Corporate Governance

Buddy Solution Agency Pty Ltd is committed to transparency, integrity, and the highest standards of professional conduct. This page outlines the policies and commitments that govern the operations of Buddy Solution Agency Pty Ltd, ensuring that business is conducted safely, ethically, and in accordance with Australian law.

 

 

Data Protection and Privacy Policy

Buddy Solution Agency Pty Ltd is committed to protecting the privacy of individuals and ensuring that personal information is handled in a transparent and secure manner in accordance with the Privacy Act 1988 (Cth).

Buddy Solution Agency Pty Ltd only collects personal information that is reasonably necessary for its business functions. Personal information is used primarily to provide digital services and manage client relationships. Buddy Solution Agency Pty Ltd adopts a digital-first, cloud-based approach to data storage, using enterprise-grade infrastructure with advanced encryption. In the event of a reportable data breach, Buddy Solution Agency Pty Ltd will notify affected individuals and the Office of the Australian Information Commissioner (OAIC).

Definitions

Personal Information: Information about an identified individual, or an individual who is reasonably identifiable.

Australian Privacy Principles (APPs): The 13 principles set out in the Privacy Act 1988 that govern the handling of personal information.

Encryption: The process of converting information into a code to prevent unauthorised access.

Notifiable Data Breach: A data breach that is likely to result in serious harm, requiring notification under Australian law.

 

 

Intellectual Property (IP) Management Statement

Buddy Solution Agency Pty Ltd recognises that original ideas and creative outputs are the lifeblood of the digital industry. Buddy Solution Agency Pty Ltd is committed to the fair and transparent management of intellectual property to ensure clarity for the business and its clients.

Upon full payment of project fees, Buddy Solution Agency Pty Ltd transfers the ownership of the final deliverables to the client. Buddy Solution Agency Pty Ltd values the work of other creators and ensures that any third-party assets, such as fonts, stock photography, or software libraries, are properly licensed. Buddy Solution Agency Pty Ltd treats all client information and project data as confidential.

Definitions

Intellectual Property (IP): A category of property that includes intangible creations of the human intellect, such as designs, code, and branding.

Copyright: A legal right that grants the creator of an original work exclusive rights to its use. In Australia, this is governed by the Copyright Act 1968 (Cth).

Licensing: The process of obtaining official permission to use someone else’s intellectual property for a specific purpose.

Deliverables: The final version of the products or services created by Buddy Solution Agency Pty Ltd for a client.

 

 

Bribery and Corruption Policy

Buddy Solution Agency Pty Ltd is committed to conducting all business affairs with the highest standards of integrity and honesty. We maintain a zero-tolerance approach to bribery and corruption and act professionally, fairly, and with integrity in all business dealings and relationships. This policy, alongside our Code of Conduct, governs our internal operations and our expectations of all partners and contractors.

Prohibitions and Standards

  • Bribery: We strictly prohibit the offering, promising, giving, or accepting of any bribe. This includes the bribery of government officials as well as commercial bribery within the private sector.

  • Facilitation Payments: Buddy does not make, and will not accept, facilitation payments or "grease payments" of any kind, regardless of local custom or perceived industry necessity.

  • Financial Integrity: We prohibit the falsification of company books and records. All financial transactions must be documented accurately, transparently, and in accordance with Australian accounting standards to prevent the concealment of corrupt activity.

  • Conflicts of Interest: Personnel must avoid situations where private interests conflict with professional duties. This includes conflicts related to personal investments or dealing with family members in a business capacity. Any potential conflict must be disclosed to the Directors immediately.

  • Gifts, Entertainment, and Hospitality: While we recognise that the occasional exchange of modest gifts is part of building business relationships, all such exchanges must be transparent and proportionate. We strictly prohibit non-transparent or disproportionate gifts, entertainment, or hospitality costs that could be perceived as an inducement or reward for an unfair advantage.

Compliance and Oversight

  • Buddy operates a Zero-Delegation financial policy where 100% of expenditures require Director-level review and approval.

  • This policy is shared with all specialists during onboarding, and adherence is a mandatory condition of engagement.

  • Any suspected breach of this policy must be reported directly to the Directors through our open-door reporting mechanism.

Corruption Reporting Procedure

1. Identification

Any team member, contractor, or external stakeholder who observes or suspects corrupt behaviour: including bribery, misuse of project assets, or unethical commercial inducements: is expected to report it immediately.

