Updated Dec 2025

This Privacy Policy applies to all personal information collected by TECHOM SYSTEMS PTY LTD (we, us or our) via the website located at www.techomsystems.com.au (Website).

1. What information do we collect?

The kind of Personal Information that we collect from you will depend on how you use the website. The Personal Information which we collect and hold about you may include:

• Full Name
• Email Address
• Telephone Number
• Company Name
• Company Size
• Job Title / Role
• Preferred Username
• Any other information voluntarily provided (e.g., messages in contact forms)
• Payment & Billing Information (if you make a purchase or subscribe to a paid service) including:
  • Cardholder name
  • Billing address
  • Payment method
  • Transaction details

This may include additional information depending on the project or task, such as:

• User lists
• Office Locations
• IP Address
• Network-related information
• Design or technical documentation
• Other relevant information required to deliver the service

2. Types of information

The Privacy Act 1998 (Cth) (Privacy Act) defines types of information, including Personal Information and Sensitive Information.

Personal Information means information or an opinion about an identified individual or an individual who is reasonably identifiable:

1. whether the information or opinion is true or not; and
2. whether the information or opinion is recorded in a material form or not.

If the information does not disclose your identity or enable your identity to be ascertained, it will in most cases not be classified as “Personal Information” and will not be subject to this privacy policy.

Sensitive Information is defined in the Privacy Act as including information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

Sensitive Information will be used by us only:

1. for the primary purpose for which it was obtained;
2. for a secondary purpose that is directly related to the primary purpose; and
3. with your consent or where required or authorised by law.

3. How we collect your Personal Information

1. We may collect Personal Information from you whenever you input such information into the Website, related app or provide it to Us in any other way.
2. IP Address Collection: When you visit our Website, your IP address is collected and stored securely. This information is used solely for:
   1. Website analytics and traffic analysis
   2. Enhancing security and detecting malicious activity
   3. Improving overall user experience

   IP addresses are stored safely and are not linked to any personally identifiable information or sensitive information without your consent.

3. We may also collect cookies from your computer which enable us to tell when you use the Website and also to help customise your Website experience. As a general rule, however, it is not possible to identify you personally from our use of cookies.
4. Microsoft Clarity: We use Microsoft Clarity to track visitor interactions on the Website, such as clicks, scrolls, and navigation patterns. This helps us improve the Website’s usability and user experience. Microsoft Clarity does not collect any personal information or the content you submit through forms.
5. We use different types of cookies, including:
   1. Essential cookies for Website functionality,
   2. Analytical cookies to improve user experience, and
   3. Marketing cookies that may be set by third parties.

   These cookies may be retained for up to 365 days and can be managed or deleted through your browser settings. Third-party cookies are subject to their own privacy policies, which we encourage you to review.

6. We generally do not collect Sensitive Information, but when we do, TECHOM SYSTEMS will handle it in accordance with this Privacy Policy and applicable laws.
7. Where reasonable and practicable, we collect Personal Information directly from you. However, in some cases, we may receive information from third parties (such as business partners or service providers). If this occurs, we will take steps to inform you of the source of that information.
8. We use different types of cookies including essential cookies for Website functionality,analytical cookies to improve user experience, and marketing cookies that may be set by third parties. These cookies are retained for up to 365 days and can be managed through your browser settings. Third-party cookies are subject to their respective privacy policies, which we encourage you to review.
9. We generally don’t collect Sensitive Information, but when we do, we will comply with the preceding paragraph.
10. Where reasonable and practicable we collect your Personal Information from you only. However, sometimes we may be given information from a third party, in cases like this we will take steps to make you aware of the information that was provided by a third party.

4. Purpose of collection

1. We collect Personal Information to provide you with the best possible experience across the TECHOM Systems Website, customer dashboards, and related IT services. This information allows us to operate efficiently, deliver support, improve service performance, and keep you informed about updates relevant to our solutions.
2. We may use insights generated from analytical tools such as Microsoft Clarity and similar platforms to better understand overall user behaviour and improve how our Website and services perform. While these tools are mentioned in the collection section, their purpose here is solely to help us enhance usability, refine service delivery, and identify areas where customers may need clearer guidance or support. No personally identifying details or sensitive information entered into forms are used for this purpose, only general usage trends that help us improve the experience we provide.
3. Payment & Billing Handling: All payment transactions are processed securely through trusted third-party payment gateways. TECHOM SYSTEMS does not store full credit card information on our Website. Payment information may be retained by payment providers according to their privacy policies.
4. Microsoft 365 as Primary Data Storage: Customer data, including emails, documents, and service records, is stored securely in Microsoft 365. No customer data is stored in WordPress or on local servers.
5. Overseas Operational Vendors: TECHOM SYSTEMS may work with overseas implementation partners for service delivery. Minimal Personal Information may be shared as required, and these partners are contractually obliged to handle data in accordance with Australian Privacy Principles.
6. Third-Party Partners:

   We may share Personal Information with third-party providers for purposes such as:

   1. Website hosting and maintenance
   2. Customer support and technical services
   3. Payment processing
   4. System integrations
   5. Software/Hardware Subscription

   We share only the information necessary for these purposes, and providers are bound by confidentiality and data protection obligations.

