This policy will explain to you how we collect, hold, use, disclose and manage your personal information, in accordance with the Privacy Act 1988 (Cth) (“Privacy Act”) and Principle 1.3 of the Australian Privacy Principles (“APP”).
We never take your privacy for granted and always take the utmost care in protecting your personal information.
The kinds of personal information that we may collect and hold about you includes:
a) your name;
c) postal and street address;
d) email address;
e) telephone number;
g) job description/position/role;
h) sales, support and training history;
i) financial information about you, your company or your business.
j) application usage, location and diagnostics
We also collect your payment information, such as your credit card or direct debit information and ABN, when you purchase a product or service from us. If you’re a bank feeds user, we’ll collect your account details so that you and your other authorised recipients can receive transaction information from your nominated accounts.
We collect your personal information directly from you and, in some cases, from other people or organisations.
We collect personal information through –
a) the making of an order;
b) registering or activating a product;
c) registering for a product trial;
d) new client forms;
e) actions performed by you from within your product or application;
f) transactional services and payment services;
g) client support;
h) inbound and outbound sales calls;
i) our website;
j) Phoenix Online Accounts;
k) members of our authorised partner programs;
l) competition entry forms;
m) bookings for training and events;
n) customer surveys;
o) when you register for newsletters;
p) from publicly available sources such as social media websites;
q) job applications; or
r) when you provide material to us to enable us to provide our services to you.
We typically hold the personal information that we collect either on electronic databases, including (if applicable) by our cloud computing software, ‘Phoenix Live’, or as hard copy documents.
We have taken a number of steps to protect personal information that we hold from misuse, interference, loss and unauthorised access, modifications or disclosure.
Our web pages that request personal information employ encryption technologies such as Secure Sockets Layer (SSL).
If you’re considering sending us any personal information by standard email, please be aware that the information may be less secure in transit.
Other than where we use SSL technology to ensure your personal information is securely transmitted and processed, we cannot and do not accept responsibility for the security of information you send to or receive from us over the internet.
We’re also committed to protecting your information offline. All of your personal and business information, not just personal information and sensitive information, is subject to access controls.
We will take reasonable steps to destroy or permanently de-identify your personal information when we no longer need it.
We collect personal information so that we can –
a) identify you and if required conduct appropriate checks;
b) understand your requirements and provide you with the right product or service;
c) set up, administer and manage our products and services;
d) get a better understanding of you, your needs, your behaviours and how you interact with us, so we can engage in product and service research, development and business strategy including managing the delivery of our services and products via the ways we communicate with you.
We use your personal information to –
a) Fulfil orders and provide you with the products and services you’ve asked for. You need to provide us with your contact and payment details when you order our products and services. We use this information to fulfil your order and bill you. If we have trouble processing an order, we use the contact information you give us to contact you so that we can resolve the problem.
b) Assist your authorised professional adviser (e.g. your accountant or bookkeeper).
c) Perform product activation and identify you as the product owner. We ask you to activate each product or service you purchase from us with relevant personal and business details. Activation will allow you to receive upgrades and special offers. You can opt-out from receiving special offers and marketing communications at any time, please see section 6 for more information on how to do this
d) Provide client support and service to you, your business partners and your employees. When you register or activate your product with us, your contact details will be linked to your product and product version. This means that when you call AGDATA support, our support staff are able to give you quality advice that is relevant to your particular situation. If we have to post or email you products or documentation, we’ll have all the information we need to ensure you get fast, quality service.
e) Provide you with financial and production management software and related services;
f) Keep you informed about our products and services and those of our relevant business and joint initiative partners
g) Record your marketing and communication preferences
h) Enable secure access to our websites
i) Participate in any third party acquisition or potential acquisition of an interest in us or our assets
j) Process your transaction details for bank feeds
k) Fulfil any legal and regulatory obligations
l) Process a job application that you’ve submitted;
m) So that you and your other authorised recipients can receive transaction information from your nominated accounts; and
n) For any other business related purposes.
We do not and will not sell or deal in personal or customer information. We will never disclose your personal details to a third party except the necessary information required by providers of products or services you have purchased or to protect the rights, property or safety of AGDATA, our customers or third parties or as required by law.
