AUBOROS PTY LTD – Privacy Policy
ABN 98 672 214 783
Version 1.2 – Last updated 17 June 2025
1. Introduction
Auboros Pty Ltd (“Auboros”, “we”, “us”, or “our”) respects your privacy and handles personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Policy explains what personal information we collect, how we use, disclose, and secure it, and the choices you have regarding your information.
2. Definitions
In this Policy:
"Personal information" means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not, and whether the information or opinion is recorded in a material form or not.
"Sensitive information" is a subset of personal information and includes information or an opinion about an individual's racial or ethnic origin, political opinions, religious beliefs, sexual orientation, health information, or biometric information. We only collect sensitive information with your consent and when it is reasonably necessary for or directly related to our functions or activities.
3. Scope and Consent
This Policy applies to:
- the website www.auboros.com;
- our consulting, integration, support, training and related services; and
- any other dealings you have with us (collectively, the "Services").
It does not cover third-party sites or services linked from our website.
By accessing or using our Services, you consent to the collection, use, and disclosure of your personal information in accordance with this Policy.
4. What we collect
| Category | Examples |
| Contact Details | Name, email address, phone number, postal address, communication preferences. |
| Business Information | Company name, ABN, job title, industry, professional affiliations, details of your organisation's IT infrastructure and systems. |
| Service Data | Project requirements, service specifications, engagement history, billing details, payment history, support tickets, communication logs related to service delivery, feedback. |
| Technical Data | IP address, browser type, device information (e.g., operating system, device ID), pages visited, referring URL, time spent on pages, clickstream data, website activity logs. |
| Sensitive Information | Résumés, identity documents (e.g., driver's licence, passport), health or biometric data. We only collect sensitive information where it is reasonably necessary for our functions or activities and with your explicit consent (e.g., if you are applying for employment and provide health information relevant to the role, or if identity verification is required for a specific service where you provide identity documents). |
| Correspondence | Records of your communications with us, including emails, chat transcripts, and notes from phone calls or meetings. |
Consequences of non-provision:
If you choose not to provide requested personal information, we may be unable to supply the Services, respond to enquiries, or tailor our advice, as this information is often essential for delivering our services.
5. How we collect information
We collect personal information in several ways:
- Directly from you: When you contact us, register for an account, subscribe to our newsletters, complete web forms, send emails, participate in calls or meetings, accept proposals, sign contracts, or otherwise interact directly with us.
- Automatically: Through cookies and similar technologies when you visit our website, which helps us understand user behaviour and improve your online experience.
- From third-party sources: Publicly available data (e.g., professional social media profiles, public business registers), professional referees (with your consent), or trusted partners assisting in service delivery or lead generation, where permitted by law.
6. Cookies & analytics
We use first-party cookies and third-party tools such as Google Analytics and HubSpot to:
- remember preferences and settings;
- analyse site traffic and user behaviour; and
- improve website content, functionality, and user experience.
You can control cookies in your browser settings or via our cookie banner. Disabling cookies may affect website functionality and your ability to access certain features.
7. Why we use your information
We collect, hold, use, and disclose your personal information for the following purposes, in accordance with APP 6:
| Purpose | Lawful Basis under APP 6 (Primary Purpose/Permitted Secondary Purpose) |
| Provide and manage the Services | Necessary for the performance of a contract to which you are a party or to take steps at your request prior to entering a contract (APP 6.1a). This includes account management, billing, technical support, and fulfilling contractual obligations. |
| Respond to enquiries and technical issues | Necessary for our legitimate interests in communicating with our clients and potential clients, and providing effective support (APP 6.1c/e). |
| Improve, test and secure our systems and Services | Necessary for our legitimate interests in ensuring the security, functionality, and performance of our IT systems and services, and for ongoing product and service development (APP 6.1c/e). |
| Send service updates and administrative notices | Necessary for the performance of a contract (APP 6.1a) or our legitimate interests in providing essential information related to your account or services (APP 6.1c/e). This includes information about changes to our terms, policies, or service availability. |
| Marketing – newsletters, offers, event invites | With your consent (APP 6.1b), where provided, or where direct marketing is permitted under APP 7 (e.g., existing customer relationship and reasonable expectation). You can opt-out at any time. |
| Compliance with legal and regulatory obligations | Necessary for compliance with a legal obligation to which we are subject (APP 6.1f), such as tax laws, anti-money laundering laws, and mandatory reporting obligations. |
| Managing and resolving complaints and disputes | Necessary for our legitimate interests in effective dispute resolution and legal defence (APP 6.1c/e). |
| Recruitment and employment purposes (for job applicants) | Necessary for steps taken prior to entering into an employment contract (APP 6.1a) or for our legitimate interests in recruiting suitable candidates (APP 6.1c/e). Collection of sensitive information for this purpose is with your consent. |
We will not use your personal information for purposes other than those for which it was collected, unless:
- you have consented to the other use;
- the other use is directly related to the primary purpose and you would reasonably expect us to use or disclose the information for that other purpose;6 or
- it is otherwise permitted under the Privacy Act.
