Privacy Policy

Ontrasys respects your privacy. This policy explains what happens to personal information when you visit ontrasys.com, submit an enquiry, create an account, participate in an Ontrasys community area, receive support, or engage Ontrasys to provide services.

Ontrasys (ABN 86 326 637 689) is an Australian sole-trader business based in Western Australia. In this policy, “Ontrasys”, “we”, “us” and “our” refer to that business.

01 About this policy

This policy applies to website visitors, prospective and current clients, account holders, community members, support contacts, contractors and other people who communicate with Ontrasys.

It applies to personal information handled by Ontrasys for its own business operations. Where Ontrasys handles information solely on a client’s instructions while building or supporting that client’s platform, the client may be the organisation primarily responsible for that information. The relevant proposal, service agreement or data-handling arrangement may contain additional terms.

We handle personal information in accordance with this policy and applicable privacy laws. Different rights may apply depending on where you live and the nature of your relationship with us.

02 Information we collect

The information we collect depends on how you interact with Ontrasys. It may include:

• Identity and contact information: your name, email address, telephone number and preferred contact details.
• Business information: your organisation, role, website, project needs and the systems or services you ask us to review.
• Enquiry and communication records: contact-form responses, emails, meeting notes, support requests, feedback and correspondence.
• Account and community information: login-related records, profile details, access permissions, posts, comments, messages and participation activity.
• Client project information: requirements, content, files, user stories, platform records, configuration details and other material supplied for an agreed project or support service.
• Billing and transaction information: billing contact details, invoices, payment status, transaction references and accounting records. We do not need or ask you to send full payment-card numbers through the website.
• Technical and usage information: IP address, browser and device information, login and security events, pages visited, referring pages, cookies and diagnostic information.
• Preferences and consent records: communication preferences, opt-ins, opt-outs and permissions you provide.

03 How we collect information

We may collect information when you:

• browse the website or follow a link to it;
• submit the Contact form or communicate with us;
• request a proposal, assessment, build, migration, maintenance or support service;
• create or use an account, client area or community profile;
• join a mailing list or choose to receive updates;
• attend a meeting, provide feedback or participate in a project;
• pay an invoice or use a third-party payment facility; or
• authorise a client, contractor or service provider to share relevant information with us.

We may also receive technical information automatically from website, hosting, security, analytics and communication systems.

04 How we use information

We use personal information where reasonably necessary to:

• respond to enquiries and decide whether Ontrasys is a suitable fit;
• prepare proposals and provide agreed design, development, migration, maintenance, hosting coordination, automation, community or support services;
• manage accounts, permissions, projects, communications and client relationships;
• operate and moderate Ontrasys account or community areas;
• invoice, reconcile payments and maintain business, tax and accounting records;
• secure, diagnose, maintain and improve our website, systems and services;
• send service messages and, where permitted, relevant marketing communications;
• prevent fraud, misuse, unauthorised access or unlawful activity;
• establish, exercise or defend legal rights; and
• comply with legal and regulatory obligations.

Depending on the circumstances, we rely on your request or consent, performance of a contract, compliance with law, or our legitimate business interests in operating and protecting Ontrasys. Where a particular law requires a different basis, we will use the basis required by that law.

05 Enquiries and client work

The Contact form asks for enough context to understand your enquiry, including your name, email address, business or organisation, current website, the type of help you are considering and a description of the current situation.

Enquiries may be stored in Ontrasys’s website and business systems so Nino can respond, assess fit, maintain a record of the conversation and follow up where appropriate. Submitting an enquiry does not create a client relationship or require either party to proceed.

If work proceeds, the proposal or service agreement should identify the project scope, client responsibilities, relevant access, and any special data-handling requirements. Please do not provide production credentials or unrestricted data access until an appropriate project arrangement is in place.

06 Payments and business records

Ontrasys may issue invoices or use reputable third-party payment and accounting providers. Those providers handle payment information under their own terms and privacy policies.

Ontrasys does not store full credit-card details on this website. We may retain limited payment-related information such as billing contact details, invoice and receipt information, payment status, transaction references and records needed for accounting, tax, legal and support purposes.

07 Email communications

We may send operational messages that are reasonably necessary for an enquiry, account, project or service, including replies, security notices, access information, invoices and support updates.

Marketing messages are sent only where permitted, including where you have consented or an applicable law otherwise allows them. Marketing messages will identify Ontrasys and provide a practical way to unsubscribe. Opting out of marketing does not stop necessary service communications.

You can change your preference through the unsubscribe facility in a message or by contacting us.

08 Cookies and analytics

Our website may use cookies, local storage and similar technologies to support security, remember preferences, keep authorised users signed in, diagnose problems and understand website use.

