Confidentiality Policy

The purpose of this Policy is to:

• Protect confidential business information shared with Structiva.
• Promote responsible information management.
• Maintain trust between Structiva and its clients.
• Support ethical business practices and good governance.
• Ensure information is used only for authorised business purposes.

Confidential Information includes any non-public information shared with Structiva during enquiries, onboarding or ongoing engagements, including but not limited to:

Structiva is committed to:

• Treating client information with strict confidentiality.
• Using information only for the agreed scope of engagement.
• Limiting access to authorised personnel.
• Maintaining professional standards in information handling.
• Respecting the privacy of every client relationship.

Confidential information is never used for personal gain or disclosed without appropriate authorisation, unless required by law.

Information provided by clients is used solely to:

• Deliver Business Administration as a Service (BaaS).
• Coordinate agreed business administration activities.
• Support documentation and operational processes.
• Communicate with authorised representatives.
• Fulfil contractual and legal obligations.

Structiva does not sell, trade or commercially exploit client information.

Structiva may share confidential information only:

• With authorised client representatives.
• With authorised professionals appointed by the client, where coordination is required.
• Where disclosure is required under applicable law or by a competent authority.
• With trusted service providers supporting Structiva's operations, subject to appropriate confidentiality obligations.

Information is shared only to the extent reasonably necessary.

Structiva adopts reasonable administrative and technical measures to protect confidential information, including:

• Restricted access to client information.
• Secure digital storage.
• Controlled document handling.
• Password-protected systems.
• Internal confidentiality procedures.
• Periodic review of information management practices.

Clients also play an important role in protecting confidential information.

Clients are encouraged to:

• Share information only through approved communication channels.
• Notify Structiva of changes to authorised contacts.
• Protect login credentials and passwords.
• Review documents before submission.
• Inform Structiva promptly of any suspected security concerns.

Structiva expects all employees, consultants and authorised partners to:

• Maintain confidentiality at all times.
• Access information only where required for their responsibilities.
• Handle client information professionally.
• Avoid unauthorised disclosure or misuse.
• Comply with Structiva's governance standards and internal policies.

Information is retained only for as long as necessary to:

• Deliver agreed services.
• Meet contractual obligations.
• Comply with applicable legal requirements.
• Maintain business records.

When information is no longer required, it is securely deleted, archived or disposed of using appropriate methods.

Confidential information may be disclosed where:

• The client provides written authorisation.
• Disclosure is required by applicable law.
• Disclosure is necessary to comply with a lawful government or regulatory request.
• Disclosure is required to protect legal rights or prevent unlawful activity.

Structiva may update this Confidentiality Policy periodically to reflect changes in business operations, technology, legal requirements or governance practices.

The latest version will always be available on our website.

Continued engagement with Structiva after updates constitutes acceptance of the revised Policy.

If you have questions regarding this Confidentiality Policy or our information handling practices, please contact us.