1. About this Privacy Policy

Omeka Technologies Pty Ltd trading as OmekaTech (“OmekaTech”, “we”, “us” or “our”) respects the privacy of the people and organisations with whom we interact.

This Privacy Policy explains how we collect, hold, use and disclose personal information in connection with our website, enquiries, assessments, professional services and business operations.

It also explains how you may request access to or correction of your personal information and how you may raise a privacy concern.

2. The personal information we may collect

The personal information we collect depends on how you interact with us.

It may include:

• your name;
• business name and position;
• email address;
• telephone number;
• business address;
• information included in an enquiry or assessment request;
• meeting, appointment and communication records;
• information about your organisation’s technology environment;
• information relating to users, devices, accounts, systems and service providers where required to provide an authorised service;
• support and service records;
• billing and transaction information;
• website usage, browser, device, IP address and referral information;
• marketing preferences; and
• other information you choose to provide.

When providing technology or cybersecurity services, we may encounter information relating to a client’s employees, customers, suppliers or other authorised users. The collection and handling of that information will depend on the agreed engagement, the client’s instructions and applicable legal obligations.

3. Sensitive information

Please do not submit passwords, authentication codes, patient information, financial credentials or other sensitive information through a general website form.

If we need sensitive information to provide an authorised service, we will seek to collect and handle it through an appropriate process and only where reasonably necessary or otherwise permitted by law.

4. How we collect personal information

We may collect personal information:

• directly from you through website forms, telephone calls, email, meetings and service requests;
• when you book an assessment or consultation;
• when your organisation authorises us to provide technology services;
• from an authorised representative of your organisation;
• from technology platforms and systems included in an authorised engagement;
• from our service providers;
• through website cookies, analytics and security logs;
• from publicly available business sources; and
• where otherwise authorised or required by law.

Where practicable, we collect personal information directly from the person concerned.

5. Why we collect and use personal information

We may collect, hold and use personal information to:

• respond to enquiries;
• arrange consultations and assessments;
• prepare proposals and service recommendations;
• provide technology, cybersecurity, advisory and support services;
• administer client accounts and service relationships;
• communicate about appointments, projects and support requests;
• investigate and respond to technology or cybersecurity incidents;
• maintain service, security and business records;
• process invoices and payments; improve our website, services and customer experience;
• manage website security and prevent misuse;
• comply with legal, regulatory, insurance and contractual obligations;
• manage complaints and disputes; and
• send marketing communications where we have the appropriate consent or are otherwise permitted to do so.

We do not use personal information for an unrelated purpose unless the person would reasonably expect that use, has consented to it, or the use is otherwise authorised or required by law.

6. Website forms and enquiries

When you submit a website form, we use the information to respond to your enquiry, determine whether OmekaTech may be able to assist and manage any resulting business relationship.

Submitting an enquiry does not create a client, advisory or professional-services relationship.

Please provide only the information reasonably necessary for us to understand and respond to your enquiry.

7. Cookies, analytics and website information

Our website may use cookies and similar technologies required for security, functionality, user preferences and website performance.

Subject to the website’s configuration and your consent choices, we may also use analytics technologies to understand matters such as:

• which pages are visited;
• how visitors reach the website;
• general device and browser information;
• approximate geographic information;
• website performance; and
• how visitors navigate the website.

Some analytics and embedded-content providers may process information outside Australia.

Further information is available in our Cookie Policy. Where a cookie-preference tool is provided, you can use it to review or change your preferences.

8. Direct marketing

We may send business news, service information or educational content where:

• you have asked to receive it;
• you have provided consent;
• consent may reasonably be inferred in the circumstances; or
• the communication is otherwise permitted by law.

Commercial electronic messages will identify the sender and include a way to unsubscribe.

You may withdraw your consent or unsubscribe at any time. Transactional, security and service-related communications may still be sent where they are required to manage an enquiry or provide an authorised service.

We do not sell mailing lists.

9. When we may disclose personal information

We may disclose personal information to:

employees, contractors and professional advisers who require it for an authorised purpose;

• website, hosting, email and cloud-service providers;
• Microsoft and other approved technology providers;
• customer relationship, support, ticketing or professional-services platforms;
• payment, accounting and administrative service providers;
• security, backup and monitoring providers;
• telecommunications and hardware providers;
• insurers, accountants, legal advisers and auditors;
• government agencies, regulators, courts or law-enforcement bodies where required or authorised by law;
• another party involved in a business restructure, acquisition or transfer, subject to appropriate confidentiality and legal requirements; and
• other parties where you have authorised the disclosure.

We seek to limit disclosures to what is reasonably necessary for the relevant purpose.

10. Overseas processing and disclosure

Some technology and cloud-service providers may store, process or permit access to information outside Australia.

After completing our supplier review, the countries in which overseas recipients are likely to be located include:

• United States of America
• Western Europe
• Central US

The countries involved may change when suppliers, service locations or business requirements change.

Where applicable, we take reasonable steps relating to the protection of personal information disclosed overseas. However, overseas providers may also be subject to the laws of the countries in which they operate.

Contact us if you would like further information about a particular service provider or overseas disclosure.

11. Security of personal information

We use administrative, technical and physical safeguards appropriate to the nature of the information and the circumstances in which it is held.

These may include:

• access controls;
• multifactor authentication;
• device and account management;
• security monitoring;
• encryption where appropriate;
• backups;
• staff and contractor confidentiality requirements;
• documented service processes;
• supplier assessment; and incident-response procedures.

No internet transmission, cloud platform or information system can be guaranteed to be completely secure. If you believe information supplied to OmekaTech may have been compromised, contact us promptly.

12. Retention and deletion

We retain personal information for as long as reasonably necessary to:

• respond to enquiries;
• provide and document services;
• meet legal, tax, insurance and contractual requirements;
• manage disputes;
• maintain security and operational records; and
• support legitimate business purposes.

When personal information is no longer required, we take reasonable steps to delete, destroy or de-identify it, subject to legal, technical, backup and record-retention requirements.

13. Accessing or correcting personal information

You may ask to access personal information we hold about you or request that inaccurate, incomplete, out-of-date, irrelevant or misleading information be corrected.

Submit your request using the privacy contact details below.

We may need to verify your identity before providing access or making a correction. In some circumstances, access or correction may be limited or refused where permitted by law. If this occurs, we will generally explain the reason and available complaint options.

14. Privacy complaints

If you believe OmekaTech has not handled your personal information appropriately:

1. contact us using the details below;
2. describe your concern and provide relevant information; and
3. allow us a reasonable opportunity to investigate and respond.

We aim to acknowledge privacy complaints promptly and provide a response within a reasonable period.

If you are not satisfied with our response and the Privacy Act applies, you may be able to contact the Office of the Australian Information Commissioner at www.oaic.gov.au.

15. Data breaches

We maintain processes for assessing and responding to suspected data breaches.

Where the Notifiable Data Breaches scheme or another legal obligation applies, we will take appropriate steps, which may include notifying affected individuals and the relevant regulator.

16. Third-party websites

Our website may link to websites, platforms or resources operated by other organisations.

OmekaTech does not control how those organisations collect or handle personal information. Review the privacy information provided by the relevant third party before supplying information to it.

17. Changes to this policy

We may update this Privacy Policy when our services, suppliers, technology or legal obligations change.

The current version will be published on this website with its updated date.