1.       Introduction

Neologiq Pty Ltd (ABN 84 688 010 040) (Neologiq, we, us or our) recognises that the privacy of your personal information is important to you. At Neologiq, we take our privacy obligations seriously and are committed to ensuring that we handle personal information in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Privacy Act). This policy sets out how we collect, use, disclose and secure your personal information. It also sets out your rights, including your rights to access and correct your personal information. This policy covers all of our activities and personal information we handle, including the operation of our websites and our social media accounts on any platform, including Facebook, Instagram, LinkedIn (Neologiq Social Media).

2.       What personal information does Neologiq collect?

We may collect personal information including (but not limited to) the following: your title, name, address, gender, email address, telephone numbers, birthdate, occupation, qualifications, skills, transaction and payment details, and other information reasonably necessary for us to provide our services to you or which is otherwise reasonably necessary for us to carry out our functions and activities. We collect service-related information such as payment and transaction details for products and services you have purchased from us, your preferences for our services and your marketing preferences and your feedback and survey responses. We also collect digital information such as IP address and general location information derived from your IP address, search and browsing behaviour, website usage patterns and cookie preferences. If you apply for a job with us we may collect your employment history, professional experience, required authorisations and licences and professional registrations.

We handle sensitive information with extra care and protection, and we only collect this information with your consent or when legally permitted. We may collect sensitive information, including information that you choose to share with us regarding your disability, racial or ethnic origin, or sexual preferences. If we hold any sensitive information about you, that information will only be used and disclosed by us for the purpose for which it was provided by you, or otherwise in accordance with the Privacy Act.

3.       How we collect personal information

·        Directly from you when you: when you interact with us, contact us, fill out forms.

·        Automatically when you: visit our website, use our technologies, interact with our online services.

·        From third parties: service providers, business partners, public sources, government organisations and organisations or people authorised by you.

4.       Why we collect, hold, use and disclose personal information

We collect and use your personal information to run our business and provide our services as set out below.

Business operations

·        To manage our relationship with you as a customer or supplier

·        To process and deliver our products and services

·        To handle your inquiries, support requests, and communications

·        To maintain accurate records for billing and administration

·        To verify your identity when required or permitted by law

Communication and support

·        To respond to your questions and support requests

·        To communicate important updates about our services

·        To handle inquiries made through our website or platforms

·        To manage your participation in surveys, feedback sessions, or events

Service improvement

·        To conduct analytics and market research

·        To improve our business operations and services

·        To develop and enhance our applications and platforms

·        To understand how our services are used

Marketing and promotions

·        To send you promotional information about our services and events

·        To inform you about products or services that may interest you

·        To manage your marketing preferences

·        To run competitions, promotions, and special offers

·        To provide additional benefits to our customers

Employment purposes

·        To assess employment applications

·        To evaluate candidate qualifications

·        To manage professional certifications and licences

·        To maintain employment records

Legal and compliance

·        To comply with our legal obligations

·        To respond to court orders or legal processes

·        To maintain required business records

·        To fulfill regulatory requirements or reporting obligations

·        To protect our legal rights and interests or as authorised by law

5.       Cookies and Analytics

With the use of cookies, we may collect personal information about you when you access our website. Cookies are small files that store information on your computer, mobile phone or other device. They enable the entity that put the cookie on your device to recognise you across different websites, services, devices and/or browsing sessions. You can disable cookies through your internet browser. However certain aspects of our website may require the information collected by cookies to function and may not be available or perform optimally if the cookies’ function is disabled.

First-party cookies

The data we collect includes internet protocol (IP) addresses, browser type, web pages, operating system, date/time stamp. To collect this information, a cookie is set on your computer or device when you visit our website. Cookies contain a small amount of information that allows our web servers to recognise you.

Third-party cookies

We might also use other third-party services to provide you with services through our website. Our website contains links that lead to other websites. These services might set up their own cookies to remember you. If you click on these links, we are not held responsible for your data and privacy protection. Visiting those websites is not governed by this policy. Make sure to read the privacy policy documentation of the website you go to from our website.

We store information that we collect through First-party and Third-party cookies or other similar tracking technologies on our website that help us track your website usage and remember your preferences to customize our website to your needs.

