Within our Apps, you may be asked to give us personal or organisational information in order to purchase or receive information about an Octozy Property. We may collect this information through different methods, including (without limitation):

• Registration Forms. We encourage all visitors to register with Octozy, although registration is not required except for access to our premium content areas. The registration forms require users to give us accurate contact information and references to help us better serve you. You will be given specific account information in connection with establishing an account with us and it is your responsibility to always keep your account credentials confidential.
• Order Forms and Enrolment Forms. Our order forms securely collect visitors’ contact information and payment information to use for order fulfilment and this information may be shared with our partners or resellers if that is necessary to fulfil your request. During the purchasing process, you may be given the opportunity to sign up for future emails regarding our products, services, and promotions.
• Registration Profile. You may also be given the option of registering a profile with us to store your name, purchase history, and billing information to make it easier for you to shop and purchase products or services from us in the future. You may change or cancel information relating to your profile online at any time.
• Online forums and social networks. Any Personal Information that you choose to submit to one of our online forums or social networks may be read, collected, or used by others who visit these community areas. You should carefully consider whether you wish to submit Personal Information to these forums or social networks and should tailor any content you submit appropriately.

The Personal Information collected by Octozy may include, but is not necessarily limited to:

• Contact information (such as your name, title, email address, postal address, and telephone number)
• Transactional information
• User preferences
• Financial, credit card and payment information
• Demographic information and geographic or geo-location information (including precise GPS and background location from our Mobile Apps, see the Mobile App Permissions and Location Data section below for full details, purposes, and revocation instructions)
• Additional information as needed for our business and customer service purposes.

Where applicable, if you choose to access, or log in to, any Octozy Apps using your Google, Facebook, Yahoo, or other accounts accepted by the applicable Octozy Apps, the third-party site may share with us certain Personal Information.

Our Mobile Apps require access to certain device features and data to deliver field operations functionality to your organisation’s workforce. The permissions we request, the data they enable us to access, and the operational purposes for each are described below. You can grant or revoke these permissions at any time via your device settings.

Our Mobile Apps collect precise (GPS) and approximate (network-based) location data from your device, including when the App is running in the background, when you have granted the device’s "Allow all the time" location permission.

We use your location data for the following operational purposes:

• To display your real-time position to your organisation’s dispatch team so the next job can be assigned based on your current location.
• To provide accurate estimated times of arrival (ETAs) to the customers you are travelling to.
• To automatically log your arrival at and departure from each customer site for proof-of-service records.
• To plan and optimise routes between job sites.

Background location access allows the App to continue reporting your position when the device’s screen is off, for example while you are driving between job sites. Background location updates stop automatically when you log out of the App or end your shift.

We do NOT sell your location data to third parties. Location data is shared only with your organisation (the operator of the dispatch console you are signed into) and the back-office staff they authorise, for the operational purposes listed above. De-identified, aggregated location data may be used internally to improve route planning and product features.

You can revoke location permission at any time via your device settings. On Android: Settings, then Apps, then the app name, then Permissions, then Location, then Don’t allow. On iOS: Settings, then the app name, then Location, then Never. Revoking background location will stop live tracking and may prevent automated arrival and departure logging. Foreground (in-use) location will still work if granted.

The camera is used to scan barcodes and QR codes for inventory operations (picking, returning, and transferring stock between agents) and to capture photographic proof of service when completing jobs. The App does not record video and does not access the camera in the background.

Photographs you take inside the App are temporarily stored on the device and uploaded to our secure servers as part of the relevant job record. If you choose to attach an existing photo, the App will request permission to access only the specific photo you select; it does not browse your photo library in the background.

The App sends push notifications to deliver dispatch alerts, for example new jobs assigned to you, urgent updates from your dispatcher, shift reminders, and stock-transfer notifications. You can disable notifications via your device settings without affecting the rest of the App’s functionality. Push notifications are delivered via Google Firebase Cloud Messaging (Android) and Apple Push Notification service (iOS).

A non-resettable device identifier and/or a Firebase Cloud Messaging registration token is associated with your user account so that dispatches and notifications reach the correct device, so that we can detect re-installs for support purposes, and so that we can attest that requests originate from a genuine instance of our App (using Google Play Integrity API on Android and Apple App Attest on iOS).