7. You can manage your marketing preferences through your account settings or by contacting our Privacy Officer. We will process opt-out requests within 7 business days and maintain records of your preferences. Marketing communications will not exceed 10 messages per month.
8. We collect Personal Information to provide you with the best service experience possible on the Website and keep in touch with you about developments in our business.
9. We customarily only disclose Personal Information to our service providers who assist us in operating the Website. Your Personal Information may also be exposed from time to time to maintenance and support personnel acting in the normal course of their duties.
10. By using our Website, you consent to the receipt of direct marketing material. We will only use your Personal Information for this purpose if we have collected such information direct from you, and if it is material of a type which you would reasonably expect to receive from use. We do not use sensitive Personal Information in direct marketing activity. Our direct marketing material will include a simple means by which you can request not to receive further communications of this nature, such as an unsubscribe button link.
11. You can manage your marketing preferences through your account settings or by contacting our Privacy Officer. We will process opt-out requests within 7 business days and maintain records of your preferences. Marketing communications will not exceed 10 messages per month, and each communication will clearly display preference management options. If you choose to opt-out, we will retain minimal Personal Information necessary to ensure compliance with your request.
12. We may share your contact information with third-party vendors for specific purposes, including but not limited to software account setup and service integration. Once shared, your contact information will be subject to the third-party vendor's privacy policy and data handling practices. We recommend reviewing the privacy policies of these third-party vendors to understand how they collect, use, and protect your Personal Information.

5. Security, Access and correction

1. We store your Personal Information in a way that reasonably protects it from unauthorized access, misuse, modification or disclosure. When we no longer require your Personal Information for the purpose for which we obtained in, we will take reasonable steps to destroy and anonymise or de-identify it. Most of the Personal Information that is stored in our client files and records will be kept for a maximum of 7 years to fulfill our record keeping obligations.
2. The Australian Privacy Principles:
   1. (permit you to obtain access to the Personal Information we hold about you in certain circumstances (Australian Privacy Principle 12); and
   2. allow you to correct inaccurate Personal Information subject to certain exceptions (Australian Privacy Principle 13).
3. Where you would like to obtain such access, please contact us in writing on the contact details set out at the bottom of this privacy policy.

6. Complaint procedure

If you have a complaint concerning the manner in which we maintain the privacy of your Personal Information, please contact us as on the contact details set out at the bottom of this policy. All complaints will be considered by our Privacy Officer at TECHOM SYSTEMS and we may seek further information from you to clarify your concerns. If we agree that your complaint is well founded, we will, in consultation with you, take appropriate steps to rectify the problem. If you remain dissatisfied with the outcome, you may refer the matter to the Office of the Australian Information Commissioner.

7. Overseas transfer

1. Your Personal Information may be transferred or stored overseas for operational purposes.
2. Where transferred to countries without equivalent protections, we take reasonable steps to ensure contractual commitments exist to handle information in accordance with Australian Privacy Principles.
3. If transferred to countries with data protection laws substantially similar to the Australian Privacy Principles, TECHOM SYSTEMS will take all possible efforts to protect information and report breach if happens.

8. Third-party vendor sharing

We may disclose your Personal Information to third-party vendors and service providers where necessary to facilitate specific services, such as third-party software account setup, system integrations, or other operational requirements. These third-party vendors will retain your contact information in accordance with their own privacy policies and data protection practices. We are not responsible for how third-party vendors handle your Personal Information once it has been shared with them. We encourage you to review the privacy policies of any third-party vendors with whom your information may be shared to understand their data handling practices and your rights under their policies.

9. GDPR

In some circumstances, the European Union General Data Protection Regulation (GDPR) provides additional protection to individuals located in Europe. The fact that you may be located in Europe does not, however, on its own entitle you to protection under the GDPR. Our website does not specifically target customers located in the European Union and we do not monitor the behaviour of individuals in the European Union, and accordingly the GDPR does not apply.

10. How to contact us about privacy

If you have any questions regarding our privacy practices, wish to access your Personal Information, or wish to make a complaint about our handling of personal data, you can contact us using the following details:

hello@techomsystems.com.au

1800 TOSNOW / 1800 867 669.