Privacy Policy

From people who contact us

• Name, business name, email address, phone number
• What prompted you to get in touch
• Anything else you choose to tell us in a message or on a call

From the people we work with at client businesses

• Name, role, work email address, work phone number
• Records of support requests, and what we did about them
• Device and account details needed to provide the service — for example which laptop is assigned to whom, and what systems someone has access to

From website visitors

• Standard web server logs — IP address, browser and device type, and which pages were requested — kept for security and troubleshooting

We use Cloudflare Web Analytics to understand how this website is used: which pages are visited, the country visitors are in, the type of browser and device, and the site that sent them here. It does not use cookies, does not track you across other websites, and does not identify you personally.

We collect personal information directly from you: when you fill in a form on our website, book a call, send an email, ring us, or raise a support request.

We also generate information in the course of providing the service — support ticket histories, device inventories, access records and the compliance evidence our clients ask us to keep.

If we collect information about you from someone else — for example, your employer tells us you are a new starter who needs an account set up — we handle it under this policy in the same way.

• To respond to enquiries and provide quotes
• To deliver the services a client has engaged us for
• To manage accounts, licences and access on a client’s behalf
• To produce the records and reports our clients rely on to meet their own obligations
• To bill for the work
• To improve how we run our own business
• To meet our legal obligations

Our newsletter

If you receive our email newsletter, every issue carries an unsubscribe link, and we act on it straight away. You can also ask us to take you off the list by emailing [email protected]. Unsubscribing does not affect the service you get from us.

We disclose personal information to:

• Our own service providers, where they need it to help us deliver the service. This includes the platforms we run our business on — our professional services automation system, our monitoring and management tools, our automation platform, Microsoft, and our hosting providers.
• Your employer or the business that engaged us, where the information relates to that engagement.
• Anyone you have asked us to deal with, such as a software vendor we are raising a ticket with on your behalf.
• A regulator, court or law enforcement body, where we are required or authorised by law.

We do not disclose personal information to anyone else without your consent, unless the Privacy Act permits or requires it.

Australian client websites we host are hosted on Amazon Web Services in the Sydney region (ap‑southeast‑2), Australia.

Some of the platforms we use to run our business may store or process data outside Australia. If you would like to know which platforms these are and where each one is hosted, email [email protected] and we will tell you.

Cloudflare, which delivers this website and provides our visitor statistics, is based in the United States and processes data through its global network.

We also support clients with offices outside Australia, including in the Philippines and the United Kingdom. Where we provide services to those offices, information about their staff may be accessed from Australia.

Before disclosing personal information overseas we take reasonable steps to ensure the recipient handles it consistently with the Australian Privacy Principles.

When we manage a client’s systems, we have access to information held in those systems. That may include information about the client’s own customers.

In that situation:

• The client decides what that information is used for. We act on their instructions.
• We access it only where it is necessary to deliver the service — for example, restoring a mailbox, investigating a fault, or migrating data between platforms.
• We do not use it for our own purposes and we do not disclose it to anyone else.
• We keep records of access, because our clients need those records to meet their own obligations.

We take the security of information seriously — it is most of what we do for a living.

• Access to client systems is restricted to the people who need it, and access is reviewed on a schedule.
• Multi-factor authentication is enforced on our own accounts and on the tools we use to manage client environments.
• Access is removed when a person leaves, and the removal is recorded.
• Backups are taken and restoration is tested.
• Data is encrypted in transit and at rest.
• Endpoint protection runs on every device we manage.
• We assess our own environment, and the environments we manage, against the Essential Eight.

No system is perfectly secure, and we will not pretend otherwise. If a data breach occurs that is likely to result in serious harm, we will notify the affected individuals and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

Our website uses cookies only to make the site work.

• Essential cookies, needed for the site to function.
• The Microsoft Bookings calendar embedded on our Contact page sets its own cookies. That booking form is Microsoft’s, not ours, and what it sets is governed by Microsoft’s privacy statement.

We do not use analytics or advertising cookies. Nothing on this site tracks you for marketing purposes.

You can block or delete cookies through your browser settings. Some parts of the site may not work properly if you do.

We keep personal information for as long as we need it for the purpose we collected it, and for as long as we are required to keep it by law.

• Client records — support history, billing records and the compliance evidence we produced for you: seven years after the agreement ends, which matches our record-keeping obligations.
• Enquiries that did not become clients — two years, then the contact details are deleted.
• Information inside a client’s own systems — that belongs to the client. When an agreement ends we hand it back or remove our access on their instructions.

When we no longer need information, we destroy it or de-identify it.

You can ask us for a copy of the personal information we hold about you, and you can ask us to correct it if it is wrong.

Email [email protected] or write to us at the address at the bottom of this page. We will respond within a reasonable time, and normally within 30 days.

There is no charge for making a request. If a request takes substantial work we may charge a reasonable cost, and we will tell you before we do.

In limited circumstances we may refuse a request — for example, where giving you access would unreasonably affect someone else’s privacy. If we refuse, we will tell you why in writing.

If you think we have mishandled your personal information, tell us. Email [email protected] with the details.

Privacy complaints are handled by a director of BrokerReady, not passed to a support queue.

We will acknowledge your complaint and investigate it. If you are not satisfied with how we handle it, you can complain to the Office of the Australian Information Commissioner:

• oaic.gov.au
• 1300 363 992
• GPO Box 5218, Sydney NSW 2001

We may update this policy from time to time. The current version is always on this page, and the date at the top tells you when it last changed.