Privacy Policy

About this policy

This policy relates to online services provided by Zeaware Pty Ltd A.C.N. 628 674 439 (“Zeaware”). Zeaware has opted in to comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). It explains how we collect, use, disclose, and protect your personal information.

We may update this policy from time to time and will publish the latest version on our website.

Collection of personal information

Zeaware collects personal information as reasonably necessary to deliver our website, applications, and related services. The main way we collect information is when you provide it directly (for example, by completing a form, registering, or emailing us). We also collect information automatically through your use of our websites and applications.

Types of information collected

Information we may collect includes your name, email address, organisation, role, activity on our sites, and other details you choose to provide. When you submit a form—such as to download a resource, register for an event, or request information—we may also collect your mobile number (optional). We may generate or derive limited analytical insights (such as engagement metrics or inferred interests) based on your interactions with our website or communications. Do not provide sensitive information (e.g., racial or ethnic origin, religious beliefs, health, or criminal background). If you do, you consent to our handling of that information under this policy.

Anonymity and Pseudonymity

Where practicable, individuals may interact with Zeaware anonymously or under a pseudonym, such as when browsing our public website. However, we may require your name and contact details when you request certain services, including downloading content, registering for events, booking demonstrations, or contacting us for support.

Children and Minors

Zeaware’s services are not directed to individuals under the age of 16, and we do not knowingly collect personal information from minors without appropriate consent. If we become aware that personal information has been collected from a minor without consent, we will take reasonable steps to delete that information as soon as practicable.

Marketing forms and downloads

When you submit information through a Zeaware form (for example, to download an eBook or white paper, or to access other materials), we collect the details you provide such as your name, email address, organisation, and optional phone number. This information is used to:

• deliver the requested material or service,
• follow up with relevant information about Zeaware products, services, or events, and
• manage client and marketing communications.

Marketing Communications

By providing your contact details, you consent to Zeaware sending you marketing and promotional communications, including information about our products, services, events, and resources. You may opt out of receiving these communications at any time by using the unsubscribe link included in each message or by contacting us directly.

If you choose to unsubscribe, we will remove you from our marketing mailing lists. However, you may still receive essential service communications relating to your interactions with Zeaware, such as responses to enquiries or information necessary to provide requested services.

Marketing systems and data processing

Zeaware uses reputable third-party service providers—including HubSpot—to manage forms, email communications, and analytics. These providers may store or process personal information on servers located outside Australia. Zeaware ensures that such providers handle personal data securely and in accordance with Australian Privacy Principles.

Automated Processing and Use of AI Technologies

Some of Zeaware’s systems and services may use automated processing or artificial intelligence technologies to help analyse information, improve user experience, personalise content, or support the delivery of our products and services. This may include automated analytics, pattern recognition, or content recommendations based on interactions with our website or platform.

These automated processes do not make decisions that have legal or significant effects on individuals without appropriate human oversight. Where any service involves meaningful decision-making or assessment, a human review process is applied unless explicitly stated otherwise.

Zeaware uses these technologies to enhance service quality, improve operational efficiency, and provide more relevant information to users, while ensuring that personal information is handled in accordance with this Privacy Policy and the Australian Privacy Principles.

Web site interaction

We collect information about your interaction with our website to understand how it is used and to improve user experience. This may include IP address, device type, operating system, browser details, geographic location (country only), referring domain, search terms, pages visited, and access times.

Cookies & Tracking Technologies

Our website uses cookies and similar technologies to improve functionality, maintain sessions, analyse website performance, and support marketing activities. These may include:

• Essential cookies - required for core website functions.
• Performance and analytics cookies - used to understand how visitors use our site (e.g., Google Analytics).
• Marketing and advertising cookies - used to deliver relevant content or measure advertising performance (e.g., Google Ads/AdSense, HubSpot tracking).
• Social media cookies - set by third-party plugins that enable sharing or interaction with social platforms.

These cookies may be set by Zeaware or by trusted third-party providers such as Google Analytics, Google AdSense, HubSpot, and social media platforms. These providers may collect information about your browsing behaviour across our website and other sites.

You can manage or disable cookies through your browser settings, and some providers offer their own opt-out tools. Please note that disabling certain cookies may affect website functionality.

Social networking services

Zeaware uses social networking services (e.g., Twitter, Facebook, Instagram, YouTube) to communicate with the public. When you engage with us via these platforms, we may collect your information. Each platform handles your data under its own privacy policy.