We may use privacy-conscious analytics or other measurement tools. Depending on what is enabled, these tools may process information such as IP address, device and browser type, approximate location, referral source, pages viewed and interaction events.

You can usually block or delete cookies through your browser. Some essential account, security or community features may not function correctly without them. Where applicable law requires consent for non-essential technologies, we will use an appropriate consent mechanism.

09 Automation and AI assistance

Ontrasys is human-led and may use automation and AI-assisted tools to support research, planning, drafting, classification, summarisation, troubleshooting, quality checks and repeatable workflows.

These tools assist Nino’s work; they do not replace his responsibility for the service. Ontrasys does not use solely automated decision-making to make legal or similarly significant decisions about website visitors or clients.

We aim to limit personal and confidential information used with these tools to what is reasonably necessary, apply human oversight, and use provider and project controls appropriate to the task. Client-controlled personal information or confidential project data will be handled according to the applicable service agreement and any specific instructions agreed with the client.

AI-assisted output can be incomplete or incorrect. Material outputs are reviewed in context before they are treated as client work, published or used to drive consequential action.

10 Community and submitted content

Ontrasys may provide account, community or support areas where members can add profiles, posts, comments, messages or other content. Some information may be visible to other authorised members according to the area’s settings.

You control what you choose to share and should not post highly sensitive information, confidential client information, credentials or personal information about another person without permission.

We may access, moderate, restrict or remove content where reasonably necessary to operate the service, respond to support or security issues, protect people, enforce our Terms and Conditions, or comply with law.

11 Service providers and overseas processing

Ontrasys uses service providers to operate its business and deliver agreed work. These may include providers of website hosting, content delivery, email and communications, customer relationship and support systems, cloud storage, security, backups, analytics, project administration, accounting, payments, video meetings, automation and AI-assisted services.

We may also disclose information to professional advisers, contractors, regulators, courts or law-enforcement bodies where reasonably necessary or legally required, and to a successor if the business is restructured or transferred subject to appropriate safeguards.

Some providers may store or process information outside Australia. The locations can change as providers and infrastructure change. We take reasonable steps to select reputable providers and use available contractual, account and security controls appropriate to the information and service.

We do not sell personal information.

12 Security and data incidents

We take reasonable technical and organisational steps to protect personal information against misuse, interference, loss and unauthorised access, modification or disclosure. Measures may include access controls, strong authentication, encryption where appropriate, software maintenance, backups, monitoring and limiting access to people who need it.

No online transmission or storage system is completely secure. You are responsible for protecting your own account credentials and notifying us promptly if you suspect unauthorised access.

If a data incident occurs, we will investigate and take reasonable containment and remediation steps. We will notify affected people and relevant authorities where required by applicable law.

13 How long we keep information

We keep personal information only for as long as reasonably needed for the purpose for which it was collected, the ongoing client or account relationship, security and dispute resolution, and applicable legal, tax, accounting and professional obligations.

Retention periods vary. Enquiries may be kept while a relationship is being considered or maintained; project and support records may be retained during and after an engagement for continuity and evidence; financial records are retained for the period required by law; and some information may remain temporarily in protected backups.

When information is no longer reasonably required, we take reasonable steps to delete it, de-identify it or restrict it from ordinary use, unless continued retention is required or permitted by law.

14 Your privacy choices and rights

You may ask us to:

• confirm whether we hold personal information about you;
• provide access to, or correct, inaccurate information;
• delete information where legally and practically possible;
• withdraw consent or opt out of marketing;
• restrict or object to certain processing where applicable; or
• provide portable information where an applicable law requires it.

We may need to verify your identity before acting. Some requests can be limited where information must be retained for legal, security, accounting, evidentiary or legitimate business reasons, or where providing it would affect another person’s rights.

15 Children’s privacy

Ontrasys’s website and business services are directed to adults and organisations. They are not intended for children, and we do not knowingly seek personal information directly from children through the general website.

If you believe a child has provided personal information without appropriate authority, please contact us so we can assess and respond.

16 Concerns, complaints and changes

If you have a privacy question, request or complaint, contact Ontrasys through the Contact page. Please provide enough information for us to understand the issue, but do not include unnecessary sensitive information.

We will acknowledge and assess privacy concerns within a reasonable period. If you are not satisfied with our response, you may have the right to contact the relevant privacy or data-protection regulator in your jurisdiction.

We may update this policy when our website, services, providers, legal obligations or privacy practices change. The current version will be published at ontrasys.com/privacy with its effective date. Material changes will be communicated where reasonably appropriate.