Apteco is as concerned as you are about the privacy of any personal information that you may provide to us, both through this website and via other business activities you undertake with us.

This privacy policy is issued under the Privacy Act and the Australian Privacy Principles

Our details

Apteco Australia Pty Ltd
Level 2
99 Macquarie Street
Sydney
NSW 2000
Australia

ABN 49 618 369 403

Data Protection Officer: Ade Ewart

Contact email address: data.privacy@apteco.com.au 

You can contact us by writing to the head office address given above, by using our website contact form, by email to data.privacy@apteco.com.au or by telephone on +61 (0) 2 8355 2524.

Marketing communications – Opt Out

If at any time you want to opt-out of receiving marketing messages from Apteco then please email data.privacy@apteco.com.au confirming the relevant email address and contact details. We mainly send marketing communications via email and we will always give you the opportunity to unsubscribe from our emails by providing an unsubscribe link. Simply click on the unsubscribe link at the bottom of the email to update your preferences.

Our promise to you

We promise not to bombard you with emails! If you subscribe to our blog you will get notified about new blog posts, which are usually every couple of weeks. We publish a monthly newsletter, although it may be less frequent. Occasionally we might also let you know if we are holding an event or webinar that we want to invite you to, or if we have a new free eGuide for you to download. Our approved partners will receive a quarterly update email and more communications about partner specific events, new product features and software release notification updates.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 7 February 2023.

Should the purposes for which Apteco Australia Pty Ltd holds, uses or processes your personal information change in any way, you will be notified of such changes at the bottom of this page. You agree to accept notification in this manner if you post any data through this website or with Apteco.

What information do we collect & why?

We process your personal data on the basis that it is necessary for our legitimate interests in promoting and marketing our products and services, and for the reasons listed below. Note that we are a business to business organisation, which means we license our products and services to other organisations (not to consumers) and therefore much of the data we process is related to your place of work, including your name, job title, company name / address, company phone number, business email address, IP address and the referring site you connected from. We prefer you to provide us with your corporate email but many provide other email addresses that may be personal. We protect company and personal information to the same standard.

By providing your name and email address and any additional information, you freely consent to Apteco Australia Pty Ltd, holding, using and processing your personal data for the operation of our business and for the purposes set out on this website and where necessary, the transfer from time to time of your personal data for these purposes to Apteco’s contracted partner / reseller companies wherever they may be located. Here is a link to our online directory of approved Apteco partners.

We may process your data for the following reasons:

  • Responding to enquiries, such as calls, emails or live online chat about our products and services
  • Promoting our products, services and events via calls, emails, direct marketing, social media and digital channels (for example using Facebook Ads Custom Audiences, Google Ads Customer Match, LinkedIn Ads Matched Audiences and Twitter Ads Tailored Audiences).
  • Understanding website, social media and offline activity to assess the success of marketing initiatives, inform relevant marketing communications and instigate conversations with our contracted partner channel
  • Registering and managing users and recipients of shared resources from the free of charge trial versions of our software
  • Managing customer and potential customer account activity, agreements, training and event bookings, including email, written and verbal communications
  • Administering financial activity, such as invoicing communications and supplier payments
  • Performing legal obligations under a contract with an organisation you may work for
  • Recording the software licences issued to the organisation you work for and checking your use of the software remains within the terms of the licence
  • Carrying out recruitment activities to evaluate and select candidates
  • Managing employees
  • Managing visitors and fire evacuation procedures at our offices

We use a third-party provider to deliver most of our email marketing communications. We gather statistics and individual details around email opening and clicks using industry standard technologies (such as by embedding an invisible one pixel image) to help us monitor and improve our emails. You can control whether we can track your email opens by:

  • Electing to view all emails as plain text
  • Restricting the automatic download of HTML email images. Note: we will be able to record an email as opened if you manually download the images
  • Using an organisational or corporate policy that filters images on all incoming emails

On our free trial and training systems, telemetry is used automatically to gather anonymous data on the use and performance of our application. No personally identifiable information is collected via telemetry.

