PRIVACY POLICY

1 INTRODUCTION

This document sets out the privacy policy of Aloka Technology Solutions Pty Ltd (ABN 63 659 318 206) (referred to in this privacy policy as ‘we’, ‘us’, or ‘our’).

We take our privacy obligations seriously and we’ve created this privacy policy to explain how we store, maintain, use and disclose personal information.

We are committed to preventing serious invasions of privacy and ensuring the protection of your personal information, so you can contact us using the details below if you have any questions or concerns.

By providing personal information  to us, you consent to our storage, maintenance, use and disclosing of personal information in accordance with this privacy policy.

We may change this privacy policy from time to time by posting an updated copy on our website and we encourage you to check our website regularly to ensure that you are aware of our most current privacy policy.

2                   TYPES OF PERSONAL INFORMATION WE COLLECT

The personal information we collect may include the following:

(a)               name;

(b)               mailing or street address;

(c)                email address;

(d)               social media information;

(e)               telephone number and other contact details;

(f)                 age;

(g)               date of birth;

(h)               credit card or other payment information;

(i)                 information about your business or personal circumstances;

(j)                 information in connection with client surveys, questionnaires and promotions;

(k)                your device identity and type, I.P. address, geo-location information, page view statistics, advertising data and standard web log information;

(l)                 information relating to licences, qualifications, accreditations and other credentials, including white card information, electrical licence information and driver’s licence information, where required in connection with our services or integrations;

(m)              information contained in or made available through customer databases, software platforms, application programming interfaces (APIs), software connectors and other systems that we access, integrate with or migrate in providing our services;

(n)               technical and authentication information, including API credentials, API keys, OAuth tokens and other authentication credentials required to connect with or provide our services;

(o)               information contained in support requests, support tickets, troubleshooting records, system logs and records of your use of and interactions with our services;

(p)               information about third parties; and

(q)               any other information provided by you to us via our website, online presence, software, integrations or services, or otherwise required by us or provided by you.

3                   HOW WE COLLECT PERSONAL INFORMATION

We may collect personal information either directly from you, or from third parties, including where you:

(a)               contact us through our website;

(b)               receive goods or services from us;

(c)                submit any of our online sign up forms;

(d)               communicate with us via email, telephone, SMS, social applications (such as LinkedIn or Facebook) or otherwise;

(e)               interact with our website, social applications, services, content and advertising;

(f)                 invest in our business or enquire as to a potential purchase in our business;

(g)               use our software, platforms, customer portals or other technology solutions;

(h)               submit a support request or otherwise interact with our support or troubleshooting services;

(i)                 connect, integrate or migrate third-party software, databases, applications or systems with our services;

(j)                 authorise us to access information through an API, software connector or other integration; or

(k)                otherwise provide information to us in connection with the provision of our services.

We may collect personal information from our customers and from third-party platforms, applications, databases and service providers where this is reasonably necessary to provide our services, including to perform software integrations, data migrations and technical support. Where we process personal information on behalf of a customer, the customer remains responsible for ensuring that it has the necessary rights and permissions to provide that information to us.

We may also collect personal information when you use or access our website, software or services through the use of web analytics tools, cookies and other similar tracking technologies that allow us to understand and analyse your use of our website and services. Cookies are small files that store information on your computer, mobile phone or other device and enable the creator of the cookie to identify when you visit or interact with websites or online services.

We may use third-party analytics, advertising, monitoring and issue-tracking services in connection with our website and services, including Google Analytics, Meta Pixel and Sentry or similar service providers. These services may collect information about your device, browser, IP address and interactions with our website or services. Some of these providers may process information outside Australia.

If you do not wish information to be stored as a cookie, you can disable cookies in your web browser. However, disabling certain cookies may affect the functionality of our website or services.

4                   USE OF YOUR PERSONAL INFORMATION

We collect and use personal information for the following  purposes:

(a)               to provide, operate, administer and support our goods, services, software and technology solutions;

(b)               to establish and manage customer and user accounts;

(c)                to perform software integrations, data migrations, implementation, configuration, troubleshooting and technical support;

(d)               for record keeping, billing, payment processing and administrative purposes;

(e)               to provide information about you to our contractors, employees, consultants, agents or other third parties where reasonably necessary to provide, operate, support or improve our goods or services;

(f)                 to improve and optimise our service offering and customer experience, including by analysing the performance and use of our website, software and services and identifying and resolving technical issues;

(g)               to maintain the security and integrity of our systems, detect and prevent fraud, misuse, security incidents and unauthorised access;

(h)               to comply with our legal obligations, resolve disputes or enforce our agreements with third parties;

(i)                 to send you administrative messages, reminders, notices, updates, security alerts and other information requested by you;

(j)                 to send marketing and promotional communications in accordance with clause 6;

(k)                to develop, test, maintain and improve our products, services, integrations and technology; and

(l)                 to consider an application of employment from you.

In providing our services, we may access or process information contained in systems, databases, applications or accounts controlled by our customers or third parties, including during software integrations and data migrations. Our customers retain ownership of their underlying data, subject to the terms of any applicable agreement with us.

