Xovate Pty Ltd ABN 94 646 779 679 (“Xovate”, “we”, “our” or “us”) is bound by the Privacy Act 1988 (Cth) (as amended) (“Privacy Act”), including the Australian Privacy Principles (APPs). This Privacy Policy sets out how we treat the personal information that we collect, use and disclose, and our procedures regarding the handling of personal and sensitive information, including the collection, use, disclosure and storage of information, as well as the rights of individuals to access and correct that information.
From time to time, we may revise or update this Privacy Policy, or our information handling practices. If we do so, the revised Privacy Policy will be published on our website, https://xovate.io
Xovate may collect personal information to conduct our business, to provide and market our products and services, and to meet our legal obligations. By using our website or our services, or by providing any personal information to us, you consent to the collection, use and disclosure of your personal information as set out in this Privacy Policy.
The types of personal information we collect and hold
The types of personal information we may collect and hold includes (but is not limited to) personal information about:
- clients, business associates and potential clients and their employees;
- suppliers and their employees; and
- prospective employees and contractors.
Personal information that we collect and hold may include:
- your name, address, contact telephone number and other contact details such as your email address;
- payment information (such as credit card or bank details); and
- details of your use of our products or services
You are not obliged to provide personal information to Xovate. However, in many cases, if you do not provide your personal information to us, we may not be able to supply the relevant product or service that you have requested from us.
In some circumstances, you may provide us, and we may collect from you, personal information about a third party (for example, a colleague you nominate as a technical contact). Where you provide the personal information of a third party, you must ensure that the third party is aware of this Privacy Policy, understands it and agrees to accept it.
If it is necessary to provide specific services to you, we may collect sensitive information about you. Under the Privacy Act, “sensitive information” includes but is not limited to information or an opinion about an individual’s racial or ethnic origin, religious belief, or criminal record, and includes health information about an individual. We will only collect sensitive information from you if you agree to provide it to us, you authorize us to obtain it from a third party, or where the collection of the information is required or authorized by or under an Australian law or a Court/Tribunal order, or otherwise where the collection is not prohibited under the Privacy Act. We will only use sensitive information in accordance with the Privacy Act and for the purpose of which it was provided.
How personal information is collected and held by us
We collect personal information in the following ways:
- when you fill in and return to us a signed client form;
- when you submit personal information through our website (such as when you send us a message, fill out an online form, or request a demo);
- in person or via video call, for example, during onboarding, implementation, or support engagements;
- when you connect to a third party or connect to our services via a third party, for example, an integration partner; and
- while providing services to you.
We may also collect information about you from third-party suppliers and government database services.
We store personal information in secure computer storage facilities and, where applicable, paper-based files. We take reasonable steps to protect your personal information against loss, unauthorized access, use, modification, or disclosure. These steps include:
- restricting access to personal information to personnel who require it to perform their role;
- using access controls and authentication on the systems that store personal information; and
- entering into confidentiality obligations with staff and contractors who handle personal information.
Overseas disclosure
Some of the third-party service providers we use to operate our business and website (for example, email, hosting, or analytics providers) may store or process personal information on servers located outside Australia. Where this occurs, we take reasonable steps to ensure those overseas recipients handle your personal information consistently with the Australian Privacy Principles.
Cookies and website analytics
Our website uses Google Analytics 4 (provided by Google LLC) and Microsoft Clarity (provided by Microsoft Corporation) to understand how visitors use the site so that we can improve it. These services use cookies and similar technologies to collect information such as the pages and sections you view, the buttons and links you click, how far you scroll and how long you stay, the website or campaign that referred you, your device and browser type, and your approximate location (for example, your country and city, derived from your IP address). Microsoft Clarity may also record how pages are used (such as clicks, mouse movement and scrolling) so we can see where visitors have difficulty; text you type into form fields is masked and is not recorded.
We do not send your name, email address, phone number, customer ID or any other details you enter into our forms to these services. Information collected by these services is processed on servers that may be located outside Australia (see “Overseas disclosure” above).
Our forms are protected by Cloudflare Turnstile, a security check that may use cookies and information about your browser to tell people apart from automated programs. We also store your light or dark display preference in a cookie on your device.
You can block or delete cookies in your browser settings, and you can opt out of Google Analytics with the Google Analytics opt-out browser add-on. Doing so does not stop you from using our website.
The purposes for which we collect, hold, use and disclose personal information
We collect, hold, use and disclose personal information for a variety of business purposes including:
- to provide the products or services you have requested from us;
- to process payments;
- to improve our business, products and services;
- to promote our business to you;
- to market other Xovate services or products to you, in accordance with the “Direct marketing” section below;
- to handle and respond to your enquiries, complaints or concerns; and
- to provide personal information to third parties as set out in this Privacy Policy.
Direct marketing
We may use your personal information to send you information about Xovate’s products and services that we think may be of interest to you. You may opt out of receiving direct marketing communications from us at any time by using the unsubscribe function included in our marketing communications, or by contacting us using the details below. We will not charge you for giving effect to your request and will process it within a reasonable period of time.
Who do we disclose personal information to?
We may disclose your personal information to third-party service providers who assist us in providing the services you request, including public authorities and providers of information services.
We may also disclose your personal information to third parties who work with us in our business to promote, market or improve the services that we provide, including:
- providers of customer relationship management and marketing database services;
- marketing consultants, promotion companies and website hosts; and
- consultants and professional advisers.
We may also combine your personal information with information available from other sources, including the entities mentioned above, to help us provide better services to you.
Where we share information with third parties, we require that contracts are in place that only allow use and disclosure of personal information to provide the service, and that protect your personal information in accordance with the Privacy Act. Otherwise, we will only disclose personal information to others if you’ve given us permission, or if the disclosure relates to the main purpose for which we collected the information, and you would reasonably expect us to do so.
How long we keep your information
We retain personal information for only as long as is necessary to fulfil the purposes for which it was collected, or as required by law (for example, tax and financial record-keeping obligations). When personal information is no longer needed, we take reasonable steps to securely destroy or de-identify it.
Access and correction
You may request access to, or correction of, the personal information we hold about you at any time by contacting us using the details below. We will respond to your request within a reasonable period.
How to contact us or make a complaint
If you have any questions about this Privacy Policy, if you wish to correct or update information we hold about you, if you wish to request access to or correction of your personal information, or if you wish to make a complaint about a breach by Xovate of the Australian Privacy Principles (including the way we have collected, disclosed or used your personal information), please contact us at:
https://xovate.io/about#contact
We will acknowledge and investigate any complaint about the way we manage personal information as soon as practicable. We will take reasonable steps to remedy any failure to comply with our privacy obligations. If you are unhappy with our handling of a complaint, you may contact the Office of the Australian Information Commissioner at https://www.oaic.gov.au/