Privacy Policy
Effective Date: January 15, 2025
At prologiczone, we're serious about protecting your personal information. This policy explains how we collect, use, and safeguard data when you interact with our budget approval workflow platform.
We've written this in plain English because legal jargon helps nobody. And we're committed to transparency about what happens with your information.
1 Information We Collect
We collect different types of information depending on how you use our services. Here's what that looks like in practice.
Information You Provide Directly
When you sign up or use our platform, you might give us:
- Your name, email address, and phone number
- Company details including business name and ABN
- Payment information when you subscribe to our services
- Budget data and financial workflow information you enter into the system
- Messages you send through our contact forms or support channels
Information Collected Automatically
Like most online services, we gather some technical data automatically:
- IP address and browser type
- Device information and operating system
- Pages you visit and features you use
- Time spent on different sections of our platform
- Referring website or source that brought you to us
2 How We Use Your Information
We're not in the business of selling data. Everything we collect serves a specific purpose related to providing and improving our services.
| Purpose | Details |
|---|---|
| Service Delivery | Operating the budget approval platform, processing workflows, and maintaining your account |
| Communication | Sending service updates, responding to inquiries, and providing customer support |
| Improvement | Analyzing usage patterns to enhance features and fix technical issues |
| Security | Protecting against fraud, unauthorized access, and other security threats |
| Legal Compliance | Meeting Australian regulatory requirements and responding to lawful requests |
3 Data Storage and Security
Your data is stored on secure servers located in Australia, which means it's subject to Australian privacy laws. We use industry-standard encryption and security measures to protect your information.
Security Measures Include:
Encrypted data transmission using SSL/TLS protocols. Regular security audits and vulnerability assessments. Access controls limiting who can view your data. Automated backup systems to prevent data loss. Monitoring systems that detect suspicious activity.
But let's be honest – no system is 100% secure. We do everything we can to protect your information, but we can't guarantee absolute security. That's why we recommend using strong passwords and being cautious about what you share online.
4 Sharing Your Information
We don't sell or rent your personal information. Period. But there are some situations where we might share data with third parties.
- Service Providers: Companies that help us run our platform, like hosting providers and payment processors. They're bound by strict confidentiality agreements.
- Business Transfers: If prologiczone is acquired or merged with another company, your data might be transferred as part of that transaction.
- Legal Requirements: When we're legally required to disclose information, such as in response to court orders or government investigations.
- Protection: To protect the rights, property, or safety of prologiczone, our users, or the public.
We only share the minimum amount of information necessary in these situations.
5 Your Rights Under Australian Privacy Law
The Australian Privacy Principles give you specific rights over your personal information. Here's what you can do:
Access Your Data
Request a copy of the personal information we hold about you. We'll provide this within 30 days.
Correct Information
Ask us to fix any inaccurate or incomplete data. You can update most details directly in your account settings.
Delete Your Data
Request deletion of your personal information, subject to legal retention requirements.
Opt Out
Unsubscribe from marketing communications at any time using the link in our emails.
Data Portability
Receive your data in a structured, commonly used format that you can transfer elsewhere.
Lodge a Complaint
File a complaint with the Office of the Australian Information Commissioner if you're concerned about how we handle your data.
To exercise any of these rights, contact our privacy team using the details at the bottom of this page.
6 Cookies and Tracking
We use cookies and similar technologies to make our platform work properly and improve your experience. Some cookies are essential for basic functionality, while others help us understand how people use our services.
Types of Cookies We Use
- Essential Cookies: Required for the platform to function. These handle things like authentication and security.
- Performance Cookies: Help us understand which features get used most and where people encounter problems.
- Functional Cookies: Remember your preferences and settings to personalize your experience.
You can control cookies through your browser settings, but disabling certain cookies might affect how well the platform works for you.
7 Data Retention
We keep your information for as long as your account is active or as needed to provide services. After you close your account, we retain certain data to comply with legal obligations, resolve disputes, and enforce our agreements.
Typical Retention Periods:
Account information: Retained while your account is active, plus 7 years after closure for tax and accounting purposes. Transaction records: 7 years to meet Australian Taxation Office requirements. Support communications: 3 years for quality assurance and training. Technical logs: 90 days unless needed for security investigations.
8 Children's Privacy
Our services aren't designed for people under 18. We don't knowingly collect personal information from children. If you're a parent or guardian and think your child has provided us with personal data, please contact us immediately so we can delete it.
9 Changes to This Policy
We update this privacy policy occasionally to reflect changes in our practices or for legal reasons. When we make significant changes, we'll notify you by email or through a prominent notice on our platform.
The date at the top of this policy shows when it was last updated. We encourage you to review it periodically to stay informed about how we protect your information.
10 Third-Party Links
Our platform might contain links to external websites or services. We're not responsible for the privacy practices of these third parties. When you leave our platform, we encourage you to read the privacy policies of any site you visit.
Questions About Privacy?
If you have concerns about how we handle your data or want to exercise your privacy rights, we're here to help.