We may record certain information about your use of our website, such as which pages you visit, the time and date of your visit, the type of browser software used, the internet protocol address assigned to your computer and the previous website from which you linked to our website.

You can manage these technologies by:

·        Adjusting your browser settings to block or delete cookies

·        Using privacy-focused browser extensions

·        Configuring your email client to block images

·        Using our cookie preference settings

Note: Blocking all cookies may affect website functionality and your user experience.

Google Analytics

We use Google Analytics to understand how people use our website. This involves cookies that collect information about your browsing activity. You can opt out of Google's advertising features through your Google account settings, browser add-ons, or your device's privacy settings. Google provides various tools and options to control how your data is used for advertising purposes. You can learn more about how Google uses your data and your available options on Google's privacy pages.

Meta advertising tools

We use Meta's advertising tools (such as Meta Pixel) to understand how our ads perform and to show you more relevant advertisements on Meta platforms like Facebook and Instagram when you visit our website or app. You can manage whether we connect information from our website with your Meta account for advertising purposes by adjusting your settings within your Meta account preferences.

6.       When you sign in with another account (Like Google)

What we collect

When you use single sign-on to connect with us, we'll receive personal information from that provider based on your privacy settings with them. This may include your name, username, profile picture, and other details you've chosen to share.

How we use it

We use this information to create your profile on our platform and give you access to our services.

Your rights

If you connected through Facebook, you can ask us to delete the personal information we received from Facebook. To do this, email us at our email below and tell us what information you'd like deleted. If we can't delete certain information, we'll explain why.

7.       Use and Disclosure of Personal Information

We will only use or disclose your personal information for the purpose for which it was collected, for another, related purpose for which you would reasonably expect us to use it, or for any other purpose with your consent (whether express or implied) or as otherwise permitted by law.

We may from time to time send you marketing material that we consider may be useful to you, including information about our organisation. If you do not wish to receive this information, you can let us know and we will not send it to you.

Depending on the purpose of collection, your personal information may be disclosed to:

Service providers

·        IT service providers

·        Data storage providers

·        Web hosting and server providers

·        Payment processors

·        Marketing and advertising providers

·        Analytics providers

Professional advisers

·        Bankers

·        Auditors

·        Insurers and insurance brokers

·        Legal advisers

Business partners

·        Our existing or potential agents

·        Our business partners or contractors

Corporate transactions

·        If we merge with or are acquired by another company, or sell our business assets:

·        Your information may be disclosed to our advisers

·        Your information may be disclosed to the potential purchaser's advisers

·        Your information may be included in the transferred assets

Legal and regulatory bodies

·        Courts and tribunals

·        Regulatory authorities including as required for reporting obligations

·        Law enforcement officers

Other parties

·        Third parties you have authorised

·        Emergency services when necessary

·        Any other parties as required or permitted by law

8.       Overseas disclosure

Storage and access

We store your personal information in Australia. Given the nature of our business, we are likely to disclose your personal information to recipients in the United States of America and Europe or other overseas locations in these circumstances:

·        When our service providers are located overseas

·        When we work with overseas business partners

·        When using cloud-based services or data storage solutions

Our approach to overseas disclosure

Before disclosing your personal information overseas, we take reasonable steps to ensure that the recipient treats your information in accordance with applicable law by only sending what is necessary, requiring recipients to protect your information through contractual agreements which require the recipient to comply with the privacy standards in applicable law or through other mechanisms that provide comparable safeguards and by monitoring how recipients handle your information.

9.       Security of your personal information

We hold your personal information in a number of different formats, including software programs (located both onsite and offsite, including in the cloud), databases, filing systems and in offsite backup storage. Personal information held by us may be stored in email accounts that are accessible through mobile devices.

We use multiple layers of security to protect your information.

Technical safeguards

·        Enterprise-grade encryption for data storage and transmission

·        Regular security testing and monitoring

·        Automated threat detection systems

Operational security

·        Staff training on security and privacy

·        Strict access controls based on job requirements

·        Regular security audits and incident response procedures testing

Physical security

·        Secure premises with controlled access

·        Secure disposal of physical documents

·        Equipment security protocols

Public information

Please note that any information you choose to share publicly on online platforms (such as comments or reviews) can be accessed and used by others. We cannot control or protect information that you make publicly available.