2. Reporting Channels

Reports should be made directly to the Directors of Buddy. As our model is built on direct access to decision-makers, all reports are escalated immediately to the highest level of the organisation for review.

3. Initial Assessment

Upon receiving a report, the Directors will conduct an initial assessment within 48 hours. Because we operate without unnecessary administrative layers, we can move from detection to containment faster than larger firms, ensuring that potential risks are managed before they impact project integrity or our clients’ reputations.

4. Confidentiality and Protection

In accordance with Australian whistleblower protections, all reports are handled with the strictest confidentiality. Buddy is committed to protecting individuals who report concerns in good faith. We maintain a zero-tolerance policy for any form of retribution or adverse action against those who speak up.

5. Investigation and Resolution

If the initial assessment confirms a valid concern:

  • An internal investigation will be conducted to gather evidence and determine the root cause.

  • Where appropriate, external legal or financial counsel will be engaged to ensure an objective outcome.

  • If the conduct involves a project for one of our clients, we commit to total transparency, providing a clear report on the findings and the remediation steps taken.

6. Continuous Improvement

Following any report, we review and harden our internal security and anti-corruption protocols. This ensures that our production environment remains a secure, high-integrity pipeline for every asset we deliver.

Note: This procedure relates to Buddy’s internal operational standards and project delivery integrity. It is designed to ensure our clients receive ethically produced, high-quality digital assets.

Definitions

  • Bribery: The offering, promising, giving, or accepting of an advantage as an inducement for an action which is illegal or unethical, including both government and commercial contexts.

  • Corruption: The abuse of entrusted power for private gain.

  • Facilitation Payments: Small, unofficial payments made to secure or expedite a routine or necessary action.

  • Conflict of Interest: A situation in which a person or organisation is involved in multiple interests (such as family ties or financial investments) that could corrupt their professional decision-making.

  • Falsification of Records: Any act of altering, omitting, or misrepresenting financial data or business records to hide the true nature of a transaction.



 

 

Anti-Slavery Policy Statement

Buddy Solution Agency Pty Ltd is committed to ensuring, to the best of its ability, that there is no modern slavery in any part of its business operations. Buddy Solution Agency Pty Ltd is committed to acting ethically and with integrity in all business dealings and relationships, and where possible, ensuring modern slavery is not taking place in its own business or supply chain.

As part of its contracting processes, Buddy Solution Agency Pty Ltd includes specific prohibitions against the use of forced, compulsory, or trafficked labour. Buddy Solution Agency Pty Ltd also expects its service providers, suppliers, and contractors to share this commitment to act lawfully and ethically and to work to ensure that modern slavery is not taking place within their own organisations or supply chains. In the event of any inconsistency with the Modern Slavery Act 2018 (Cth), the definitions in the Act take precedence over this policy.

Definitions

Modern Slavery: Describes situations where coercion, threats, or deception are used to exploit victims and undermine their freedom. Under the Modern Slavery Act 2018 (Cth), this includes trafficking, slavery, servitude, forced labour, debt bondage, and deceptive recruiting.

Worst Forms of Child Labour: Refers to extreme forms of child labour involving serious exploitation, including enslavement or exposure to dangerous work, as defined by Australian law.

Supply Chain: The network of organisations, people, and activities involved in delivering services to Buddy Solution Agency Pty Ltd, including software providers, hardware manufacturers, and specialist contractors.

Coercion: The use of force, threats, or intimidation to make someone do something against their will, which may be explicit or implicit.

 

 

Occupational Health and Safety (OHS) Policy Statement

Buddy Solution Agency Pty Ltd is committed to providing and maintaining, so far as is reasonably practicable, a working environment that is safe and without risks to health. Buddy Solution Agency Pty Ltd acts with integrity in its safety management, ensuring that all business operations protect the physical and psychological wellbeing of all personnel, contractors, and visitors.

As part of its operational processes, Buddy Solution Agency Pty Ltd identifies, assesses, and manages workplace hazards to prevent injury and illness. Given the nature of the business, particular focus is placed on ergonomic safety and the management of psychosocial hazards associated with remote digital production.

Buddy Solution Agency Pty Ltd expects its service providers, suppliers, and contractors to share this commitment to a safe workplace and to ensure they comply with their own safety obligations under Victorian law.

Buddy Solution Agency Pty Ltd recognises that health includes psychological wellbeing. Buddy Solution Agency Pty Ltd is committed to identifying and mitigating psychosocial risks, such as high job demands or lack of role clarity, that may arise during high-pressure project cycles or launch windows.