If you choose to enable it, your device’s fingerprint or face unlock can be used to unlock the App in place of your PIN. Biometric data itself is processed entirely on your device by the operating system and is never transmitted to our servers.

The App runs a background service to maintain your shift state, deliver dispatch alerts, and, where you have granted location permission, report your position to the dispatch console. The background service is automatically disabled when you log out of the App. Where required by your operating system (Android 13 and above), the App will request an explicit notifications permission on first launch.

We ask that you not send or otherwise share with us any sensitive Personal Information, which includes but is not limited to your government-issued ID numbers (for example, driver’s licence number, unless it is a requirement for participation eligibility), racial or ethnic information, political or religious opinions, or your health information.

In some cases, end users of our customers may need to provide Sensitive Personal Information to our customer to make use of an application that uses our Product or SaaS Product, and that Sensitive Personal Information may be stored or processed by us as a result. We process such Sensitive Personal Information in the role of a processor on behalf of a customer (and/or its affiliates) who is the responsible controller of the Sensitive Personal Information concerned. If your data has been submitted to us by or on behalf of an Octozy customer and you wish to exercise any rights you may have under applicable data protection laws, please inquire with the applicable customer directly.

Notwithstanding the above, if we ever need to handle Sensitive Personal Information about you, we will ask your consent to do so. Once given, such consent may be withdrawn at any time. We will not handle any Sensitive Personal Information that we are not permitted by you to handle, or that you have not provided us with. Any Personal Information about you that we handle will only be accessible by those Octozy personnel who have a reason to do so.

Without a common industry or legal standard for interpreting Do Not Track (DNT) signals, Octozy does not respond to browser DNT signals. We will continue to monitor further development of a DNT standard by the privacy community and industry.

Octozy does not sell, lease or rent the Personal Information you share with us with third parties. However, the information you provide may be used by us or shared with third parties for any of the following purposes (and please note that not all of the uses listed below may be relevant to you).

With your consent (when required), we may use and share the Personal Information we collect to: provide, support and improve the Octozy Properties; deliver correspondence, communications, or services, such as newsletters, events, training, or software that you request or purchase; process orders; confirm licensing compliance; solicit your feedback; and inform you about the Company and the products and services of our distributors, resellers and promotional partners.

• We may, from time to time, share Personal Information and other information with other companies who may provide you information about the products and services they offer.
• We may analyse your Personal Information and other information in aggregate form which does not identify you personally. We may share this aggregate data with our affiliates, agents, advertisers, manufacturers, business partners, and to current and prospective business partners and to other third parties for other lawful purposes.
• We may share, disclose, or provide your Personal Information to third parties: (i) when attempting to collect a payment or debt; (ii) when required to combat fraud or to protect our interests; (iii) to enforce our Privacy Policy, our Terms of Use, or any terms of service or end user licence agreement of Octozy; (iv) when required to do so by law or in response to legal process or lawful requests, including from law enforcement or government agencies; (v) within and among our affiliates and subsidiaries; or (vi) as part of a merger, sale of our business or assets, or dissolution.
• We may employ other companies and individuals to perform functions on our behalf. Examples may include providing hosting and network services, information technology support, and customer service. These other companies will have access to the Personal Information we collect only as necessary to perform their functions and to the extent permitted by law.
• Octozy may retain, aggregate, use, and resell any non-personal information (including other information) collected in connection with any use of the Apps or our products and services both during your use of the same and after such use has ended.

Also, as you browse our Apps, our servers collect non-personal information about your visit for the operation and improvement of the Octozy Properties, to track trends and statistics, and to prevent Product licence abuse. Via server logs, we monitor statistics such as the number of visitors to our Apps, which pages people visit most often and from which domains visitors come. While we gather this type of information, none of it is associated with you as an individual.

You can submit a request relating to your own personal data collected by organisations using the Octozy App (including without limitation, a request to access and/or delete your personal data) by writing to them via the Contact Us option in the App. Typically, you can select the More menu, then Contact Us, and select a contact removal request with the reason for deletion, and your request will be reviewed. Please note the request will be reviewed by the appointed system administrator to ensure there are no legal actions or any outstanding accounts that are payable. Once reviewed, the account will be actioned for deletion.

