Flexr Pty Ltd (ABN 27 695 237 953), (we, us or our), understands that protecting your personal information is important. This Privacy Policy sets out our commitment to protecting the privacy of personal information provided to us, or collected by us, when interacting with you.

Quick overview

·       We collect information you provide to us and information we gather when we interact with you
·       We use this information to provide our services and improve your experience
·       We protect your information using secure systems and processes
·       You have rights regarding your personal information, including access and correction rights

The information we collect

Personal information: is information or an opinion, whether true or not and whether recorded in a material form or not, about an individual who is identified or reasonably identifiable.

The types of personal information we may collect about you include:
·       Identity Data including your name, age, sex, income.
·       Contact Data including your telephone number, residential address and email.
·       Financial Data including bank account and payment card details (through our third party payment processor, who stores such information and we do not have access to that information).
·       Transaction Data including details about payments to you from us and from you to us and other details of products and services you have purchased from us or we have purchased from you.
·       Technical and Usage Data including click stream data, when you access any of our websites, platforms or emails, details about your internet protocol (IP) address, login data, browser session and geo-location data, statistics on page views and sessions, device and network information, acquisition sources, search queries and/or browsing behaviour, access and use of our website (including through the use of Internet cookies, tracking pixels or analytics), and communications with our website.
·       Interaction Data including information you provide to us when you participate in any interactive features, including surveys, contests, promotions, activities or events.
·       Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences.
·       Professional data including where you are a worker of ours or applying for a role with us, your professional history such as your previous positions and professional experience, or whether you hold required authorisations or licences.
·       Sensitive information is a sub-set of personal information that is given a higher level of protection. Sensitive information means information relating to your racial or ethnic origin, political opinions, religion, trade union or other professional associations or memberships, philosophical beliefs, sexual orientation or practices, criminal records, health information or biometric information. We do not actively request sensitive information about you. If at any time we need to collect sensitive information about you, unless otherwise permitted by law, we will first obtain your consent and we will only use it as required or authorised by law.

How we collect personal information
We collect personal information in a variety of ways, including:
·       when you provide it directly to us, including face-to-face, over the phone, over email, or online;
·       when you complete a form, such as registering for any events or newsletters, or responding to surveys;
·       when you use any website we operate (including from any analytics and cookie providers or marketing providers. See the “Cookies” section below for more detail on the use of cookies);
·       from third parties; and
·       from publicly available sources.

Why we collect, hold, use and disclose personal information

Personal information: We collect, hold, use and disclose your personal information for the following purposes:
·       to work with you as a customer or supplier of our business, including to deliver goods and services to you (via email or phone), register your attendance at our events, manage your appointments;
·       to better understand your requirements and preferences as both a purchaser and seller;
·       to contact and communicate with you about our business, including in response to any support requests you lodge with us or other enquiries you make with us;
·       to contact and communicate with you about any enquiries you make with us via any website we operate;
·       to complete transactions with you or on your behalf;
·       for internal record keeping, administrative, invoicing and billing purposes, including to confirm your credit risk;
·       for analytics, market research and business development, including to operate and improve our business, associated applications and associated social media platforms;
·       to promote our goods and services;
·       to undertake any warranty claims relating to our goods and/or services;
·       for advertising and marketing, including to send you promotional information about our events and experiences and information that we consider may be of interest to you;
·       to run promotions, competitions and/or offer additional benefits to you;
·       if you have applied for employment with us, to consider your employment application; and
·       to comply with our legal obligations or if otherwise required or authorised by law.

Our disclosures of personal information to third parties

Personal information: We will only disclose your personal information to third parties where it is necessary as part of our business, where we have your consent, or where permitted by law. This means that we may disclose personal information to:
·       our employees, contractors and/or related entities;
·       IT service providers, data storage, web-hosting and server providers;
·       marketing or advertising providers;
·       delivery or logistics providers who deliver our goods to you;
·       professional advisors, bankers, auditors, our insurers and insurance brokers;
·       payment systems operators or processors;
·       our existing or potential agents or business partners;
·       sponsors or promoters of any promotions or competition we run;
·       if we merge with, or are acquired by, another company, or sell all or a portion of our assets, your personal information may be disclosed to our advisers and any prospective purchaser’s advisers and may be among the assets transferred;
·       courts, tribunals and regulatory authorities, in the event you fail to pay for goods or services we have provided to you;
·       courts, tribunals, regulatory authorities and law enforcement officers, as required or authorised by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights;
·       third parties to collect and process data, such as analytics providers and cookies; and
·       any other third parties as required or permitted by law, such as where we receive a subpoena.


Overseas disclosure

We store your personal information in Australia. Where we disclose your personal information to third parties, including our product suppliers and IT service suppliers, those third parties may store, transfer or access personal information outside of Australia. We will only disclose your personal information overseas in accordance with this Privacy Policy and the Australian Privacy Principles.