Definitions

Occupational Health and Safety (OHS): The systems and practices used to prevent workplace injury and disease, governed by the Occupational Health and Safety Act 2004 (Vic).

Health: Defined under the Act to include both physical and psychological health.

Psychosocial Hazards: Factors in the design or management of work that increase the risk of psychological or physical harm.

Reasonably Practicable: Taking into account the likelihood of a hazard, the degree of harm, and the availability and cost of suitable risk controls to ensure safety.

General Environmental Duty (GED): The requirement under the Environment Protection Act 2017 (Vic) to manage activities to minimise the risks of harm to human health and the environment.

 

 

Family and Domestic Violence (FDV) Support Statement

Buddy Solution Agency Pty Ltd is committed to supporting any personnel who may be experiencing family and domestic violence. Buddy Solution Agency Pty Ltd recognises that such violence is a workplace issue that can impact an individual's safety, wellbeing, and productivity. Buddy Solution Agency Pty Ltd is committed to providing a supportive environment that prioritises confidentiality, safety, and job security.

As part of its employment standards, Buddy Solution Agency Pty Ltd provides access to paid leave and flexible working arrangements for those affected by FDV. Buddy Solution Agency Pty Ltd also expects its partners and contractors to acknowledge the prevalence of family violence and to maintain their own supportive frameworks for staff in accordance with Australian workplace laws.

Definitions

Family and Domestic Violence: Violent, threatening, or other abusive behaviour by a close relative or intimate partner that seeks to coerce or control an individual.

Paid FDV Leave: The entitlement under the National Employment Standards (NES) providing 10 days of paid leave per year for personnel to deal with the impact of family and domestic violence.

Confidentiality: Any information disclosed regarding family violence will be kept strictly private, except where disclosure is required by law.

Safety Planning: The collaborative process of identifying workplace risks and implementing measures to protect personnel while at work.

 

 

Environmental and Sustainability Policy

Buddy Solution Agency Pty Ltd is committed to conducting its operations in an environmentally responsible manner. This policy aligns with the General Environmental Duty (GED) under the Environment Protection Act 2017 (Vic) and focuses on maintaining a lean operational footprint while ensuring digital outputs are as efficient as possible.

Buddy Solution Agency Pty Ltd aligns its key operations with enterprise-grade infrastructure providers that have maintained carbon neutrality. Buddy Solution Agency Pty Ltd prioritises partners committed to 24/7 carbon-free energy targets and the use of high-efficiency data centres.

Buddy Solution Agency Pty Ltd makes a best effort to ensure all digital assets are optimised. By minimising file sizes and using efficient code, Buddy Solution Agency Pty Ltd reduces the energy required for hosting and the processing power needed on end-user devices. To monitor environmental impact, Buddy Solution Agency Pty Ltd reviews platform-native reports provided by its infrastructure partners to track the estimated carbon emissions associated with specific cloud storage and computing usage.

As a remote-first business, Buddy Solution Agency Pty Ltd eliminates the environmental costs associated with a physical office and daily commuting. Workflows are entirely digital and paperless, which helps keep direct emissions to a minimum.

Definitions

General Environmental Duty (GED): The central obligation under Victorian law to minimise risks of harm to human health or the environment from pollution or waste.

Digital Carbon Footprint: The greenhouse gas emissions resulting from the energy required to produce, host, and transfer digital products and services.

Scope 3 Emissions: Indirect greenhouse gas emissions that occur in the value chain, including third-party cloud hosting and hardware procurement.

Waste Hierarchy: A framework for prioritising waste management, focusing on avoidance, reuse, and recycling over disposal to support a circular economy.

 

 

First Nations Commitment Statement

This policy reflects the commitment of Buddy Solution Agency Pty Ltd to acknowledging the Traditional Owners of the land on which business is conducted and a dedication to supporting the economic and social self-determination of Aboriginal and Torres Strait Islander peoples. Buddy Solution Agency Pty Ltd is committed to fostering respectful relationships and, where possible, ensuring that business operations contribute to the advancement of First Nations communities.

As part of its procurement processes, Buddy Solution Agency Pty Ltd seeks opportunities to engage with Aboriginal-owned businesses and social enterprises. Buddy Solution Agency Pty Ltd also expects its service providers, suppliers, and contractors to share this commitment to reconciliation and to work toward inclusive practices that respect the unique cultural heritage and rights of First Nations peoples.

Definitions

First Nations: Refers to the Aboriginal and Torres Strait Islander peoples of Australia, who are the original custodians of the land and waters.

