1. Introduction
This Privacy Policy explains how PTPivot Pty Ltd (ABN 77 701 804 793) of Hawthorn East, VIC 3123 ("PTPivot", "we", "us", "our") collects, holds, uses, and discloses personal information in connection with the PTPivot platform (the "Service") and our website at ptpivot.au. We are committed to handling personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
PTPivot is a business-to-business (B2B) platform. In most cases, the businesses that subscribe to the Service ("Customers") are themselves responsible, as data controllers under their own privacy obligations, for the personal information of their own personnel that they choose to enter into the Service (for example, in timesheets or project records). This Policy explains our role as the platform provider and our own handling of personal information.
2. What Personal Information We Collect
2.1 Information from Customer account holders and Authorised Users
- Name, email address, phone number, and job title/role.
- Login credentials and account activity (e.g. login times, actions taken within the Service).
- Billing contact details and, where applicable, billing/payment information.
2.2 Information entered by Customers about their own personnel
- Where a Customer uses modules such as Weekly Timesheets or role-based project records, it may enter personal information about its workers (e.g. foremen, depot staff) such as names, hours worked, and role — this information is entered and controlled by the Customer, and we process it on the Customer's behalf.
2.3 Technical and usage information
- IP address, browser and device information, and usage/log data collected automatically when the Service or website is used.
2.4 Support and correspondence
- Information provided when contacting us for support, including the content of support requests.
3. How We Collect Personal Information
We collect personal information directly from Customers and their Authorised Users when they register for, configure, or use the Service, contact support, or communicate with us. We also collect technical information automatically through the operation of the Service and our website (e.g. via standard server logs and, on our marketing site, analytics tools). We do not knowingly collect personal information from third parties other than as set out in this Policy.
4. Why We Collect, Hold, Use and Disclose Personal Information
We collect, hold, use, and disclose personal information to:
- provide, operate, maintain, and secure the Service, including multi-tenant access controls that keep each Customer's data separate;
- create and administer Customer accounts and manage the subscription relationship, including billing and invoicing;
- provide customer support and respond to enquiries;
- maintain the security and integrity of the Service, including detecting and preventing fraud or misuse;
- improve and develop the Service, including diagnosing technical issues;
- comply with our legal and regulatory obligations; and
- with consent, send product updates or marketing communications, which recipients may opt out of at any time.
5. Disclosure of Personal Information
We do not sell personal information. We may disclose personal information to:
- our cloud hosting and application infrastructure providers, to the extent necessary to provide the Service (see section 6, Overseas Disclosure);
- payment processors, to the extent necessary to process subscription payments;
- professional advisers (e.g. our accountants or lawyers), bound by confidentiality obligations;
- a third party in connection with a business transaction such as a merger, acquisition, or sale of assets, subject to appropriate confidentiality protections; and
- regulators, law enforcement, or other parties where required or authorised by law.
Where a Customer chooses to export data from the Service for import into a third-party system (for example Xero, MYOB, or Cheops), that export is initiated by the Customer, and the Customer's use of the exported data in that third-party system is governed by that Customer's own arrangements with the relevant provider, not by us.
6. Overseas Disclosure
The Service is hosted using third-party cloud infrastructure and application platform providers. Personal information may as a result be stored or processed on servers located outside Australia. Where personal information is disclosed to overseas recipients, we take reasonable steps to ensure those recipients handle it consistently with the Australian Privacy Principles, including through contractual protections where appropriate.
7. Data Security
We implement technical and organisational measures designed to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure, including tenant-level data separation within the multi-tenant platform and access controls tied to Authorised User roles. No system can be guaranteed completely secure, and we encourage Customers to use strong, unique passwords and to promptly deactivate access for personnel who no longer require it.
If we become aware of a data breach involving personal information we hold, we will promptly investigate and take steps to contain it. Where the breach is likely to result in serious harm to affected individuals, we will, where required by the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act 1988 (Cth), notify the affected individuals and the Office of the Australian Information Commissioner (OAIC). Where the personal information is Client Data entered by a Customer, we will notify the affected Customer in accordance with the data breach provisions of our Terms of Service so that it can meet its own obligations.
8. Data Retention and Deletion
We retain personal information for as long as reasonably necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. Following termination of a Customer's subscription, Client Data (including any personal information within it) is retained for a limited period to allow export, after which it is deleted or de-identified in accordance with our Terms of Service, unless a longer retention period is required by law.
9. Access, Correction, and Complaints
Individuals may request access to, or correction of, personal information we hold about them by contacting us at support@ptpivot.au. We will respond within a reasonable period. Where the personal information in question was entered by a Customer about its own personnel (e.g. timesheet data), we may direct the request to that Customer, as the party best placed to action it.
If you have a complaint about how we have handled your personal information, please contact us at support@ptpivot.au in the first instance. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
10. Direct Marketing
We may send product updates or marketing communications to Customer contacts with their consent or as otherwise permitted by law. Recipients may opt out at any time using the unsubscribe mechanism in the communication or by contacting support@ptpivot.au.
11. Cookies and Website Analytics
Our website may use cookies and similar technologies to operate correctly and to understand how visitors use the site (e.g. analytics). Most browsers allow visitors to control or disable cookies through their settings.
12. Children's Privacy
The Service is a business tool intended for use by adult personnel of subscribing businesses in a professional capacity. It is not directed at, and we do not knowingly collect personal information from, children.
13. Changes to This Policy
We may update this Policy from time to time to reflect changes in our practices or legal requirements. The updated Policy will be posted at ptpivot.au with a revised effective date. Material changes will be notified to Customers by reasonable means (e.g. email or in-app notice).
14. Contact Us
For privacy questions, access or correction requests, or complaints, contact us at:
PTPivot Pty Ltd
Hawthorn East, VIC 3123
Email: support@ptpivot.au