Privacy + Data Processing

1. Commitment to Privacy

At WEB MATRIX, we take privacy and data security seriously. We are committed to protecting personal information in accordance with:

  • The Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs)
  • The Privacy and Data Protection Act 2014 (VIC)
  • The NSW Privacy and Personal Information Protection Act 1998 (NSW) (where applicable)
  • Any other relevant state or client specific privacy legislation

This policy outlines how we collect, use, store, and protect information in the course of providing digital services and products.

2. Scope

This policy applies to all personal information handled by WEB MATRIX, including through:

  • Websites, web apps, and digital tools we build or host
  • Client projects we service
  • Any data we may process on behalf of our partners

3. What Information We Collect

We only collect personal information when it is necessary to deliver our services or comply with legal or contractual obligations. Information we may collect includes:

Type Examples
Contact Information Names, email addresses, phone numbers
Usage Data Analytics, device/browser information
Project Content Data stored or processed for clients

We often work with de-identified, anonymised, or non-personal data. Where possible, we minimise data collection and avoid identifying individuals.

Our websites and digital platforms may use cookies and web analytics tools (e.g. Google Analytics) to improve performance, usability, and security. These tools may collect non-personal, anonymised data such as browser type, pages visited, and time spent on the site. You can control or disable cookies via your browser settings. No personal information is collected through cookies unless explicitly provided by the user.

4. How We Collect Information

We may collect data through:

  • Contact forms, project onboarding, and service communications
  • Web analytics or diagnostic tools
  • Client provided files or databases (under agreement)

We never collect personal information without your knowledge or consent, unless required by law.

5. Use of Information

We only use personal information for the purposes for which it was collected, including:

  • Delivering digital services or tools
  • Responding to enquiries or support requests
  • Meeting our contractual obligations
  • Improving our internal processes and security

We do not use personal data for marketing without explicit consent.

6. Data Security

We maintain strict safeguards to protect information, including:

  • Secure, access controlled servers
  • Encrypted data transfers (e.g. HTTPS, SSL)
  • Staff access limited on a need-to-know basis
  • Regular security reviews and updates

7. Disclosure to Third Parties

We do not share personal information with third parties except:

  • With consent
  • To meet legal or regulatory requirements
  • To trusted service providers under contract (e.g. hosting infrastructure providers)

We may also disclose data to trusted contractors, developers, or service professionals engaged by us under strict confidentiality agreements. These parties only access data required for their tasks and are obligated to protect information in accordance with applicable privacy laws and our internal policies.

8. Data Storage and Retention

All data is securely stored, generally within Australia unless otherwise specified and agreed. We retain personal information only as long as required to:

  • Fulfill the purposes for which it was collected
  • Comply with legal obligations
  • Support ongoing client services

In general, we retain personal information for as long as necessary to:

  • Deliver our services and meet our client obligations;

  • Resolve disputes and enforce agreements;

  • Meet legal or audit requirements.

When personal information is no longer required, we take reasonable steps to securely destroy or de-identify it in accordance with Australian Privacy Principle 11.2.

9. Access and Correction

Under Australian privacy law, you have the right to request:

  • Access to personal information we hold about you
  • Corrections if your information is inaccurate or outdated

Requests can be made in writing (see contact details below), and we will respond within a reasonable timeframe.

10. Cross-Border Disclosures

We may store or process data outside of Australia when required for service delivery. For example, for clients based outside Australia, we may use trusted cloud infrastructure providers, such as Microsoft Azure, that host data in data centres located in the client’s region or jurisdiction.

When personal (or potentially identifiable) information is transferred overseas, we ensure that:

  • The recipient is subject to privacy protections substantially similar to those in Australia;

  • Transfers are made only to reputable service providers with robust security and compliance practices;

  • Data is transferred and stored securely, and

  • Where required, client consent is obtained.

We do not sell, disclose, or transmit personal information internationally for marketing or unrelated purposes.

11. Policy Updates

This Privacy Policy may be updated periodically to reflect legal, operational, or service changes. The most current version will be available on our website or provided upon request.

12. Contact Us

If you have a privacy related complaint, we take it seriously. Please contact us at the details below, and we will investigate your concern and respond within 30 days. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) or the relevant state privacy regulator.

WEB MATRIX Pty Ltd
[email protected]
02 6056 0160
PO Box 1278 Wodonga, VIC  3689

 

For more information about your privacy rights and applicable legislation, you can refer to: