Privacy Policy

Last updated: 15 January 2025

Introduction

MyZentient (“the platform”), operated by Zentient Consulting Pty Ltd (“we”, “our”, or “us”), is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and protect your personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

Information We Collect

Personal Information

We collect the following types of personal information:

• Name and contact details (email address, phone number)
• Professional information (job title, team, role)
• Organisation details
• Login credentials
• System usage data and activity logs
• Training and digital literacy assessments

Technical Information

We automatically collect:

• Device information
• IP addresses
• Browser type
• System logs
• Usage patterns within the platform

How We Use Your Information

We use your personal information for:

• Providing and managing our IT management services
• User authentication and access control
• Communication about service updates and changes
• Training and development tracking
• System administration and security
• Analytics to improve our services
• Compliance with legal obligations

Data Storage and Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Secure password hashing
• Encryption of sensitive data
• Role-based access controls
• Regular security audits
• Secure database management

Your data is stored in Australia and we ensure compliance with Australian data protection requirements.

Sharing Your Information

We may share your information with:

• Your organisation’s administrators (limited to organisation-specific data)
• Third-party service providers (under strict confidentiality agreements)
• External help providers (for support ticket resolution)
• Government authorities (when legally required)

We do not sell your personal information to third parties.

Your Rights

Under the Australian Privacy Principles, you have the right to:

• Access your personal information
• Correct inaccurate information
• Request deletion of your information (subject to legal requirements)
• Withdraw consent for optional data processing
• Lodge a complaint about privacy breaches

Data Retention

We retain your personal information in accordance with the Australian Privacy Principles and our data retention policies:

Account Status and Retention

Organisational Accounts:

• Accounts remain active while connected to at least one organisation
• When an account is removed from all organisations, the user will be given the option to:
  • Convert to a personal account
  • Delete their account
• If no action is taken within 30 days of disconnection from all organisations, the account may be archived or de-identified

Personal Accounts:

• Personal accounts remain active with any sign-in activity within a 2-year period
• After 2 years of inactivity:
  • Users will be notified and asked to confirm their account status
  • Accounts can be maintained by simply signing in
  • Accounts may be archived or de-identified if no response is received

Other Data

• Audit logs: Retained as required for security and compliance purposes
• Training records and earned credentials: Retained indefinitely to support long-term professional development verification
• Support tickets: Retained for 2 years from resolution for service quality and audit purposes
• Survey responses and feedback: De-identified after 2 years
• System logs: Retained for 90 days for security and troubleshooting purposes

We may retain information for longer periods if:

• Required by law
• Necessary for legitimate business purposes
• Part of ongoing legal proceedings
• Requested by you

You can request information about the retention of your specific data by contacting our Privacy Officer.

International Data Transfers

If we transfer your data internationally, we ensure:

• Compliance with Australian privacy laws
• Appropriate data protection agreements
• Secure transfer mechanisms
• Protection of your privacy rights

Cookies and Tracking

We use cookies and similar technologies to:

• Maintain your session
• Remember your preferences
• Analyze platform usage
• Improve our services

You can control cookie settings through your browser preferences.

Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes through:

• Email notifications
• Platform announcements
• Website updates

Contact Us

For privacy-related inquiries or to exercise your privacy rights, contact our Privacy Officer at:

• Email: legal@zentient.org
• Phone: +61 405 864 781
• Address: Bloom Lab, 2 Park Road, Crawley WA 6009

Complaints

If you have concerns about how we handle your personal information:

1. Contact our Privacy Officer
2. If unresolved, lodge a complaint with the Office of the Australian Information Commissioner (OAIC)

Additional Information

For more information about privacy protection in Australia, visit the OAIC website: www.oaic.gov.au