Privacy Policy

1. About this policy

This policy explains how Process Link Pty Ltd (ABN 37 658 911 043) (“we”, “us”, “our”) collects, holds, uses and discloses personal information. We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

It covers this website, enquiries and engineering work, and our software: Portal and the apps under the same login (Shift Link, Process Mail, Files, Help Desk and Dossier), and products we run as pilots, such as Scribe.

2. The personal information we collect

• Contact details: name, company, role, email address and phone number.
• Enquiries and correspondence: messages sent through our contact form, by email or by phone, and support tickets with any screenshots or files attached.
• Account details: login email, name, organisation, role, permissions and preferences.
• Information entered into our software: for example shift notes, logbook entries, uploaded files, and the email addresses and phone numbers that alerts and reports are sent to.
• Site visitors: when someone scans a Dossier QR code on a piece of equipment, we ask for their name and company before they view or add to the record.
• Technical information: IP address, browser and device type, sign-in activity and error reports when you use our software.
• Business information: site locations, equipment and project details relevant to our work.

We don't ask for sensitive information, such as health information, and ask that you don't include it in messages or in our software.

3. How we collect it

• Directly from you, through our contact form, email, phone and meetings.
• From your organisation, when it sets up your account or adds you as a contact for alerts or reports.
• Automatically when you use our software, through sign-in cookies, system logs and error reports.

This website counts page views with Vercel Web Analytics, which does not use cookies or identify individual visitors. It records the page viewed, the referring site, and general device, browser and country information. We don't use advertising tools. Messages sent through the contact form are delivered to us by email.

4. Why we collect and use it

• To respond to enquiries and provide quotes.
• To deliver, commission and support engineering work.
• To provide, secure, maintain and improve our software.
• To send service messages, including the alerts and reports you set up, reminders and account notices.
• For billing, administration and record keeping.
• To meet our legal obligations.

We only send marketing messages with your consent, and every marketing email includes a way to unsubscribe, in line with the Spam Act 2003 (Cth).

5. Dealing with us anonymously

You can make a general enquiry without identifying yourself, or by using a pseudonym. We need your name and contact details to quote, deliver work or set up an account.

6. Who we disclose it to

• Service providers who help us run our business and software: hosting and databases, website analytics, email delivery, SMS delivery and error monitoring.
• Your organisation: administrators of your organisation's account can see information held in that account.
• Professional advisers, such as our accountants and lawyers.
• Government and regulators, where the law requires it.

We do not sell personal information.

7. Overseas disclosure

Data in Portal and our apps is stored in Australia (Sydney). Some of the providers we use for website hosting and analytics, email delivery, SMS delivery and error monitoring are based overseas, mainly in the United States, and may process email addresses, phone numbers, message content and technical data there. We take reasonable steps to make sure they handle personal information in line with the APPs.

8. Storage, security and retention

We protect personal information with access controls, role-based permissions and encryption in transit. No system is completely secure, so we can't guarantee the security of information sent to us over the internet.

We keep personal information only as long as we need it for the purposes above or as the law requires, then delete or de-identify it.

9. Data breaches

If a data breach involving your personal information is likely to result in serious harm, we will tell you and, where required, the Office of the Australian Information Commissioner (OAIC), as set out in the Notifiable Data Breaches scheme.

10. Cookies

This website does not set cookies: its analytics are cookieless. Portal and our apps use essential cookies to keep you signed in. Blocking them will stop you signing in.

11. Accessing and correcting your information

You can ask for access to the personal information we hold about you, or ask us to correct it. We may need to confirm your identity first. We will respond within 30 days and won't charge for the request. If we refuse, we will tell you why in writing.

You can also ask us to delete your personal information. We will, unless the law requires us to keep it.

12. Complaints

If you think we have mishandled your personal information, contact us using the details below. We will acknowledge your complaint and respond within 30 days.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

13. Changes to this policy

We may update this policy from time to time. The current version is always on this page, with the date it was last updated.

14. Contact us

Privacy contact, Process Link Pty Ltd
Email: info@processlink.com.au
Phone: 1300 311 821

See also our Website Terms of Use and Software Terms.