We may from time to time need to disclose certain information, which may include your Personal Data, to comply with a legal requirement, such as a law, regulation, court order, subpoena, warrant, in the course of a legal proceeding or in response to a law enforcement agency request. Also, we may use your Personal Data to protect the rights, property or safety of AGDATA (www.agdata.com.au), our customers or third parties.
We will use all reasonable means to protect the confidentiality of your Personal Data while in our possession or control. We will not knowingly share any of your Personal Data with any third party other than our service providers who assist us in providing the information and/or services we are providing to you.
If there is a change of control in one of our businesses (whether by merger, sale, transfer of assets or otherwise) customer information, which may include your Personal Data, could be disclosed to a potential purchaser under a confidentiality agreement. We would only disclose your information in good faith and where required by any of the above circumstances.
You can request access to your personal information, subject to some limited exceptions permitted or required by law. Such request must be made in writing to the AGDATA Privacy Officer. Please see ‘How to contact us’ for details. AGDATA may charge reasonable costs for providing you access to your personal information.
We may use your personal information to contact you about product upgrades and releases and to let you know about new services and special offers relevant to your business.
If you don’t want us to use your personal information for direct marketing, you can let us know at any time through one of the following channels:
a) to opt out of email marketing click the ‘unsubscribe’ link at the bottom of any of our marketing communications;
b) to opt out of all other marketing communications, such as direct mail or phone calls as well as emails contact the AGDATA Privacy Officer at email@example.com.
Some of our service providers may be overseas and as such:
a) they may not be subject to a law, or binding scheme, that has the effect of protecting your personal information in a way that, overall, is at least substantially similar to the way in which the Australian Privacy Principles protect your personal information; and
b) there may be no mechanisms that you can access to take action to enforce the protection of a law or binding scheme that has the effect of protecting your personal information.
Unless you advise us to the contrary you will be taken to have expressly consented to the disclosure of your personal information to such overseas recipients and APP 8.1 will not apply.
It is not practicable to specify in this policy the countries in which our service providers may be located. Please contact us if you require specific details.
SET-UP AND CONFIGURE YOUR EMAIL
For email purposes, Phoenix stores only the minimum personal information needed to enable you to send your Phoenix financial information, production information, reports, documents, and Phoenix data backups via email. This personal information (if any) is stored only within your Phoenix data, and your Phoenix data is owned exclusively by you. The information is not sent to us.
Phoenix cannot receive emails.
“Email Client” option (Phoenix Desktop only)
The Email Client option configures Phoenix to use a separate email client application (Microsoft Outlook, Mozilla Thunderbird, etc) which you have installed on your local computer. Phoenix collects no additional information when the Email Client option is selected. Emails are processed only by the separate email application on your local computer and are never processed or stored on our servers.
Email account option (Phoenix Desktop and Phoenix Live)
The email account option configures Phoenix to use Google Gmail, BigPond Webmail, Telstra Mail, or another email provider account you specify. Phoenix stores the company or other name you specify, your email address and your email password (if required). The password is securely encrypted before being stored. The name, password and email address are stored in your Phoenix data and are not sent to us. When using the “Sign In With Google” option for Gmail, Phoenix stores only the name you specify and your email address; your password is not stored in this case.
Emails are sent directly from the Phoenix application and the emails are never processed or stored on our servers.
“Phoenix Live Email” option (Phoenix Live only)
Phoenix stores the company or other name you specify and the email address. The name and email address are stored in your Phoenix data and are not sent to us.
Emails are sent directly from the Phoenix application and are never processed or stored on our servers.
Sent Items Log
(Note: Not applicable to the “Email Client” option.)
Phoenix stores some information about each sent email. Phoenix stores the destination email address, subject line of the email, the date sent, the username of the signed in user of the Phoenix data, and the name of the Phoenix module from which the email was sent. This information is stored in your Phoenix data and is not sent to us. Phoenix stores the information only for your viewing and reference via the Sent Items Log of the Phoenix application.
You have the right to complain about a breach of the Australian Privacy Principles and how we dealt with such a complaint.
b) By continuing to use our website and otherwise deal with us, you accept this Policy as it applies from time to time.