Ultimate Business Systems

Updated - Jan 2025

Privacy Policy

Protecting your privacy and personal information is important to ULTIMATE BUSINESS SYSTEMS PTY LTD ABN 28 110 577 403 (referred to as “Ultimate Business Systems”, “we”, “our” or “us”). This Privacy Policy provides information about the personal information that we collect, and the ways in which we use, disclose and store the personal information that you provide to us. This Privacy Policy is in accordance with the Privacy Act 1988 (Cth) (“the Privacy Act”).

Please read this Privacy Policy before you provide any personal information to us. Your use of our website, products or services constitutes an acknowledgement that you have been made aware of our Privacy Policy.

Our Handling of Personal Information

Open and Transparent Management of Personal Information

Ultimate Business Systems have implemented practices, procedures, and systems to align our handling of Personal Information in accordance with applicable law, international standards, and best practice.

This Policy sets out how we provide for open and transparent management of Personal Information, to give you the ability to make informed choices about Ultimate Business Systems Services and to communicate with us.

Anonymity and Pseudonymity

As an individual, you can choose to remain anonymous (you cannot be identified and we do not collect your Personal Information), or you can choose to use a pseudonym (you can use a name, term or description that is different from your own) when dealing with us.

Circumstances where we give individuals the option to remain anonymous or to use a pseudonym include, for example, where individuals prefer not to be identified to avoid direct marketing, to keep their whereabouts and choices from others, or to provide their opinion anonymously.

Examples of circumstances where we will need to know the identity of the person that we are dealing with relate to employment, the provision of the Ultimate Business Systems Services, where identification is required or authorised by law, where a refund is requested, for dispute resolution, or where you are exercising one of your rights to your Personal Information.

If you do not provide us with Personal Information in the above circumstances, some or all of the following may happen:

  • we may not be able to provide our Services to you, either to the same standard or at all,
  • we may not be able to run competitions and promotions in a way that benefits you, and/or
  • we may not be able to provide you with information about products and services that you may want.

Collection of Personal Information

We may collect the following types of personal information:

  • First and last name,
  • Username and password,
  • Contact details (postal address, email address, telephone number),
  • Cookies and Diagnostic Data,
  • Services Data,
  • Usage Data,
  • Recordings of telephone calls, and
  • IP Address.

For our employment and recruitment purposes, in addition to the above, we also collect:

  • Contact details for next-of-kin,
  • Government issued ID and photographs,
  • Banking details and tax file numbers,
  • Qualifications, training and work history,
  • Criminal history, and
  • any other information you provide us which may include health information.

We may collect personal information from you when you:

  • Book a service via our website,
  • Use our web application,
  • Enquire about a product or service via our website,
  • Make an application for employment,
  • Deal with us over the telephone,
  • Sign up to our newsletters or other information publications,
  • Sign up for an event or trade show,
  • Email or write to us, and
  • Have contact with us in person.

You do not need to provide any information to us unless you elect to do so. However, if you choose not to provide certain types of personal information, we may not be able to provide the required services.

Using and disclosing personal information

We use the personal information you provide only for purposes consistent with the reason you provided it, or for a directly related purpose.

We may use your personal information to:

  • Provide you with products and services including our web application,
  • Respond to enquiries for services,
  • Supply and support the software,
  • Record telephone calls for quality assurance,
  • Send you marketing communications (you can advise us at any time if you decide not to receive marketing communications),
  • Contact you to assist us to improve our products and services (e.g. surveys),
  • Maintain our internal records and administrative purposes,
  • Comply with our legal obligations and resolve any disputes that we may have,
  • Remember information so you don’t have to re-enter it during your visit to our website,
  • Conduct our business, generate content and provide customer support and payment options (including updates and improvements),
  • Verify information for accuracy or completeness,
  • Monitor metrics,
  • Use anonymised data to improve our Services,
  • Process transactions to which you are a party,
  • Resolve disputes and to identify, test and resolve problems,
  • Conduct internal human resourcing, and

Any other purpose made known in this Policy or any other policy.

We may disclose your personal information to our service providers (such as specialized information technology companies and mail houses), agents, contractors or related companies for these purposes. In this case, the service provider, agent, contractor or related company will be obligated to use that personal information in accordance with the terms of this Privacy Policy.

We will not disclose your personal information to overseas recipients; however, we use third parties to conduct our day-to-day business who store information the United States.

In addition to the disclosures reasonably necessary for the purposes identified above, we may also disclose your personal information:

  • if you have consented to that disclosure (for example at the time you provided to us your personal information); or
  • to the extent that we are required to do so by law, in connection with any legal proceedings or prospective legal proceedings, and in order to establish, exercise or defend our legal rights.

We will not sell, rent or trade your personal information to or with third parties.

Dealing with Unsolicited Personal information

Personal information is sometimes provided to us in circumstances where we have not requested it. In these circumstances, we will usually destroy or de-identify the Personal Information as soon as practicable if it is lawful and reasonable to do so, unless the unsolicited Personal Information is reasonably necessary for, or directly related to, our functions or activities.

