investigative methodology or protected sources;
  • prejudice legal proceedings;
  • interfere with legal professional privilege;
  • create a serious safety or security risk;
  • be unlawful; or
  • otherwise fall within an applicable ground for refusing access.
RIVICA may require reasonable verification of identity before releasing personal information.
Where access is refused or restricted and applicable law requires reasons to be given, RIVICA will provide those reasons to the extent permitted.

17. Correction of personal information

An individual who believes personal information held by RIVICA is inaccurate, out of date, incomplete, irrelevant or misleading may request correction.
RIVICA will consider the request having regard to the information available and applicable legal obligations.
In an investigative context, RIVICA may need to preserve original records even where information is subsequently disputed or corrected. Where appropriate, a correction, supplementary notation or record of the individual’s position may be added without altering or destroying the original evidentiary record.

18. Information relating to other people

A person requesting access to information about themselves is not automatically entitled to personal information concerning another individual.

RIVICA will consider the privacy, confidentiality and legal rights of all affected persons when responding to access, correction or disclosure requests.

19. Data breaches

RIVICA maintains processes for responding to suspected or confirmed unauthorised access, disclosure, loss or other compromise of personal information.
Where an incident occurs, RIVICA may:
  • contain and investigate the incident;
  • assess the nature and sensitivity of the information involved;
  • evaluate the likelihood and seriousness of potential harm;
  • take remedial action;
  • preserve relevant evidence; and
  • make notifications required under applicable privacy or other legislation.

20. Website information

When a person visits RIVICA’s website, technical information may be recorded automatically, including matters such as:
  • IP address;
  • browser and device information;
  • pages viewed;
  • date and time of access;
  • referral information; and
  • website usage data.
RIVICA may use cookies, analytics tools or similar technologies for website functionality, security, performance measurement and service improvement.
Information submitted through website forms, web chat, booking systems or other online facilities may be collected and retained for responding to enquiries, assessing proposed engagements and administering services.

21. Direct marketing

RIVICA does not use investigative information obtained about subjects of investigations for direct marketing.
Contact information provided by clients or prospective clients may be used for legitimate business communications concerning RIVICA services where permitted by law.
Recipients may request that marketing communications cease.

22. Privacy enquiries and complaints

Questions, access requests, correction requests or privacy complaints may be directed to:

Privacy Officer
RIVICA Investigations & Covert Solutions Pty Ltd
Level 5, 111 Cecil Street
South Melbourne VIC 3205
Australia

Email: enquiries@rivica.com.au

A privacy complaint should provide sufficient information to identify:
  • the person making the complaint;
  • the conduct or information concerned;
  • the reason the person considers the handling inappropriate; and
  • any outcome sought.
RIVICA will review privacy complaints objectively and may request further information where necessary.
Where the Privacy Act applies and a person remains dissatisfied with RIVICA’s response, they may have the right to make a complaint to the Office of the Australian Information Commissioner.

23. Other legal rights and obligations

Nothing in this Privacy Policy limits:
  • obligations imposed by Australian law;
  • court or tribunal orders;
  • lawful investigative powers or processes;
  • legal professional privilege;
  • duties of confidentiality;
  • evidentiary preservation requirements;
  • rights or exemptions available under the Privacy Act or other legislation; or
  • RIVICA’s ability to decline a request where compliance would be unlawful or professionally inappropriate.
Where Victorian or other State or Territory privacy, surveillance, workplace, informationhandling or related legislation applies to a particular matter, RIVICA will consider those requirements in conjunction with applicable Commonwealth law.

24. Changes to this Policy

RIVICA may amend this Privacy Policy from time to time to reflect changes in legislation, regulatory guidance, technology or operational practices.
The current version will be published on RIVICA’s website.
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