Introduction and Scope

orphenexivara Pty Ltd (ABN 34 567 123 890) operates orphenexivara.com and provides personnel management solutions across Australia. This privacy policy explains how we collect, use, store, and protect your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

We recognize that your privacy is important. This policy applies to all personal information we collect through our website, services, and any interactions you have with our company. By using our services, you consent to the collection and use of your information as described in this policy.

Information We Collect

We collect various types of personal information to provide our personnel management services effectively. The information we collect includes both data you provide directly and information gathered automatically through your use of our platform.

We also collect information when you communicate with our support team, participate in surveys, or attend our training programs. Financial information is collected only when necessary for billing purposes and is processed through secure, PCI-compliant payment systems.

How We Use Your Information

Your personal information enables us to deliver comprehensive personnel management services. We use your data for legitimate business purposes that directly relate to providing and improving our services.

Primary uses include managing your account, processing personnel data according to your instructions, providing customer support, and ensuring platform security. We also use aggregated, non-identifying information to analyze usage trends and improve our service offerings.

For marketing purposes, we only contact existing clients about relevant service updates or new features. We never sell your personal information to third parties, and we don't use your data for advertising purposes beyond our own service communications.

Data Security and Protection

We implement comprehensive security measures to protect your personal information from unauthorized access, disclosure, alteration, and destruction. Our security framework includes both technical and organizational measures designed to ensure appropriate protection.

Technical safeguards include encryption of data in transit and at rest, secure access controls, regular security assessments, and automated monitoring systems. We use industry-standard encryption protocols and maintain secure data centers with physical access controls.

Organizational measures include staff training on privacy and security requirements, background checks for personnel with data access, and incident response procedures. We regularly review and update our security practices to address emerging threats and maintain compliance with Australian privacy standards.

Despite these protections, no system is completely secure. We encourage users to maintain strong passwords and report any suspected security incidents promptly.

Data Retention and Deletion

We retain personal information only as long as necessary to fulfill the purposes for which it was collected or as required by Australian law. Our retention periods vary depending on the type of information and legal requirements.

When retention periods expire, we securely delete or anonymize personal information unless longer retention is required by law or for legitimate business purposes such as resolving disputes.

International Data Transfers

Your personal information is primarily stored and processed within Australia using local data centers and service providers. However, some processing may occur outside Australia when we use international service providers or cloud infrastructure.

When we transfer personal information internationally, we ensure appropriate safeguards are in place. This includes using service providers in countries with adequate privacy protections as recognized by Australian law, or implementing additional contractual protections such as standard contractual clauses.

Current international transfers may include cloud storage services in New Zealand and Singapore, and support services provided from our partners in Canada. All international transfers comply with Australian Privacy Principle 8 requirements.

Third-Party Relationships

We work with selected third-party service providers to deliver our personnel management platform. These relationships are carefully managed to ensure your personal information remains protected and is only used for legitimate business purposes.

Our third-party relationships include cloud hosting providers, payment processors, email service providers, and specialized HR technology partners. All third parties are required to maintain appropriate security measures and use personal information only as directed by us.

We conduct due diligence on all service providers and include strict privacy and security requirements in our contracts. Third parties are prohibited from using your personal information for their own marketing purposes or sharing it with other parties without authorization.

We don't sell personal information to data brokers, advertising networks, or other commercial third parties. Information sharing is limited to what's necessary to provide our services and comply with legal obligations.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance user experience, maintain security, and analyze platform usage. We use both essential cookies required for platform functionality and optional cookies for analytics and user preferences.

Essential cookies include session management, authentication, and security features. These cannot be disabled without affecting platform functionality. Optional cookies help us understand how users interact with our platform and improve our services.

You can control cookie settings through your browser preferences. Most browsers allow you to block or delete cookies, though this may affect some platform features. We provide clear information about our cookie usage and obtain consent where required by law.

We don't use third-party advertising cookies or tracking pixels for advertising purposes. Our analytics cookies are used solely to understand user behavior and improve our services.

Children's Privacy

Our personnel management services are designed for businesses and are not intended for individuals under 18 years of age. We don't knowingly collect personal information from children, and our platform includes age verification measures during account creation.

If we discover that we've collected personal information from someone under 18 without proper parental consent, we'll delete that information promptly. Parents or guardians who believe we may have collected information about their child should contact us immediately.

In some cases, our clients may process information about young employees (aged 16-17) through our platform. In these situations, we require our clients to ensure appropriate legal protections are in place and that the processing complies with employment and privacy laws.