Privacy Policy

1. About this policy

[WastePro Pty Ltd] (ABN [ABN]) (“WastePro”, “we”, “us”) provides software for commercial waste businesses, including the WastePro modules and WastePro Ops (the “Platform”), and operates this website.

This policy explains how we handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). It applies to visitors to our website, people we contact about our services, our customers' users, and individuals whose information is processed in the Platform.

2. The information we collect

Depending on how you deal with us, we may collect:

• Contact and business details, such as your name, job title, employer, work email, phone number and business address.
• Account details for Platform users, such as login details, role, permissions and preferences.
• Usage and technical information, such as IP address, browser and device type, pages viewed, and actions taken in the Platform, collected through server logs and security tools.
• Customer data that our customers put into the Platform, such as site contacts, driver details, job photos, emails, invoices and service records. See “Customer data in the Platform” below.
• Communications, such as emails, call notes and support requests you send us.
• Billing information for our customers. Card details are handled by our payment provider and are not stored by us.

We don't intend to collect sensitive information (such as health information). If it is included in data provided to us, we handle it only as needed to provide our services.

3. How we collect it

We collect personal information:

• directly from you, for example when you book a demo, email us, sign up or use the Platform;
• from our customers, when they add their staff, contacts, suppliers or customers to the Platform;
• from publicly available and third-party business sources, such as the Australian Business Register, company websites and business data providers, for sales outreach and to enrich prospect records; and
• automatically, through logs and similar technologies when you use our website or Platform.

If we collect your information from someone else, we take reasonable steps to make sure you know about it, for example by referring you to this policy in our first contact with you.

4. Why we use it

We use personal information to:

• provide, operate, support and improve the Platform;
• set up and manage accounts, and bill our customers;
• respond to enquiries and arrange demos;
• send service notices, such as security alerts and changes to our terms;
• market our services to businesses, subject to your right to opt out;
• keep the Platform secure and prevent fraud and misuse; and
• meet our legal obligations.

We do not sell personal information.

5. Customer data in the Platform

When our customers use the Platform, we handle the data they put into it on their behalf and under our agreement with them. The customer decides what information goes into the Platform and is responsible for giving any required notices to, and getting any required consents from, the individuals concerned.

We use customer data only to provide the services to that customer, to keep the Platform secure, and as required by law. If you are an individual whose information is held by one of our customers, such as a driver or site contact, please contact that business first. We will help them respond to your request.

6. AI and automated processing

The Platform uses AI and automated rules to read supplier invoices and data files, match lines to sites and services, and flag possible errors for a person to review. These features process business records. They are not used to make decisions that significantly affect an individual's rights or interests.

Where we use third-party AI providers to do this, we use them as service providers under contract. Customer data is not used to train their general models.

7. Direct marketing

We may send business contacts information about our services. Every marketing email includes an unsubscribe link, and you can also opt out at any time by emailing privacy@wastepro.io. We comply with the Spam Act 2003 (Cth). Opting out of marketing does not stop service messages about an account you hold.

8. Who we share it with

We share personal information only as needed, with:

• service providers who help us run our business, such as cloud hosting, databases, email, e-signing, AI processing, payments and customer support tools;
• the systems a customer chooses to connect to the Platform, such as their waste operating system, accounting software or reporting tools;
• our professional advisers, such as lawyers, accountants and auditors;
• a buyer or investor, if all or part of our business is sold or restructured; and
• regulators, courts or law enforcement, where required or authorised by law.

Our service providers may only use personal information to provide services to us.

9. Overseas disclosure

Some of our service providers store or process information outside Australia, including in [the United States and other countries - confirm]. Before doing so, we take reasonable steps to make sure they handle personal information in a way that is consistent with the APPs, including through contractual protections.

10. Cookies

Our website uses only the cookies and similar technologies needed for it to work. The Platform uses cookies to keep you signed in and secure. If we add analytics or advertising tools in future, we will update this policy first. You can block or delete cookies in your browser settings, but parts of the Platform may not work without them.

11. Security and retention

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. These include encryption in transit and at rest, access controls based on role, multi-factor authentication for staff, and logging and monitoring.

We keep personal information only for as long as we need it for the purposes in this policy, or as required by law. When a customer's agreement ends, we delete or de-identify their data within a reasonable period, after giving them the opportunity to export it.

12. Data breaches

If we suspect a data breach, we act quickly to contain and assess it. If an eligible data breach is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) under the Notifiable Data Breaches scheme. Where the breach involves customer data, we will also notify the customer promptly.

13. Accessing and correcting your information

You can ask to access or correct the personal information we hold about you by emailing privacy@wastepro.io. We will need to verify your identity, and we will respond within 30 days. We don't charge for making a request. If we refuse a request, we will explain why in writing and how you can complain. You can generally deal with us anonymously or under a pseudonym, but we need your details to provide our services or to reply to you.

14. Complaints

If you have a concern about how we have handled your personal information, please email privacy@wastepro.io. We will acknowledge your complaint within 7 days and aim to resolve it within 30 days.

If you are not satisfied with our response, you can complain to the OAIC at oaic.gov.au or on 1300 363 992.

15. Changes to this policy

We may update this policy from time to time. We will post the new version on this page with a new “last updated” date and, for significant changes, tell our customers directly.

16. Contact us

[WastePro Pty Ltd]
[registered address]
privacy@wastepro.io