Our Apps provide users with the opportunity to control what communications they receive from us. You can go to communication preference settings under your user at any time to change your communication preferences, including unsubscribing to the various communication offerings at any time. However, some non-marketing communications are not subject to general opt-out, such as communications related to product download, sales transactions, software updates and other support related information, patches and fixes, conferences, or events for which you have registered, and disclosures to comply with legal requirements.

Any Personal Information or other content that you choose to submit in any forum on the Apps may be read, collected, or used by others who visit these forums, and may be used to send you unsolicited messages. We are not responsible for the Personal Information or other content that you choose to submit in these forums.

Any content or Personal Information you publish on the Apps may also appear in search engine results, in the cache of those search engines, in feeds, and on third-party apps pursuant to cobranding agreements. We have no control over updating and/or removal of such content or Personal Information, which is the sole responsibility of the search engines, third-party apps, and RSS web feed resources. We strongly discourage your posting any content or Personal Information that you do not want others to see or use.

We do not and cannot review all communications and materials posted to or created by users that visit the Apps or use the Services. However, we reserve the right to block or remove communications, content, Personal Information, or other submissions to the Apps, for any reason, in our sole and absolute discretion.

Octozy employs industry standard security measures to ensure the security of information. However, the security of information transmitted through the Internet can never be guaranteed. Octozy is not responsible for any interception or interruption of any communications through the internet or for changes to or losses of information. Users of our Apps are responsible for maintaining the security of any password, user ID, or other form of authentication involved in obtaining access to password protected or secure areas of any of our Apps. To protect you and your information, Octozy may suspend your use of an App, without notice, pending an investigation, if any breach of security is suspected.

We have put in place physical, electronic, and managerial procedures designed to help prevent unauthorised access, to maintain data security, and to correctly use the information we collect online. These safeguards vary based on the sensitivity of the information that we collect and store. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.

We use third parties to assist us in providing you with a variety of services. When you subscribe to receive any of these services, we will share your Personal Information only as necessary with the third party solely for the purpose of providing that service. In addition, we may use specialised third parties for our subscription billing platform.

These companies may use your information to help Octozy communicate with you about offers from Octozy and our partners. These companies do not have any independent right to share this information. We will obtain your initial consent prior to sharing your personal information. If you would like to opt out of having your information shared with these third parties in the future, you may contact us, but please note that opting out may preclude you from licensing certain products due to our point-of-sale processes.

Octozy Apps are not directed at children. Octozy does not knowingly accept online Personal Information from children under the age of 18. If you are under 18 or otherwise would be required to have parent or guardian consent to share information with Octozy, you should not share any information about yourself.

We are an organisation with operations worldwide and have developed global data practices designed to assure your Personal Information is appropriately protected. Please note that your Personal Information may be transferred, accessed, and stored globally as necessary for the uses stated above in accordance with this policy.

Because Octozy is headquartered in Australia, we may have a need to transfer information collected from our non-Australian customers to Australia, and we may also have a need to transfer our customer information (regardless of where you live) to other countries or places in which we or our agents and contractors maintain offices or facilities.

Octozy may retain your information for a period consistent with the original purpose of collection. For instance, we may retain your information during the time in which you have an account to use our Apps or Services and for a reasonable period afterward. We also may retain your information during the period needed for Octozy to pursue our legitimate business interests, conduct audits, comply with our legal obligations, resolve disputes, and enforce our agreements.

You may request to review, correct, delete, or otherwise modify any of the personal information that you have previously provided to us through the Octozy Properties. If you have registered for an account with Octozy, you may generally update your user settings, profile, organisation’s settings, or event registration by logging in with your username and password and editing your settings or profile. For other requests to access, correct, modify, or delete your Personal Information, please see the Contact us section below. Requests will be addressed within a reasonable timeframe.

Octozy will occasionally update this Policy. When we do, we will post a prominent notice in this section of this policy notifying users when it is updated. For material changes (that is, substantially new practices you would not expect from us or that we did not previously tell you about), we may decide to give you notice via email, in which case you will have a choice as to whether we use your Personal Information in this different manner. We reserve the right to make changes to our practices and this Policy at any time, if we follow the procedures above.

If Octozy goes through a business transition, such as a merger, acquisition by another company, or sale of all or a portion of its assets, your personal information collected through our Apps may be among the assets transferred. A prominent notice will appear on our Apps for 30 days after any such change in ownership or control of your personal information.

If you have comments or questions about this Policy, you may contact us via the contact form. We will address any issue to the best of our ability.