How do we obtain your personal data?

This website (www.apteco.com.au) contains forms that allow you to submit your contact details. These forms allow you to submit an enquiry, watch a product video, trial our software or request a product demonstration. There is an opt-in option to receive more information about Apteco’s products and services by email on these forms. If you don’t opt-in then we won’t send you our marketing emails in the future, but you will receive emails in relation to your enquiry.

We also offer free downloads of useful resources, such as trend reports, white papers and eguides. If you submit your details to obtain a free report then this will be emailed to you. You will be able to opt-out and manage your marketing preferences via a link in this email.

We use cookies on this website that allow us to track your browsing behaviour. Once you have identified yourself by filling in one of our forms we are able to see when you have visited the site and the pages you have viewed. See the automated decision-making section below.

Sometimes we receive data from third parties. We use other organisations to promote our white papers / eGuides to a wider audience and we receive the details of those individuals who have downloaded our resources. We also sponsor events and this might include data on attendees being shared with Apteco. When entering into agreements that include third party data we will carry out reasonable checks to ensure that you are made aware that your data is going to be shared with us. 

Sometimes we acquire or license data from third party data suppliers or brokers to help us with our targeted acquisition marketing activity. When we acquire or license data we ensure that the data subjects are either opted in or not opted out of third party direct marketing, depending on the capabilities of the data supplier and the nature of their data collection.

We might also meet you face to face at an exhibition or conference, where we might scan your exhibitor badge or you may provide your business card. You might also attend one of our training courses or events.

You may choose to communicate to us via social media platforms, or you might contact us using more traditional methods, such as via email, phone or letter.

Our contracted partners may provide your details when they register potential sales activity with you.

Our contracted partners may provide your details when they place an order for a licence to entitle you to operate our software. We periodically gather anonymised usage data to determine whether your organisation has remained within the terms of your software licence.

If you apply for a job at Apteco.

Our contracted partners may include your details in a technical support request log file or in data sent to us for test purposes.

You may provide your details when visiting our offices.

Automated decision making – lead scoring

We use Hubspot and Ontraport to automatically apply lead scoring to our website visitors based on behaviour, such as eGuide downloads, frequency of visits and watch video form completions etc. (see below for more information on cookies). Once you reach a certain score and have completed one of our website forms that provides us with your email address we will manually review your information. We will then decide whether to contact you directly or pass your information to one of our contracted partners. Note that Apteco Australia Pty Ltd does not license software directly and our partners are responsible for building, managing and hosting systems using our technology. We have been licensing the Apteco Marketing Suite™ for many successful years exclusively using our partner / reseller channel, and it allows us to focus on what we do best – developing world class software!

Data retention

We will only store your data for as long as we need to fulfil the data processing requirements detailed above and to comply with the law. We keep staff and customer records for seven years after the end of contract. Details of unsuccessful recruitment candidates are kept for one year. We keep prospective user data for four years after your last enquiry to allow time for the sales process. We keep personal data sent to us in technical support requests and test data for one year after the support topic is closed.

Our data backups & archives

We keep regular and long-term backup copies of all our data for IT security. We treat these copies as confidential information and do not allow access to any personal data on the backup. We overwrite these backups in a fixed cycle.

Who has access to your data?

Your personal data will only be seen and used by employees of Apteco and any necessary contracted suppliers e.g. website developers, auditors etc. We ensure all contractors and suppliers working for Apteco have confidentiality agreements in place. 

Because our support operations are based in the UK, if you contact us for support your information will be transferred to the UK. It is handled in the UK in compliance with UK privacy and data protection laws.

Confidentiality and security of your data

Apteco take your data security seriously and will do everything we can to ensure that the information we hold about you will be kept safe and secure. We use your information with our partners only to the extent necessary to fulfil our commercial response to your enquiries. Apteco do not sell any personal information supplied by you to any third party.

