Kantanna Pty Ltd Privacy Policy

Last updated: 1st August 2024

Introduction

Kantanna Pty Ltd (“we”, “our”, “us”) recognizes the importance of protecting the personal information of our clients, partners, employees, and other individuals we interact with. This Privacy Policy outlines how we collect, use, store, and disclose personal information in compliance with the Australian Privacy Act 1988 (Cth) (“Privacy Act”) and other relevant privacy laws, including those applicable in the Philippines.

This policy applies to all personal information collected by Kantanna Pty Ltd, whether through our website, in the course of providing IT services, or by other means. By engaging with us, you consent to the practices described in this Privacy Policy.

1. Types of Personal Information We Collect

We may collect various types of personal information depending on the nature of our interactions with you. This information may include, but is not limited to:

Contact Information: Name, email address, postal address, phone number, and other contact details.
Identification Information: Date of birth, government-issued identification numbers (e.g., tax file number, passport number).
Employment Information: Job title, company name, department, work address, and other employment-related details.
Financial Information: Bank account details, credit card information, payment history, and billing details.
Technical Information: IP addresses, login credentials, device identifiers, browser type, and other data collected through cookies and similar technologies.
Sensitive Information: Health information, racial or ethnic origin, political opinions, religious or philosophical beliefs, sexual orientation, and criminal records. We only collect sensitive information with your explicit consent or as required by law.
Service Usage Information: Details about your interactions with our services, including service requests, support tickets, and feedback.

2. How We Collect Personal Information

We collect personal information in several ways, including:

Direct Collection: When you provide information directly to us, such as when you fill out a form on our website, contact us by phone or email, or provide details in person during meetings or consultations.
Automated Collection: We may automatically collect certain information when you visit our website or use our services, including through the use of cookies, web beacons, and other tracking technologies. This may include technical data such as your IP address, browser type, and pages visited.
Third-Party Sources: We may collect information from third parties, including business partners, service providers, and publicly available sources, where permitted by law. For example, we may receive information from a partner who refers you to our services.
Employee and Contractor Information: We collect personal information about our employees and contractors as part of our employment and engagement processes. This information is used to manage employment relationships and comply with legal obligations.

3. How We Use Personal Information

We use personal information for various purposes, including:

Provision of Services: To deliver IT services and support to our clients, including managed services, cloud integration, IT security services, and compliance consulting. This may involve using personal information to set up accounts, process transactions, and provide technical assistance.
Client Relationship Management: To manage our relationships with clients, including communication, responding to inquiries, providing updates on our services, and conducting client satisfaction surveys.
Marketing and Communication: With your consent, we may use your contact information to send you marketing communications, newsletters, and promotional materials about our services. You can opt out of receiving these communications at any time.
Billing and Payments: To process payments, issue invoices, manage accounts, and handle financial transactions.
Improving Our Services: To analyze and improve our services, including by monitoring usage patterns, conducting research, and implementing new features and technologies.
Compliance and Legal Obligations: To comply with legal requirements, industry standards, and our internal policies, including those related to data protection, employment, and financial reporting.
Security and Fraud Prevention: To protect our business, clients, and employees from security threats, fraud, and other illegal activities. This may involve monitoring and investigating suspicious activity.
Recruitment and Employment: To manage recruitment processes, evaluate job applicants, and maintain employment records.

4. Disclosure of Personal Information

We may disclose personal information to third parties in the following circumstances:

Service Providers: We may share personal information with third-party service providers who assist us in providing our services. These providers may include cloud hosting providers, payment processors, IT support companies, marketing agencies, and consultants. We ensure that these providers are contractually obligated to protect your personal information and use it only for the purposes for which it was disclosed.
Business Partners: We may share information with business partners for joint marketing initiatives, co-branded services, or referrals. We will only do so with your consent.
Legal and Regulatory Authorities: We may disclose personal information to government agencies, regulators, law enforcement, or other legal bodies when required by law or to protect our rights and interests. This may include disclosures related to investigations, audits, or legal proceedings.
Corporate Transactions: In the event of a merger, acquisition, sale of assets, or other corporate transactions, personal information may be transferred as part of the transaction. We will take reasonable steps to ensure that the information is protected during such transactions.
With Your Consent: We may disclose your personal information to other third parties with your explicit consent.

5. Overseas Disclosure of Personal Information

Kantanna Pty Ltd operates in both Australia and the Philippines. As such, your personal information may be transferred to, stored in, or processed in these countries. We take steps to ensure that any overseas recipients of your personal information provide a level of protection that is equivalent to that required under Australian privacy laws.

Where personal information is transferred outside Australia, we will comply with the cross-border disclosure requirements of the Privacy Act, including by ensuring that the overseas recipient is subject to laws or contractual obligations that offer similar protection to the Australian Privacy Principles (APPs).

6. Data Security and Retention

We are committed to safeguarding the personal information we collect. We implement a range of security measures to protect your information from unauthorized access, misuse, loss, or disclosure. These measures include:

Physical Security: Secure office environments and restricted access to data storage facilities.
Technical Security: Encryption of data in transit and at rest, firewalls, intrusion detection systems, and regular security audits.
Administrative Security: Access controls, staff training on data protection, and policies governing the handling of personal information.

We retain personal information for as long as necessary to fulfill the purposes for which it was collected or as required by law. When personal information is no longer needed, we take steps to securely destroy or de-identify it.

7. Accessing and Correcting Your Information

You have the right to request access to the personal information we hold about you. If the information we hold is inaccurate, incomplete, or outdated, you can request that we correct it. To make a request for access or correction, please contact us using the details provided in the “Contact Us” section below.

We will respond to your request within a reasonable timeframe and, if necessary, will take steps to verify your identity before providing access or making corrections.

8. Making a Privacy Complaint

If you have any concerns about how we have handled your personal information or if you believe we have breached the Australian Privacy Principles or any applicable privacy laws, you have the right to make a complaint.

To make a privacy complaint, please contact us using the details provided below. We will acknowledge your complaint within [X] business days and aim to resolve your complaint promptly. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) or the relevant privacy regulator in the Philippines.

9. Use of Cookies and Other Technologies

Our website may use cookies and other tracking technologies to enhance your experience and analyze usage patterns. Cookies are small text files that are placed on your device when you visit our website. They help us remember your preferences, understand how you interact with our site, and improve our services.

You can control the use of cookies through your browser settings. However, disabling cookies may affect your ability to use certain features of our website.

10. Third-Party Websites

Our website may contain links to third-party websites that are not operated by us. We are not responsible for the privacy practices or content of these websites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Children’s Privacy

Our services are not intended for use by children under the age of 16, and we do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child, we will take steps to delete the information as soon as possible.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or technology. The latest version of the policy will always be available on our website. We encourage you to review this policy periodically to stay informed about how we are protecting your personal information.