Privacy Policy

RooXol Pty Ltd ("RooXol", "we", "us", or "our") is an Australian IT consulting company. We are committed to protecting the privacy of individuals whose personal information we collect and hold, in accordance with the Privacy Act 1988 (Cth) ("Privacy Act") and the Australian Privacy Principles ("APPs").

This Privacy Policy describes how we manage personal information, including how we collect, hold, use, and disclose it, and how you can access and correct information we hold about you or make a complaint.

By using our website or submitting your personal information to us, you acknowledge that you have read and understood this policy.

For all privacy-related enquiries, access and correction requests, or complaints, please contact:

Privacy Contact — RooXol Pty Ltd
Suite 490 C307, L3, 175 Maroondah Hwy, Ringwood VIC 3134
Email: [email protected]
Phone: +61 435 580 335

We collect and hold the following kinds of personal information:

• Contact details: name (including title), email address, phone number, and postal address
• Professional details: company name, job title, and company size
• Enquiry details: service of interest, message content, and how you heard about us
• Communication preferences: marketing opt-in or opt-out status
• Website usage data: IP address, browser type, pages visited, and time spent on our website (collected via cookies and analytics tools)

We do not intentionally collect sensitive information (as defined in the Privacy Act, including health information, racial or ethnic origin, political opinions, religious beliefs, or criminal records). If sensitive information is inadvertently included in a message you send us, we will handle it in accordance with the APPs.

We collect personal information in the following ways:

• Directly from you — when you submit our website contact form, send us an email, call us, or otherwise communicate with us
• Automatically — when you visit our website, we may collect technical data such as your IP address, browser type, and pages visited through cookies and analytics tools (see Section 10)
• From third parties — in limited circumstances, we may receive your contact details from referrals or professional networks

Where practicable, we will collect personal information directly from you. If we collect personal information about you from a third party, we will take reasonable steps to notify you of that collection.

In accordance with APP 2, you have the option of not identifying yourself, or of using a pseudonym, when making general enquiries to us. However, if you wish to receive a substantive response to an enquiry or engage our services, we will generally need to know your identity and contact details to do so.

We collect, hold, use, and disclose your personal information for the following purposes:

• To respond to your enquiries and communicate with you about our services
• To provide IT consulting services to you or your organisation
• To send marketing communications where you have consented to receive them (you may withdraw consent at any time — see Section 9)
• To improve our website and services
• To comply with our legal obligations
• For internal record-keeping and business administration

We will not use or disclose your personal information for a purpose other than the primary purpose of collection without your consent, unless an exception under the Privacy Act applies (for example, where required by law).

We may disclose your personal information to:

• Service providers — third-party providers who assist us in operating our website, delivering services, or communicating with you (for example, cloud hosting providers, email delivery services, and analytics providers). These providers are engaged on a confidential basis and are required to handle personal information in accordance with applicable privacy laws.
• Professional advisers — lawyers, accountants, or auditors, where necessary
• Regulatory bodies — where required or authorised by law

We do not sell, rent, or trade your personal information to third parties for their own marketing purposes.

Some of our third-party service providers are located or store data outside Australia. In particular, we use cloud infrastructure, software-as-a-service tools, and AI-assisted development tools that may be hosted in the United States, the European Union, or other countries.

Before disclosing personal information to an overseas recipient, we take reasonable steps to ensure that the recipient does not breach the APPs in relation to that information (APP 8.1). In some cases, we may rely on an exception under APP 8.2, such as where you have consented to the disclosure or where the disclosure is required by law.

By providing your personal information to us, you consent to it being disclosed to overseas recipients in the circumstances described above.

Where you have opted in to receive marketing communications from us, we may send you news, updates, and information about our services by email. We comply with the Spam Act 2003 (Cth), which requires that all commercial electronic messages include an unsubscribe mechanism.

You may withdraw your consent to receive marketing communications at any time by:

• Clicking the "unsubscribe" link in any marketing email we send you, or
• Contacting us at [email protected]

We will process your unsubscribe request promptly, and in any event within 5 business days.

Our website may use cookies and similar tracking technologies to collect information about how visitors use our site. This information is used in aggregate form to help us understand website traffic and improve our services. It is not used to identify individual visitors.

You can configure your browser to refuse cookies or to alert you when cookies are being sent. However, some features of our website may not function correctly if cookies are disabled.

We hold personal information in electronic form, primarily using cloud-based systems. We take reasonable steps to protect personal information from misuse, interference, and loss, and from unauthorised access, modification, or disclosure. These steps include access controls, secure transmission protocols (HTTPS), and engaging reputable third-party service providers.

When personal information is no longer needed for the purpose for which it was collected, and we are not required by law to retain it, we will take reasonable steps to destroy or de-identify it.

Under APPs 12 and 13, you have the right to request access to personal information we hold about you, and to request its correction if it is inaccurate, out of date, incomplete, irrelevant, or misleading.

To make an access or correction request, please contact us using the details in Section 2. We will respond to your request within a reasonable time (generally within 30 days). We do not charge a fee for making an access or correction request, though we may charge a reasonable fee for providing access in certain circumstances.

If we refuse your request, we will provide written reasons and information about how you may complain about the refusal.

If you believe we have breached the APPs or this Privacy Policy, you may make a complaint by contacting us using the details in Section 2. Please describe your complaint in writing so we can respond appropriately.

We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days. If we are unable to resolve your complaint within that time, we will keep you informed of progress.

If you are not satisfied with our response, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC):

• Website: www.oaic.gov.au
• Phone: 1300 363 992
• Post: GPO Box 5218, Sydney NSW 2001

We are subject to the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act. If we become aware of a data breach that is likely to result in serious harm to any individual whose personal information is involved, we will notify the affected individual(s) and the OAIC as soon as practicable.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The current version will always be available on our website with the date it was last updated. We encourage you to review this policy periodically.