Our data processing is primarily in the UK and the EEA in compliance with GDPR standards. We rely on the European Commission's recognition announced on 28 June 2021 of the UK GDPR as adequate, meaning no further safeguards are needed for data transfers from the EEA to the UK. Similarly we rely on the UK Government decision that transfers of data from the UK to the EEA are permitted.

In order to process and store your data, we may use third party software providers situated, or with servers in countries outside the UK and the EEA (such as the USA) that have different regulations regarding data protection. However, we will ensure that contractual or other safeguards are in place to ensure that your information is adequately protected. We have Standard Contractual Clauses (SCC) with the majority of our data processors. We are actively working on the SCC agreements with the remaining data processors.

Your data and rights

Below is a list of your rights regarding the personal data we process. Email any request regarding your personal information to our data protection officer Ade Ewart at data.privacy@apteco.com.au. 

Your personal information – access request

You are entitled to know if we process your personal information and request a copy of the details we hold. 

Data rectification – correcting mistakes

You are entitled to instruct Apteco to correct any personal information that is incorrect.

Stop data processing

You are entitled to request that we stop processing your personal data.

Stop direct marketing

You are entitled to object to the processing of your personal data for the purposes of direct marketing.

Data portability – moving data

Under appropriate circumstances you are entitled to request that the personal information we hold is shared with another organisation. For example, you might want to transfer your licensing information to an alternative Apteco approved partner / reseller. 

Right to erasure

You are entitled to request that we erase the personal data that we hold. 

Object to profiling & automated decision making

You are able to object to the use of your personal information for profiling or automated decision making.

Right to complain - Office of the Australian Information Commissioner (OAIC)

If you are not happy with the way Apteco Australia Pty Ltd processes your personal information then you can report a concern to the OAIC. Visit https://oaic.gov.au for more information.

Our use of cookies

Cookies are small text files that can be used by websites to make a user's experience more efficient. For more information about how this site users cookies and to change or withdraw your consent visit our cookie declaration page.

Registered trademarks

FastStats® is a UK Registered Trademark of Apteco Ltd. PeopleStage™ is a EU Community Registered Trademark of Apteco Ltd. Other trademarks are property of their respective owners. FastStats technology is protected by US patent 7,200,607.

Changes made to this policy

26/06/2018 - Added IP address and referring site to what information we collect

08/06/2018 - Added live online chat to data we may process

07/08/2018 - Added support requests as a data source and added one year retention period for personal data in support requests

08/08/2018 - Added "/ resellers" to "What information do we collect and why?" section, to clarify that we pass data to our resellers

08/02/2019 - Added Google Dynamic Remarketing to Google cookies section

08/02/2019 - Added Cookie Consent to cookies section 

01/04/2019 - Added digital and social media advertising tools to the "We may process your data for the following reasons" section

20/04/2019 - Updated policy to be in line with the UK GDPR compliant Apteco privacy policy and to reflect practices relating to Apteco Australia Pty Ltd

28/05/2019 - Added further details of data gathered from software licensing

04/02/2020 - Added office visitor details

12/03/2020 - Added software trials to "How do we obtain your personal data?" section and confirmed that emails will be sent in response to an enquiry.

07/04/2020 - Updated cookie section to link to new cookie declaration page

09/06/2020 - Note added about telemetry on our trial and training systems

09/06/2020 - Registering and managing trial system users added as additional reason for processing data

25/09/2020 - Added events and events bookings to the reasons we may process your data and how we obtain your personal data sections

01/03/2021 - Clarification regarding Privacy Shield, SCC and Brexit data adequacy agreement

01/03/2021 - Additional explanation around the use of pixel tracking to monitor email opens

20/04/2021 - Explanation that support information will be transferred to the UK

10/01/2023 - Details regarding acquisition or licensing of data from third party data suppliers or brokers.

07/02/2023 - Updated data security section to acknowledge the European Union's recognition of the UK GDPR as adequate.