Privacy Policy

At Hospoware (“Company,” “we,” “us,” or “our”), accessible from hospoware.com
(“Website”), we are committed to protecting your privacy and handling your personal
information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy
Principles (“APPs”), and other applicable Australian privacy laws.

This Privacy Policy explains how we collect, use, store, disclose, and protect your
personal information when you access our Website, use our software, interact with our
services, or communicate with us.

1. Personal Information We Collect

Personal information means information or an opinion about an identified individual,
or an individual who is reasonably identifiable.

Personal Information

We may collect personal information when you interact with our Website, register for an
account, make an enquiry, subscribe to our services, or communicate with us.

This may include:

• Your name;
• Email address;
• Phone number;
• Business name and business details;
• Billing, payment, or transaction information;
• Account registration details;
• Support requests, messages, or correspondence with us;
• Any information you voluntarily submit through forms, registrations, subscriptions, or service enquiries.

Technical and Usage Information

When you visit our Website or use our Services, we may automatically collect certain
technical and usage information, including:

• IP address;
• Browser type and version;
• Device type;
• Operating system;
• Pages visited and time spent on pages;
• Referring website or source;
• Website activity, clicks, and usage behaviour;
• Cookies, analytics data, and server log information.

This information may be collected through cookies, analytics tools, tracking
technologies, and server logs.

2. How We Collect Personal Information

We collect personal information directly from you where reasonably practicable,
including when you:

• Visit or use our Website;
• Create an account or register for our Services;
• Submit a contact, enquiry, subscription, or registration form;
• Purchase, subscribe to, or request our Services;
• Contact us by email, phone, website form, or other communication channels;
• Interact with our marketing campaigns, advertisements, or social media pages.

We may also collect information from third-party service providers, payment processors,
analytics platforms, marketing tools, or publicly available sources where permitted by law.

3. How We Use Your Personal Information

We use your personal information for purposes connected with operating, providing, and
improving our Website and Services.

This may include:

• Providing access to our Website, software, platforms, and Services;
• Creating, managing, and supporting user accounts;
• Responding to enquiries, support requests, or service-related communications;
• Processing payments, invoices, subscriptions, and billing-related matters;
• Improving our Website, Services, customer experience, and business operations;
• Sending service updates, administrative notices, and important account notifications;
• Sending marketing, newsletters, offers, or promotional communications where permitted by law;
• Analysing Website traffic, user behaviour, and service performance;
• Preventing fraud, misuse, security threats, unauthorised access, or unlawful activity;
• Complying with legal, regulatory, tax, accounting, or business obligations.

4. Direct Marketing

We may use your personal information to send you marketing communications about our
products, services, promotions, updates, or related business offerings where permitted
under Australian law.

You may opt out of receiving marketing communications from us at any time by using the
unsubscribe link in our emails or by contacting us directly.

Even if you opt out of marketing communications, we may still send you important
service-related, billing, security, or administrative messages.

5. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to improve the functionality,
performance, security, and usability of our Website.

Cookies may be used to:

• Remember your preferences;
• Improve Website performance;
• Understand how visitors use our Website;
• Support analytics and reporting;
• Improve marketing and advertising relevance;
• Detect and prevent fraud or misuse.

You can disable cookies through your browser settings. However, disabling cookies may
affect the functionality or availability of certain Website features.

6. Disclosure of Personal Information

We may disclose your personal information to trusted third parties where reasonably
necessary for our business operations or to provide our Services.

These third parties may include:

• Website hosting and cloud infrastructure providers;
• Payment processors and billing platforms;
• Analytics providers, such as Google Analytics;
• Email marketing and communication platforms;
• Customer support and CRM providers;
• Professional advisers, including accountants, lawyers, and consultants;
• Government authorities, regulators, or law enforcement agencies where required by law.

We take reasonable steps to ensure third-party service providers handle personal
information securely and only for the purposes for which it was disclosed.

7. Overseas Disclosure

Some of our service providers, hosting providers, payment processors, analytics tools,
or software platforms may store or process information outside Australia.

Where we disclose personal information overseas, we will take reasonable steps to ensure
that the recipient handles the information in a manner consistent with the Australian
Privacy Principles, unless an exception applies under Australian privacy law.

8. Data Security

We take reasonable technical, organisational, and administrative steps to protect your
personal information from misuse, interference, loss, unauthorised access, modification,
or disclosure.

These measures may include:

• Secure hosting and access controls;
• Password protection and account authentication;
• Encryption where appropriate;
• System monitoring and security updates;
• Limiting access to personal information to authorised personnel only.

However, no method of transmission over the internet or electronic storage is completely
secure. While we take reasonable steps to protect your information, we cannot guarantee
absolute security.

9. Data Retention

We retain personal information for as long as reasonably necessary to provide our
Services, manage our business operations, comply with legal obligations, resolve
disputes, enforce agreements, and maintain accurate business records.

When personal information is no longer required, we will take reasonable steps to
securely destroy, delete, or de-identify it, unless we are required or permitted by law
to retain it.

10. Access and Correction

You may request access to the personal information we hold about you. You may also ask
us to correct personal information if you believe it is inaccurate, incomplete, outdated,
irrelevant, or misleading.

We will respond to access and correction requests within a reasonable time and in
accordance with Australian privacy law. In some circumstances, we may refuse access or
correction where permitted by law, but we will provide reasons where required.

11. Privacy Complaints

If you believe we have breached this Privacy Policy or the Australian Privacy Principles,
you may contact us using the details below.

We will review your complaint and respond within a reasonable time. If you are not
satisfied with our response, you may contact the Office of the Australian Information
Commissioner (“OAIC”).

12. Children’s Privacy

Our Website and Services are intended for business users and are not directed to
children under the age of 16.

We do not knowingly collect personal information from children. If you believe a child
has provided us with personal information, please contact us so we can take reasonable
steps to delete it.

13. Third-Party Websites

Our Website may contain links to third-party websites, platforms, or services. We are
not responsible for the privacy practices, content, security, or policies of third-party
websites.

We encourage you to review the privacy policies of any third-party websites or services
you visit or use.

14. Automated Decision-Making

Hospoware may use software, automation, or analytics tools to support service delivery,
account management, fraud prevention, marketing, reporting, and user experience
improvements.

Where any automated process uses personal information to make or substantially support
a decision that could significantly affect your rights or interests, we will provide
information about this where required by Australian privacy law.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business,
legal obligations, technology, or privacy practices.

The updated version will be published on this page with a revised Effective Date.
Your continued use of the Website or Services after any update means you accept the
revised Privacy Policy.

16. Contact Us

If you have questions, requests, or complaints about this Privacy Policy or how we
handle personal information, please contact us: