Privacy Policy

Last updated: 15 June 2026

This Privacy Policy explains how Automatica Pty Ltd (ABN 35 808 197 630) ("Automatica", "we", "us", or "our") collects, uses, discloses, and protects personal information when you use the Automatica platform (the "Service") and visit our website. We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Two roles for personal information

Automatica handles personal information in two distinct ways:

• Information we collect directly — for example, account holders, website visitors, and people who contact us. We determine how this information is handled, and this Policy governs it.
• Information our customers store in the Service — managed service providers who use Automatica may enter personal information about their own clients, contacts, and staff. We process this on our customer's behalf and under their instructions. If your information is in a customer's account, that customer is responsible for it, and you should contact them directly with any requests.

2. Information we collect

Information you provide

• Account details such as your name, email address, and organisation;
• Authentication data, including a securely hashed password and multi-factor authentication settings;
• Content you enter into the Service, such as clients, contacts, tickets, time entries, and notes;
• Communications you send us, such as support or enquiry messages.

Information collected automatically

• Usage and activity logs, including actions taken in the Service for security and audit purposes;
• Technical data such as IP address, browser type, and device information;
• Email delivery events (for example, whether a transactional email was delivered or bounced).

We do not seek to collect sensitive information (as defined in the Privacy Act) about account holders. Please do not provide sensitive information unless it is necessary and you have a lawful basis to do so.

3. How we use personal information

• to provide, operate, maintain, and improve the Service;
• to authenticate users and secure accounts, including multi-factor authentication;
• to send transactional and account-related communications, such as invitations, verification, and password-reset emails;
• to respond to enquiries and provide support;
• to monitor, detect, and prevent fraud, abuse, and security incidents;
• to comply with our legal obligations and enforce our terms.

4. Direct marketing

We send transactional and service messages necessary to operate the Service. If we send marketing communications, we will do so in accordance with the Spam Act 2003 (Cth), and you can opt out at any time using the unsubscribe link or by contacting us.

5. Disclosure and service providers

We do not sell personal information. We disclose it only as needed to operate the Service or where required by law. We use the following trusted service providers ("sub-processors") to deliver parts of the Service:

• Oracle Cloud Infrastructure (Australia Southeast region) for hosting the platform and storing data;
• Twilio SendGrid for delivering transactional and account-related email;
• Cloudflare for network routing, content delivery, and access security.

We require our service providers to protect personal information and to use it only for the purposes of providing their services to us.

6. Overseas disclosure

We host the platform and store your data within Australia, in Oracle Cloud Infrastructure's Australia Southeast (Melbourne) region. However, some of our service providers operate internationally: in particular, Twilio SendGrid and Cloudflare may store or process personal information (such as email delivery data and network traffic metadata) in the United States and other countries. Where personal information is disclosed overseas, we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles.

7. Security

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. These include tenant data isolation, encryption in transit, hashed credentials, multi-factor authentication, role-based access control, and audit logging. No method of transmission or storage is completely secure, but we work to protect your information and to respond promptly to any incident.

8. Retention

We retain personal information for as long as needed to provide the Service and for legitimate business or legal purposes. When information is no longer required, we take reasonable steps to delete or de-identify it. Information stored in a customer's account is retained according to that customer's instructions and our agreement with them.

9. Accessing and correcting your information

You may request access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date, or incomplete. To make a request, contact us using the details below. We will respond within a reasonable period and may need to verify your identity first. If your information is held within a customer's account, please direct your request to that customer.

10. Cookies

The Service uses cookies and similar technologies that are necessary for authentication and for the platform to function. This website and the Service do not use advertising cookies, and we do not use third-party analytics or tracking cookies. If this changes, we will update this Policy and describe how to opt out.

11. Complaints

If you believe we have breached the Australian Privacy Principles, please contact us using the details below and we will investigate and respond. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

12. Changes to this Policy

We may update this Policy from time to time. We will post the updated version here and update the "Last updated" date. Material changes will be communicated where appropriate.

13. Contact us

For privacy questions or requests, contact:

Automatica Pty Ltd
Attn: Privacy
[email protected]
642 Doncaster Road, Doncaster VIC 3108