How we use your information

We use your information to:

• provide and improve Zeaware’s websites, applications, and services;
• fulfil administrative and customer-support functions;
• respond to enquiries;
• deliver marketing communications and resources;
• measure and improve site performance; and
• maintain client and relationship management systems.

Zeaware does not sell or rent personal information to third parties.

Disclosure to Third-Party Service Providers

We may disclose your personal information to trusted third-party service providers who assist us in operating our website, delivering our products and services, and conducting our business activities. These may include:

• Cloud hosting and infrastructure providers that store and process data on our behalf.
• Email marketing and communication platforms used to send emails, newsletters, and service updates.
• Customer relationship management (CRM) and sales automation systems used to manage client and prospect information.
• Analytics and performance monitoring tools that help us understand website usage and improve user experience.
• Marketing and advertising partners, including platforms that deliver or measure digital advertising.
• Professional advisers, such as legal, accounting, or cybersecurity consultants.
• Payment processors, if you make purchases or payments through our services.

These third-party providers may store or process personal information in Australia or in other countries. Zeaware takes reasonable steps to ensure that any overseas recipients comply with privacy standards that are substantially similar to those required under the Australian Privacy Principles. All third-party providers operate under contractual obligations to protect the confidentiality and security of your personal information and to use it only for the purposes for which it was disclosed.

Overseas Disclosure of Personal Information

Some of our trusted third-party service providers may store or process personal information on servers located outside Australia, including in the United States, Europe, Asia-Pacific, or other jurisdictions in which they operate data centres. Because these providers use global cloud infrastructure, the exact location where your information is stored may vary over time.

Zeaware takes reasonable steps, as required under the Australian Privacy Principles, to ensure that any overseas recipients protect personal information in a manner that is substantially similar to the standards required in Australia. These steps may include contractual obligations, privacy and security assessments, and requiring providers to implement appropriate technical and organisational safeguards.

Zeaware and its trusted service providers use industry-standard security measures designed to protect personal information, such as encryption in transit, encryption at rest, access controls, and secure authentication processes.

Retention and Deletion of Personal Information

We retain your personal information for as long as it is needed for the purposes for which it was collected, including providing you with services, responding to enquiries, and sending you marketing communications.

For marketing information (such as email address, name, and engagement history), we retain this information until you opt out of receiving communications or until we determine the information is no longer required for our business purposes.

You may unsubscribe from marketing at any time using the link provided in our emails or by contacting us. If you request that we delete your personal information, we will take reasonable steps to do so unless we are required to retain certain information for legal, tax, regulatory, or internal audit purposes.

We may periodically review our systems and remove personal information that is no longer needed.

Data Quality, Access and Correction

Zeaware takes reasonable steps to ensure that the personal information we collect, use, and disclose is accurate, complete, and up to date. We encourage you to contact us if your details change or if you believe any information we hold is incorrect.

You may request access to the personal information we hold about you, or request that we correct any inaccuracies, by contacting us using the details provided in this Privacy Policy. We will acknowledge your request promptly and aim to respond within 30 days.

If we are unable to provide access to, or correct, your personal information as requested, we will explain the reasons for this in writing, as required by the Australian Privacy Principles. Where appropriate, you may request that we associate a written statement with your information to reflect your position.

We will not charge you for making an access or correction request, although we may charge a reasonable fee to cover administrative costs associated with providing access.

For security purposes, we may need to verify your identity before providing access to your personal information or processing a request to correct or delete your information. This helps ensure that personal information is only disclosed or amended in accordance with the Australian Privacy Principles.

Data Breach Notification

Zeaware takes the security of personal information seriously and has processes in place to identify, assess, and respond to actual or suspected data breaches, including incidents involving our service providers. If we become aware of a potential data breach, we will promptly investigate the circumstances to determine whether it is likely to result in serious harm to any individual.

Where a breach is assessed as likely to cause serious harm, Zeaware will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the requirements of the Notifiable Data Breaches (NDB) scheme.

In the event of a data breach, our response may include securing systems, containing the breach, restoring information, assessing impact, and taking steps to prevent similar incidents in the future. We may also provide guidance to affected individuals on steps they can take to protect themselves.

Complaints

If you believe Zeaware has mishandled your information or breached privacy law, please contact us with your name, contact details, and the nature of your complaint. We will acknowledge receipt within 7 days and advise next steps. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (www.oaic.gov.au).

Contact details

Email: privacy@zeaware.com
Mail: Zeaware Pty Ltd, Suite 1. 200 Malop Street, Geelong Vic, 3220, AUSTRALIA