8. Disclosure of personal information
We may share your personal information with the following third parties for the purposes outlined in Section 7:
- Service providers: Third-party providers who perform services on our behalf, such as cloud hosting (e.g., Microsoft Azure), email delivery (e.g., Microsoft 365), CRM (e.g., HubSpot), analytics (e.g., Google Analytics), payment processing, and other IT and administrative support services. These providers are bound by contractual obligations to protect your information and only use it for the purposes for which we disclose it to them.
- Professional advisers: Our auditors, accountants, lawyers, and insurers, where necessary for the provision of professional services to us.
- Regulators & law enforcement: Where required or authorised by law, court order, or to cooperate with regulatory bodies or law enforcement agencies.
- Business transfers: In the event of a merger, acquisition, or asset sale, your personal information may be transferred as part of the transaction. We will notify you via a prominent notice on our website of any change in ownership or uses of your personal information, as well as any choices you may have.
- Others with your consent: For example, partner vendors during joint projects, or other third parties where you have given your explicit consent.
We do not sell or rent your personal information to third parties for their marketing purposes.
9. Security (APP 11)
We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. Our security measures include:
- TLS 1.2+ encryption for all traffic to our website and SaaS platforms, protecting data in transit.
- Multi-factor authentication (MFA) for staff access to internal systems and sensitive data.
- Role-based access controls and least-privilege principles to restrict access to personal information only to authorised personnel who need it for their duties.
- Regular security audits, vulnerability testing, and penetration testing to identify and remediate potential weaknesses.
- Comprehensive staff training on data privacy and security best practices.
- Physical security measures at our premises.
10. Retention
We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, to provide our Services, and to comply with our legal and contractual obligations.
- Project and financial records, including associated personal information, are typically kept for seven (7) years to meet Australian tax and corporate law requirements, unless a longer period is required by law.
- Other personal information is retained as long as required for the specific purpose of collection or until you request its deletion, provided no legal obligation necessitates its retention.
When personal information is no longer required, or we are no longer legally obliged to retain it, we will securely destroy or de-identify it using industry-standard methods.
11. Your rights (APPs 12 & 13)
You have the following rights regarding your personal information held by Auboros:
- Access: You may request access to a copy of the personal information we hold about you.
- Correction: You may request us to update or rectify any inaccurate, incomplete, or out-of-date personal information we hold about you.
- Deletion (Right to Erasure): You may request the erasure of your personal information where it is no longer necessary for the purposes for which it was collected, or where you withdraw your consent and there is no other legal basis for processing.
- Anonymity / Pseudonymity (APP 2): Where practical and lawful, you may interact with us anonymously or using a pseudonym. However, please be aware that in most cases, providing your personal information is necessary for us to provide our Services effectively or respond to your specific enquiries.
How to make a request:
To exercise any of these rights, please email our Privacy Officer at privacy@auboros.com. Please provide enough details to allow us to verify your identity and locate the information you are requesting. We aim to respond to all legitimate requests within 30 days. We may charge a reasonable fee for providing access to your information if your request is complex or resource-intensive.
12. Employee Records Exemption
This Policy generally applies to personal information. However, information relating to our current and former employees, where directly related to their employment relationship, is handled in accordance with the employee records exemption under section 7B of the Privacy Act 1988 (Cth).
13. Data Breach Notification
In the event of a data breach involving your personal information that is likely to result in serious harm to you, we will promptly:
- contain the breach to prevent further harm;
- assess the scope and impact of the breach; and
- notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches (NDB) scheme under the Privacy Act.12
14. Complaints
If you believe we have breached your privacy or the Australian Privacy Principles, you may submit a complaint in writing to our Privacy Officer (details below).
Our Complaints Handling Process:
- Acknowledgement: We will acknowledge receipt of your complaint within 5 business days of receiving it.
- Investigation: Our Privacy Officer will investigate your complaint thoroughly and confidentially, seeking to understand the nature of the alleged breach.
- Resolution: We aim to resolve all complaints within 30 days of acknowledgement. We will inform you of the outcome of our investigation and any steps taken to address your concerns.
If you are not satisfied with our response or the resolution of your complaint, you may escalate the matter directly to the Office of the Australian Information Commissioner (OAIC) for further investigation:
- Website: oaic.gov.au
- Phone: 1300 363 992
- Mail: GPO Box 5218 Sydney NSW 2001
15. Changes to this Policy
We may update this Policy periodically to reflect changes in our practices, Australian privacy laws, or technological advancements. The current version, identified by the “Last updated” date at the top of the Policy, is always available on our website. We encourage you to review this Policy regularly. Significant changes will be announced via a prominent notice on our website or through other direct communication channels.
16. Contact us
If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact us:
Auboros Pty Ltd
Email: privacy@auboros.com
Post: 15 Honeysuckle Street, Mansfield QLD 4122, Australia