Privacy Statement

Last changed on:

Introduction

Any information that you provide through our websites or our web application sites (such as TEAMS), the storage and use of such information is governed by the RTO Software Privacy Statement.

This document sets out our policies relating to the collection and use of your personal, as well as business application-specific information. This document is to be used in conjunction with the Software License Agreement (if applicable) and any other documents that are mentioned within this statement.

Contents

  • Your personal information
  • Articles & Forums User Accounts
  • How we collect information about you
  • How we preserve your privacy
  • How we use and disclose your information
  • How we communicate with our clients
  • How we store your information and keep it secure
  • What we do in the event of a security breach
  • How you can access your information
  • What to do if you encounter a problem or have any questions
  • Changes to the Privacy Policy
  • Further information on privacy

Your personal information is important to us:

We recognise that your privacy, as well as the privacy of information of your clients, your affiliates, and any associated parties is very important and you have a right to control and access such information. We know that providing personal information is an act of trust, and we take that very seriously. The following sections set out how we handle and protect your personal information and safeguard your privacy.

Support Sites and User Accounts:

RTO Software has implemented a Support Site that is an online option to interact with other support staff to assist with RTO Software applications.

All RTO Software application clients are given User Accounts to our Articles & Forums sites at the time of product implementation. At sign­up, you will be prompted for information such as your name, contact details, e­mail address, address details and company details

How we collect information about you:

There are three main ways we collect information about you:

  1. If you do not log in as an RTO Software client or do not access our application sites –

    Whenever you visit any of our websites, our servers automatically record information about your usage of our sites, such as the time of the visit, its duration and the pages you visit. We also log your IP address to uniquely identify you.

    This information is captured to help us understand what parts of our Sites our users use the most and to help us ensure that advertisements or articles on our sites are most directly relevant to your interests. If you have not identified yourself on our sites by registering for Membership or logging in as a member, or visiting one of our application websites, the information we collect about you remains anonymous.
  2. If you log in as a client/member on our support and articles sites –
    Once you have a User Account for our Customer Support site, we collect personal information about you in order to provide you with the full benefits of Membership. When you first register for Membership, we collect your information, such as your e­mail, name and suburb, and will continue to add to your member profile as you interact more on our Sites, for example, if you update your details or subscribe to our newsletters.
  3. If you login via one of our application sites and access one of our paid services –

    When you register to receive our paid services, for example, TEAMS, Work Flow Manager or any other applications and products, we may collect application specific information such as names of your clients, your affiliates, your business details, email addresses, logs about communication with your clients etc.
    This information is governed by strict confidentiality and security and our Software Licence Agreement, Backup Policy, Data Security Policy, Security Breach Policy and Staff Code of Conduct should be read to further understand the extent of measures and responsibility that we undertake to keep that information secure.

How we preserve your privacy:

We understand that even with our Privacy Policy, some people will not feel comfortable disclosing personal information in order to become an RTO Software member. To use our Articles & Forums site you must be an RTO Software application client and we respect and protect our clients information at all times. We collect information in order to give our clients the most enjoyable and customised experience of the RTO Software sites as possible.

How we use and disclose your information:

We will not disclose any information about you without your consent unless it is

  • Required by law
  • We believe it necessary in order to provide you with a service that you have requested
  • We suspect that your use of the RTO Software sites is in breach of the Terms of Use relating to that Site
  • To lessen a serious threat to a person’s health or safety

We will never disclose/sell your information to third parties. or allow a third party to promote its products and services directly to you without your explicit consent.

We are further committed to safeguarding your information and will work to minimise all possible threats that information and its use can pose to your business or may constitute as an infringement of yours or your client’s and affiliate’s rights to privacy.

How we communicate with our clients: service messages and promotional messages:

We send our clients service e­mails which contain important information about updates, changes and developments on the RTO Software Sites, such as if we have to take down a service for maintenance that we know you are currently using, or, if we have improved a service and want to communicate its new functionality to you. For you to continue to make the most of what’s available through us, it is essential that we send these communications.

From time to time, we will send you member-only offers from our carefully selected partners, e­mail newsletters to which you have subscribed, and tell you about products or services we offer.

You can manage the type of information you receive from us by:

  • updating your Membership Profile
  • unsubscribing from the messages you receive
  • Emailing us on our privacy feedback form (please allow up to seven days for such requests to be processed)

How we store your information and keep it secure:

We will take all reasonable steps to keep any information we hold about you secure, and keep this information accurate and up to date. Your information is stored on secure and protected servers that are stored in controlled facilities with access limited to authorised personnel only.

Additionally, our employees and the contractors who provide services related to our information systems are obliged to respect the confidentiality of any personal information held by us.

You can also play an important role in keeping your personal information secure by maintaining the confidentiality of any password and accounts used on the RTO Software Sites. Please notify us immediately if there has been any unauthorised use of your account by any other Internet user, or any other breach of security.

Although we will undertake all reasonable measures to keep your information secure, we will not be held responsible for events arising from unauthorised access to your personal information such as a password being disclosed by your staff or other such breaches.

What do we do in the event of a security breach?

In the unlikely event that our server’s or our Site’s security has been compromised by an intrusion from an outside source, we will notify you immediately of the breach. We will then undertake immediate steps to block access to that Site or Server, and find means to rectify the breach while the access has been stopped. For further details of our extent of liability and the sequence of actions taken, please refer to our Security Breach Policy.

How you can access your information:

If you are an RTO Software client or a website member, you can contact the RTO Software support staff at support@rtosoftware.com.au to update or enquire about your information. If you wish to know what other information we have about you while you have been logged in to the RTO Software sites, you can request this information via support@rtosoftware.com.au. We will endeavour to respond to your request within seven days.

What to do if you have a problem or question:

If you make us aware of any ongoing concerns or problems with our RTO Software Sites, we will take these issues very seriously and work to address these concerns. You can contact us via support@rtosoftware.com.au or our support hotline as given to you at the time of implementation.

Changes to the Privacy Policy:

Our commitment to providing the finest in software and web based solutions means that we are constantly adding new sites and features to the RTO Software Sites. We will continuously review our Privacy Policy to ensure that it protects your privacy, while supporting your user experience on the RTO Software Sites. We encourage you to keep visiting our Privacy Policy to see if any updates have been made.

Further information on privacy:

For more information about privacy issues in Australia, visit the Office of the Australian Information Commissioner (OAIC). www.oaic.gov.au This site is a useful and recommended resource and provides guidance, and information about privacy laws and regulations in Australia..