Your rights and controlling your personal information

Providing information

You can choose whether to provide personal information to us. Please read this Privacy Policy carefully. If you provide personal information to us, you understand we will collect, hold, use and disclose your personal information in accordance with this Privacy Policy. You do not have to provide personal information to us, however, if you don't provide certain information, we may not be able to provide some services. Let us know if you don't want to provide information and we will let you know when information is required versus optional.

Information from third parties

If we receive personal information about you from a third party, we will protect it as set out in this Privacy Policy. If you are a third party providing personal information about somebody else, you represent and warrant that you have such person's consent to provide the personal information to us.

Marketing communications

You can opt-out of receiving marketing communications at any time. To object to processing for direct marketing/unsubscribe from our email database or opt-out of communications (including marketing communications), please contact us using the details below or opt-out using the opt-out facilities provided in the communication. Each marketing communication will include an unsubscribe option. You can change your marketing preferences by contacting us. We will process your request as soon as practicable.

Access to your information

You can request access to the personal information we hold about you and we will respond to your request within a reasonable time. We may charge a reasonable administrative fee for providing access. Please note, in some situations, we may be legally permitted to withhold access to your personal information. If we cannot provide access to your information, we will advise you as soon as reasonably possible and provide you with the reasons for our refusal and any mechanism available to complain about the refusal. If we can provide access to your information in another form that still meets your needs, then we will take reasonable steps to give you such access.

Correction rights

If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to promptly correct any information found to be inaccurate, out of date, incomplete, irrelevant or misleading. You can ask us to add a statement to your information noting your requested correction. Please note, in some situations, we may be legally permitted to not correct your personal information. If we cannot correct your information, we will advise you as soon as reasonably possible and provide you with the reasons for our refusal and any mechanism available to complain about the refusal.

How to contact us about your rights or to make a complaint and what happens next:

Step 1: Contact our privacy officer

Email: privacy@flexruc.com.au

Post: Flexr Pty Ltd, PO BOX 3232, North Turramurra NSW 2074
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What to include:

Your full name, contact details, clear details about your request or complaint, and any relevant dates or reference numbers.

Step 2: Our response

We will:
·       Verify your identity before processing your request
·       Investigate thoroughly (for complaints) or process your request (for rights)
·       Respond to you in writing within reasonable timeframes
·       Explain what actions we will take and keep you updated on progress
·       Not charge you for making a request (except for reasonable access fees if applicable)
·       Help you understand and exercise your rights

We will endeavour to contact you within 7 days of you making your complaint acknowledging receipt of your complaint. It is our policy to investigate and resolve all complaints (where practicable) within 30 days of receiving the complaint. Where it is a legal requirement to do so, then in the event we need more time to investigate and resolve your complaint, we will notify you as to the reasons why and seek your agreement to extend this 30 day period (if you do not agree, we may then not be able to resolve your complaint).

Step 3: If you're not satisfied (complaints only)

If you're not satisfied with our response to your complaint, you can:
·       Ask for a review by our senior management, or
·       Contact the Office of the Australian Information Commissioner (Phone: 1300 363 992, Website: www.oaic.gov.au)

This is the same process whether you want to access your information, correct mistakes, change marketing preferences, or make a complaint about our privacy practices.

Anonymity

Where it is practicable, and only to that extent, we allow you the option to remain anonymous when dealing with us. Information from

Storage and security

Protecting your information

We use multiple layers of security to protect your information.

Technical safeguards
·       Enterprise-grade encryption for data storage and transmission
·       Regular security testing and monitoring
·       Automated threat detection systems

Operational security
·       Staff training on security and privacy
·       Strict access controls based on job requirements
·       Regular security audits and incident response procedures testing

Physical security
·       Secure premises with controlled access
·       Secure disposal of physical documents
·       Equipment security protocols

We are committed to ensuring that the personal information we collect is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure personal information and protect it from misuse, interference, loss and unauthorised access, modification and disclosure.

While we are committed to security, we cannot guarantee the security of any information that is transmitted to or by us over the Internet. The transmission and exchange of information is carried out at your own risk.

Public information

Please note that any information you choose to share publicly on online platforms (such as comments or reviews) can be accessed and used by others. We cannot control or protect information that you make publicly available.

User-Generated Content

We may enable you to post reviews, comments, photos and other user-generated content. Any content you choose to submit will be accessible by anyone, including third parties not associated with us. We have no control over how others may use or misuse information you make publicly available. We are not responsible for the privacy, security or accuracy of any user-generated content you choose to post or for the use or misuse of that information by any third parties.

How long we keep your information

We keep your personal information only as long as we need it for the purposes we collected it, or as required by law. When we no longer need it, we securely destroy or de-identify it.

