PRIVACY POLICY

Last Updated: 08-April-2025

1. Introduction

VISHWAJE RAVINATH BANDARA VIYALAPALLE GEDARA, doing business as BEYOND APEX (ABN 42 983 884 502) (“Beyond Apex”, “we”, “us”, or “our”) is committed to protecting the privacy of our clients (“Client”, “you”). This Privacy Policy outlines how we collect, use, disclose, and manage your personal information in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act).

By engaging our IT support services (“Services”) or using our website (beyondapex.com.au) (the “Site”), you agree to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

2. What Personal Information We Collect

We collect personal information that is reasonably necessary for us to provide our Services to you and conduct our business operations. The types of personal information we may collect include:

  1. Contact Information: Your name, address, email address, and phone number(s).
  2. Service Request Details: Information about the IT issues you are experiencing, the devices involved (e.g., computer make/model, serial number, operating system), software details, and network configuration (where relevant).
  3. Device and System Information: During remote or on-site support, we may need to access information stored on your device or system, such as system logs, software lists, error reports, and potentially file names or structures, solely for the purpose of diagnosing and resolving your IT issue. We endeavour to limit access only to information strictly necessary for the service.
  4. Account Information (Temporary): In some cases (e.g., email setup, software installation), we may require temporary access to usernames and passwords. We strongly advise you to change these passwords immediately after our service is completed.
  5. Payment Information: Credit card details or bank account information if required for processing payments (often processed securely via third-party payment gateways).
  6. Website Usage Information: Non-personally identifiable information collected via cookies and analytics tools when you visit our Site, such as your IP address, browser type, operating system, pages visited, and time spent on the Site (See Section 6).
  7. Feedback and Contributions: Any feedback, suggestions, or comments you provide to us.

We generally do not collect sensitive information (as defined in the Privacy Act) unless it is directly relevant to the service provided (e.g., accessibility needs affecting device setup) and you consent, or the collection is required or authorised by law.

3. How We Collect Personal Information

We collect personal information directly from you when you:

  • Contact us via phone, email, or our website contact form.
  • Book or request our Services.
  • Interact with our technicians during remote or on-site support sessions.
  • Provide information to us through our website or other communication channels.
  • Make a payment for our Services.
  • Visit our website (usage data via cookies/analytics).

We may also collect information from third parties if you have authorised them to provide it to us (e.g., if a service is booked on your behalf).

4. Why We Collect, Hold, Use, and Disclose Personal Information (Purpose)

We collect, hold, use, and disclose your personal information for the following primary purposes:

  • To provide you with the requested IT support Services, including diagnosis, troubleshooting, repair, setup, and data management.
  • To schedule appointments and manage our service delivery.
  • To communicate with you regarding your service request, appointments, and follow-up support.
  • To process payments and issue invoices.
  • To maintain client records for administrative and service history purposes.
  • To respond to your enquiries and provide customer support.
  • To improve our Services, website functionality, and customer experience (often using de-identified or aggregated data).
  • To obtain feedback on our Services.
  • To comply with our legal and regulatory obligations.
  • For marketing communications (e.g., newsletters, special offers), only if you have opted-in or provided consent to receive such communications. You can opt-out at any time.

5. Disclosure of Personal Information

We only disclose your personal information for the purposes for which it was collected, or as otherwise permitted by law. We may disclose your personal information to:

  1. Our employees, contractors, or related service providers who need the information to assist us in providing the Services (e.g., technicians performing the work).
  2. Third-party service providers who assist us in operating our business, such as payment processors (e.g., Stripe, Square), remote access software providers (e.g., TeamViewer, AnyDesk – their privacy policies may also apply), cloud storage providers, and IT service providers. We take reasonable steps to ensure these third parties handle your information securely and in accordance with the APPs.
  3. Professional advisors (lawyers, accountants, auditors) as necessary.
  4. Government or regulatory bodies as required or authorised by law.
  5. Other parties where you have provided your consent.

Overseas Disclosure: We primarily store and process data within Australia. However, some third-party service providers we use (e.g., cloud services, payment gateways) may store or process data overseas. Where information is disclosed to overseas recipients, we take reasonable steps to ensure they have privacy protections substantially similar to the APPs, or we obtain your consent.

6. Cookies and Website Analytics

Our website may use ‘cookies’ and similar technologies. A cookie is a small text file stored on your device by a website. We use cookies to:

  • Improve website functionality and user experience.
  • Analyse website traffic and usage patterns (e.g., using Google Analytics). This data is typically aggregated and does not identify you personally.
  • Remember your preferences for future visits.

You can usually modify your browser settings to decline cookies, but this may affect your ability to use certain features of our Site.

7. Data Security and Storage

We take reasonable steps to protect the personal information we hold from misuse, interference, loss, unauthorised access, modification, or disclosure. These steps include:

  • Using secure servers and networks.
  • Implementing access controls for our systems.
  • Using secure third-party payment gateways for financial transactions.
  • Training our staff on privacy and data security obligations.
  • Securely handling and promptly deleting any temporary credentials provided for service purposes once the service is complete.

We retain personal information only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. When information is no longer needed, we take reasonable steps to securely destroy or de-identify it.

8. Accessing and Correcting Your Personal Information

You have the right to request access to the personal information we hold about you and to request its correction if you believe it is inaccurate, out-of-date, incomplete, irrelevant, or misleading.

To request access or correction, please contact us using the details in Section 11. We will respond to your request within a reasonable timeframe. We may need to verify your identity before granting access or making corrections. In some circumstances permitted by the Privacy Act, we may deny access or refuse to make a correction, but we will provide you with reasons for our decision.

9. Making a Privacy Complaint

If you believe we have breached the Australian Privacy Principles or mishandled your personal information, please contact us using the details below. Please provide sufficient detail about your complaint. We will investigate the matter and respond to you within a reasonable timeframe (usually within 30 days).

If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated version will be indicated by a “Last Updated” date and will be effective as soon as it is accessible on our Site. We encourage you to review this policy periodically.

11. Contact Us

If you have any questions about this Privacy Policy, our privacy practices, or wish to make an access/correction request or complaint, please contact us:

VISHWAJE RAVINATH BANDARA VIYALAPALLE GEDARA (BEYOND APEX)
(ABN: 42 983 884 502)
Phone: +61466163842
Email: [email protected]
Website: beyondapex.com.au

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