10.    How long we keep your information

We keep your personal information only as long as we need it for the purposes we collected it, or as required by law. When we no longer need it, we securely destroy or de-identify it.

11.    Your privacy rights and choices

Providing information

You can choose whether to provide personal information to us, however, if you don't provide certain information, we may not be able to provide some services. Let us know if you don’t want to provide information and we will let you know when information is required versus optional.

Access to your information

At any time, you may request access to personal information about you that we hold by contacting us and we will process your request within a reasonable time. We will generally give you access to your personal information, and if we do not, we will take reasonable steps to meet your needs (for example by letting you know generally the kind of information we hold about you). We will also give you the reasons why your request has been refused and advise you on avenues to make a complaint. We may charge a reasonable administrative fee for providing access and if we cannot provide access, we will explain why and explore alternative ways to share relevant information.

Correction of your Personal Information

You should promptly notify us if there are any changes to your personal information. You can ask us to correct any information that is inaccurate, out of date, incomplete, irrelevant or misleading and we will take reasonable steps to correct your information promptly. If we cannot make the correction, we will explain why and discuss alternatives. You can ask us to add a statement to your information noting your requested correction.

Marketing communications

You can opt-out of receiving marketing communications at any time. Each marketing communication will include an unsubscribe option. You can change your marketing preferences by contacting us. We will process your request as soon as practicable.

12.    Complaints and asking about your rights

Please notify us if you have any complaints relating to our handling of your personal information. We will investigate all complaints and respond to you within a reasonable time and in accordance with our legal obligations. We set out the steps below to contact us about your rights and or to make a complaint.

Step 1: Contact our privacy officer

·        Email: chris@neologiq.ai

·        Phone: 1300 465 517

·        Post: 45 Dove Street, Cremorne VIC 3121

What to include:

Your full name, contact details, clear details about your request or complaint, and any relevant dates or reference numbers.

Step 2: Our response

We will:

·        Verify your identity before processing your request

·        Investigate thoroughly (for complaints) or process your request (for rights)

·        Respond to you in writing within reasonable timeframes

·        Explain what actions we will take and keep you updated on progress

·        Not charge you for making a request (except for reasonable access fees if applicable)

·        Help you understand and exercise your rights

Step 3: If you're not satisfied (complaints only)

If you're not satisfied with our response to your complaint, you can:

·        Ask for a review by our senior management, or

·        Contact external bodies: Office of the Australian Information Commissioner (Phone: 1300 363 992, Website: www.oaic.gov.au)

This is the same process whether you want to access your information, correct mistakes, change marketing preferences, or make a complaint about our privacy practices.

13.    Artificial Intelligence (AI) Technologies

Overview

We use artificial intelligence and machine learning technologies in our business operations and services, including AI tools provided by third parties. We only use these technologies when legally permitted and necessary for our business.

How we use AI

We may use AI technologies to:

·        Conduct analysis and data processing

·        Generate and modify content and coding

·        Improve and optimise our services and operations

·        Automate routine tasks and communications

·        Personalise your experience with our services

·        Support quality assurance processes

·        Assist with customer support and queries

·        Data protection and security

When we work with third-party AI providers, we ensure they handle your personal information in accordance with privacy laws through contractual requirements and appropriate safeguards.

Your rights and our commitments

Any information generated or inferred about you by AI technologies is treated as personal information, and you maintain all the rights outlined in this privacy policy. When using AI with your personal information, we commit to:

Transparency and control

·        We'll inform you when AI is used to make decisions that may significantly affect you

·        We maintain human oversight and review of significant AI-generated decisions

·        Our staff are trained to understand AI limitations and verify outputs before relying on them

·        We implement processes to verify the accuracy of AI-generated outputs

Security

·        We use appropriate technical and organisational measures to maintain the security and integrity of your personal information

·        We regularly test and monitor AI outputs for accuracy and reliability

Risk mitigation

·        We regularly assess and document risks associated with using AI to process personal information

·        We implement appropriate measures to address these risks

·        We continuously monitor AI performance and regularly review their impact

14.    Policy Modification

We may update this policy at any time by posting the revised version on our website. We recommend that you review our website regularly to stay current with any policy changes.