Cookies and Analytics

What We Use

We use cookies, tracking pixels, and similar technologies on our website and in our emails to improve your experience and our services.

Cookies
·       Small text files stored on your device
·       Help remember your preferences
·       Enable certain website functions
·       Make your interactions with our website more efficient

Tracking Pixels
·       Tiny, invisible images in web pages and emails
·       Help us understand how you interact with our content
·       Allow us to measure email engagement
·       Enable more relevant content delivery

How we use these technologies

Essential Functions
·       Remember your login status
·       Maintain your session security
·       Store your preferences
·       Enable core website features

Analytics and Performance
·       Understand how our website is used
·       Measure page views and traffic
·       Analyse user navigation patterns
·       Identify areas for improvement

Personalisation
·       Remember your preferences
·       Tailor content to your interests
·       Improve your browsing experience
·       Provide relevant recommendations

Cookies and tracking pixels allow third parties to cause our advertisements to appear on your social media and online media feeds as part of our retargeting campaigns. If and when you choose to provide our online website with personal information, this information may be linked to the data stored in the cookie or collected by tracking pixels.

Your control

You can manage these technologies by:
·       Adjusting your browser settings to block or delete cookies
·       Using privacy-focused browser extensions
·       Configuring your email client to block images
·       Using our cookie preference settings

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. You can block tracking pixels by using ad-blocking or privacy-focused browser extensions. Some email providers allow you to block images by default, which can prevent tracking pixels in emails from loading.

Note: Blocking all cookies may affect website functionality and your user experience. If you use your browser settings to block all cookies (including essential cookies) and tracking pixels you may not be able to access all or parts of our website and you may not receive personalised content.

Google Analytics: We use Google Analytics to understand how people use our website. This involves cookies that collect information about your browsing activity. You can opt out of Google's advertising features through your Google account settings, browser add-ons, or your device's privacy settings. Google provides various tools and options to control how your data is used for advertising purposes. You can learn more about how Google uses your data and your available options on Google's privacy pages.

Meta advertising tools

We use Meta's advertising tools (such as Meta Pixel) to understand how our ads perform and to show you more relevant advertisements on Meta platforms like Facebook and Instagram when you visit our website or app. You can manage whether we connect information from our website with your Meta account for advertising purposes by adjusting your settings within your Meta account preferences.

Links to other websites

Our website may contain links to other party’s websites. These links are published by us as a convenience to you. If you use these links, you will leave our website. We do not have any control over those websites and we are not responsible for the protection and privacy of any personal information which you provide whilst visiting those websites. Those websites are not governed by this Privacy Policy.

When you sign in with another account (like Facebook or Google)

What we collect

When you use single sign-on to connect with us, we'll receive personal information from that provider based on your privacy settings with them. This may include your name, username, profile picture, and other details you've chosen to share.

How we use it

We use this information to create your profile on our platform and give you access to our services.

Your rights

If you connected through Facebook, you can ask us to delete the personal information we received from Facebook. To do this, email us at our email below and tell us what information you'd like deleted. If we can't delete certain information, we'll explain why.

Artificial Intelligence (AI) Technologies

Overview

We use artificial intelligence and machine learning technologies in our business operations and services, including AI tools provided by third parties. We only use these technologies when legally permitted and necessary for our business.

How we use AI

We may use AI technologies to:
·       Conduct analysis and data processing
·       Generate and modify content and coding
·       Improve and optimise our services and operations
·       Automate routine tasks and communications
·       Personalise your experience with our services
·       Support quality assurance processes
·       Assist with customer support and queries

Data protection and security

When we work with third-party AI providers, we ensure they handle your personal information in accordance with privacy laws through contractual requirements and appropriate safeguards.

Your rights and our commitments

Any information generated or inferred about you by AI technologies is treated as personal information, and you maintain all the rights outlined in this privacy policy. When using AI with your personal information, we commit to:

Transparency and control
·       We'll inform you when AI is used to make decisions that may significantly affect you
·       We maintain human oversight and review of significant AI-generated decisions
·       Our staff are trained to understand AI limitations and verify outputs before relying on them
·       We implement processes to verify the accuracy of AI-generated outputs

Security
·       We use appropriate technical and organisational measures to maintain the security and integrity of your personal information
·       We regularly test and monitor AI outputs for accuracy and reliability

Risk mitigation
·       We regularly assess and document risks associated with using AI to process personal information
·       We implement appropriate measures to address these risks
·       We continuously monitor AI performance and regularly review their impact

Amendments

We may, at any time and at our discretion, vary this Privacy Policy by publishing the amended Privacy Policy on our website. All updates become effective when published on our website. We recommend you check our website regularly to ensure you are aware of our current Privacy Policy.

For any questions or notices, please contact us at:

Flexr Pty Ltd
PO BOX 3232, North Turramurra, NSW 2074
Email: privacy@flexruc.com.au

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