Where we temporarily access, copy or process customer data for the purpose of an integration, migration, support service or other project, we will only retain that information for so long as reasonably necessary to provide the relevant services or as otherwise required or permitted by law or our applicable agreements.

API keys, OAuth tokens, passwords and other authentication credentials provided to or generated by us will only be accessed and used to the extent reasonably necessary to provide, maintain or support the relevant services or integrations.

We may disclose or make personal information available to third parties where reasonably necessary to provide, operate, administer, support or improve our services, including our employees, contractors, professional advisers, technology providers, hosting providers, cloud service providers, payment providers, communications providers, analytics providers and other service providers.

We do not sell your personal information. We will only disclose personal information where reasonably necessary for our business operations and the provision of our services, where you have authorised or requested the disclosure, or where the disclosure is required or permitted by law.

5                   OVERSEAS DISCLOSURE

Some of our service providers, cloud infrastructure and technology systems may store or process personal information outside Australia. The countries in which personal information is stored or processed may vary depending on the relevant service provider, customer requirements and the infrastructure used to provide our services.

In particular, where we provide integration, migration, hosting or other technology services, information may be processed using infrastructure located in different geographic regions where reasonably required for service performance, availability, speed, functionality or cost efficiency.

Where we disclose personal information to an overseas recipient, we will take reasonable steps to ensure that the information is handled appropriately and in accordance with applicable privacy requirements.

6                   ARTIFICIAL INTELLIGENCE AND AUTOMATED TECHNOLOGIES

We may use artificial intelligence, machine learning and other automated technologies in connection with the development, operation, support and improvement of our services. This may include the use of third-party artificial intelligence tools and service providers.

Where personal information or customer data is processed using these technologies, we will use and disclose that information only for purposes reasonably connected with providing, supporting, securing or improving our services, or as otherwise authorised under our applicable agreements or by law.

We take reasonable steps to ensure that confidential information and personal information processed through artificial intelligence services is handled consistently with our contractual, confidentiality and privacy obligations.

7                   MARKETING

We may at times send you marketing communications which will be done in accordance with the Spam Act 2003 (Cth) (Spam Act).

If we do, we may use email, SMS, social media, phone or mail to send you direct marketing communications.

Where consent is needed, we will ask you for your consent before sending you marketing communications, except where you:

(a)               have explicitly opted-in to receiving email marketing from us in the past; or

(b)               were given the option to opt-out of email marketing when you initially signed up for one of our platforms and you did not do so.

You can, at any time, opt out of receiving marketing materials from us by using the opt-out facility provided (e.g., an unsubscribe link on emails we send you) or by contacting us via the details provided at the end of this privacy policy. We will implement such a request as soon as possible, however, cannot guarantee that such a response will be immediate.

8                   SECURITY

We take reasonable steps to ensure your personal information is secure and protected from misuse, interference, loss and unauthorised access, modification or disclosure.

We use a range of administrative, physical and technical measures designed to protect personal information, which may include encryption, regular backups, multi-factor authentication, access controls based on the principle of least privilege and monitoring of our systems for potential security incidents.

Access to personal information, customer data and authentication credentials is restricted to persons who reasonably require access for the performance of their duties or the provision of our services.

However, no method of electronic transmission or storage is completely secure and we cannot guarantee the absolute security of your personal information.

9                   DATA RETENTION

We retain personal information for so long as reasonably necessary for the purposes for which it was collected, to provide and support our services, to comply with our contractual and legal obligations and for other legitimate business purposes.

Where we process customer data in connection with a data migration, integration or other project, we may retain temporary copies of that data for the period reasonably necessary to complete and verify the relevant services, after which the information will be deleted, de-identified or otherwise dealt with in accordance with our applicable agreements, data retention practices and legal obligations.

10                LINKS

Our website may contain links to other websites. Those links are provided for convenience and may not remain current or be maintained. We are not responsible for the privacy practices of those linked websites and we suggest you review the privacy policies of those websites before using them.

11                REQUESTING ACCESS OR CORRECTING YOUR PERSONAL INFORMATION

If you wish to request access to the personal information we hold about you, please contact us using the contact details set out below including your name and contact details. We may need to verify your identity before providing you with your personal information. In some cases, we may be unable to provide you with access to all your personal information and where this occurs, we will explain why. We will deal with all requests for access to personal information within a reasonable timeframe.

If you think that any personal information, we hold about you is inaccurate, please contact us using the contact details set out below and we will take reasonable steps to ensure that it is corrected.

You may also contact us to request deletion of personal information we hold about you. We will consider and action such requests where required by applicable law and where we are not required or otherwise entitled to retain the information for legal, contractual, administrative or other legitimate purposes.

12                COMPLAINTS

If you wish to complain about how we handle your personal information or believe your privacy has been seriously invaded, please contact us using the details provided below with your name and contact details. We will investigate your complaint promptly and respond within a reasonable timeframe.

13                CONTACT US

For further information about our privacy policy or practices, or to access or correct your personal information, or make a complaint, please contact us using the details set out below:

Email: hello@aloka.com.au

Our privacy policy was last updated on 2026-08-17.