Self-determination: An ongoing process of choice to ensure that Indigenous communities are able to meet their social, cultural, and economic needs.

Aboriginal Business: Defined by the Victorian Social Procurement Framework as an entity that is at least 51% Aboriginal and/or Torres Strait Islander owned, managed, and controlled.

Acknowledgment of Country: A formal statement that recognises the Traditional Owners of the land and their continuing connection to Country. It is a mark of respect that Buddy Solution Agency Pty Ltd incorporates into formal engagements and its digital presence.

 

 

Gender Equality and Diversity Statement

This policy reflects the commitment of Buddy Solution Agency Pty Ltd to providing a workplace where all personnel are treated with dignity and respect, and have equal access to opportunities regardless of gender, background, or identity. Buddy Solution Agency Pty Ltd is committed to acting ethically by ensuring that recruitment, pay, and promotion practices are free from bias and reflect the diverse community in which the business operates.

As part of its internal processes, Buddy Solution Agency Pty Ltd maintains a zero-tolerance approach to discrimination, harassment, or victimisation. Buddy Solution Agency Pty Ltd also expects its service providers, suppliers, and contractors to share this commitment to workplace equality and to work toward eliminating gender-based barriers within their own organisations.

Definitions

Gender Equality: Refers to the equal rights, responsibilities, and opportunities of all people regardless of gender.

Pay Equity: The principle of equal remuneration for work of equal or comparable value. Buddy Solution Agency Pty Ltd is committed to maintaining fairness across all levels of the business.

Diversity: Encompasses the acceptance and respect of individual differences, including ethnicity, gender, age, physical ability, sexual orientation, and religious beliefs.

Merit-based Selection: The process of appointing the best person for the job based on their skills, experience, and qualities.

 

 

Code of Conduct and Ethics

1. Professional Integrity and Anti-Corruption We operate with absolute honesty in all business dealings. Buddy maintains a zero-tolerance approach to bribery and corruption.

  • Every team member is responsible for upholding the standards set out in our Bribery and Corruption Policy.

  • We do not offer or accept inducements to influence business decisions or gain unfair advantages.

  • Buddy does not make, and will not accept, facilitation payments of any kind to expedite routine actions.

  • Any gift or hospitality offered or received must be modest, transparent, and reported to the Directors.

2. Conflicts of Interest We avoid situations where personal interests interfere, or appear to interfere, with the interests of Buddy or our clients.

  • Personnel must disclose any financial interest or personal relationship with a client, vendor, or competitor to the Directors immediately.

  • We do not use company resources, data, or client relationships for personal gain or external ventures that conflict with our delivery.

3. Respect, Diversity, and Safety Buddy is a remote-first business, and our digital workspace must remain professional, safe, and inclusive.

  • We adhere to our Gender Equality and Diversity Statement, ensuring a workplace free from discrimination and harassment.

  • We support the wellbeing of our team by adhering to our OHS Policy and Family and Domestic Violence Support Statement.

  • All digital communication must remain respectful and aligned with professional standards.

4. Data Security and Intellectual Property As a digital agency, our value is built on data security and creative integrity.

  • We strictly adhere to the Data Protection and Privacy Policy and the Privacy Act 1988 (Cth).

  • We protect the intellectual property of our clients and our agency as outlined in our IP Management Statement.

  • Unauthorised disclosure of confidential information or client data is a fundamental breach of this Code.

5. Social and Environmental Responsibility We recognise that our operations have a real-world impact.

  • We are committed to the First Nations Commitment Statement, prioritising respectful engagement and inclusive procurement.

  • We operate a paperless business in line with our Environmental and Sustainability Policy to minimise our digital carbon footprint.

  • We actively work to ensure our supply chain is free from exploitation, as mandated by our Anti-Slavery Policy Statement.

6. Financial Accountability We maintain total transparency in our financial operations.

  • All personnel must respect our Zero-Delegation Financial Policy.

  • No team member is authorised to commit company funds or engage new vendors without explicit Director approval.

  • Falsification of records or unauthorised expenditure is considered gross misconduct.

7. Reporting and Compliance We prioritise transparency and fix issues immediately.

  • Any suspected breach of this Code or our supporting policies must be reported directly to the Directors.

  • We operate an Open-Door Reporting Procedure that protects individuals from retaliation for reports made in good faith.

  • Adherence to this Code is a mandatory condition of engagement. Failure to comply will result in disciplinary action, up to and including the immediate termination of your contract.