Notification of the Collection of Personal Information

This Policy, other legal notices published on our website and our email disclaimer are our way to ensure that individuals know about the Personal Information that Ultimate Business Systems collects and our reasons for doing so. We will inform individuals about the Personal Information we collect before we collect it or at the time we collect it.

In exceptional circumstances where this does not happen, for example, when we receive unsolicited Personal Information which we decide to retain, we will inform individuals as soon as reasonably possible (at the latest within one (1) month) after the collection of Personal Information.

Direct Marketing

When we provide a Service, we ask for consent to communicate directly with the individuals concerned in order to provide their Personal Information and to promote our Services through direct marketing communications.

Whenever we do, we allow individuals to opt-out of receiving direct marketing notifications.

Where we use your data for direct marketing, we will ensure that it is in compliance with applicable laws. You will always be provided with an easy means of withdrawing your consent to Ultimate Business Systems processing your Personal Information. When you request us to stop communicating with you, we will comply with that request.

Where you are an employee of a customer, we may be required to send you emails for legitimate reasons including but not limited to billing, reminders and verification purposes.

We do not disclose, sell, or share Personal Information to third parties for direct marketing purposes.

Cross-border Disclosure of Personal Information

Information that we collect may be stored, processed in, or transferred between parties located in countries outside of Australia, including our related bodies corporate and third-party service providers located overseas for some of the purposes listed in this Policy. These countries may include, but are not limited to the USA.

Adoption, use or Disclosure of Government Identifiers

We do not adopt, use, or disclose government identifiers of an individual as our own identifiers.

We use and disclose government identifiers such as Australian Tax File Numbers, or a UK Unique Taxpayer Reference, for example, for human resource purposes, providing Business Process Outsourcing services and where required or authorised by law.

Quality of your Personal Information

We are committed to taking reasonable steps to ensure that the Personal Information we collect, hold, use, and disclose is done so having regard to:

  • the purpose of the use or disclosure,
  • the accuracy of the information,
  • the currency of the information,
  • the completeness of the information, and
  • the relevance of the information.

Where we collect that information from individuals directly, we rely on you to supply accurate information and to please let us know if changes or corrections need to be made to the information. Our contact details are at the end of this policy and also on our website.

Security of Personal Information

  • We will use reasonable steps to process Personal Information securely and maintain appropriate technical and organisational measures to protect the Personal Information we process and hold from:
  • unauthorised access (by someone that is not permitted access the information),
  • misuse (wrong or improper use),
  • modification (alteration by someone that is not permitted to do so, or who acts beyond the scope of their authority to modify Personal Information),
  • interference (access even where the content is not necessarily modified),
  • unauthorised disclosure (where Personal Information is released from our effective control without authority), and/or
  • loss (accidental, inadvertent, misplaced Personal Information).

We will store all the personal information you provide electronically on our secure services or in physical format in our offices which are protected by physical access controls.

Some of our processing includes the use of third-party systems., Because of this, we endeavour wherever required under the applicable law to bind third party service providers through appropriate legal agreements. We also control access to information and transmission of information through the use of pre-authorised user accounts with restricted access privileges as well as other security measures.   However, the transmission of information via the Internet is not completely secure and prone to error. We will do our best to protect your personal information. We cannot guarantee the accuracy or security of your personal information; any transmission is at your own risk. Once we receive your information, we will use our best endeavours to use security features to try to prevent unauthorised access.

Cookies

This website uses cookies to support administrative and content management functions and to store viewing preferences for website areas where website content display can be customised. However, no personal information is collected.

When you visit this website, we compile data that records and logs your visit with the following information collected strictly for statistical purposes only.

  • User’s server address.
  • Date and time of the visit to the site.
  • Pages accessed and documents downloaded.
  • Search words used.
  • Previous site visited.
  • Type of browser used.

This information is analysed regularly to determine the website’s usage statistics. No attempt will be made to identify users.

Other websites

We may provide hyperlinks or pointers to other websites maintained by third parties. The links to third party websites are provided for your convenience and information only. The content in any linked website is not under our control so we are not responsible for the content, including any further links in a third-party site. If you decide to access any of the third-party sites linked to this website, you do this entirely at your own risk.

Website content is for your convenience and information only

The ultimate Business Systems website is provided to you without charge as a convenience and for your information only. By providing access to our website content, we do not warrant or represent, and you should not assume, that the content on this website includes all information pertaining to us or that such content represents the most current and up-to-date information that is publicly available with respect to us.

Notifiable Data Breaches

We take data breaches very seriously.

We will endeavour to meet the relevant deadline as imposed by the Privacy Act to report any data breach to the Office of the Australian Information Commissioner (OAIC) where a data breach occurs that will likely be a risk to you.

Further, where there is likely to be a high risk or serious risk to you or your rights, we will endeavour to contact you without undue delay. We will review every incident and take action to prevent future breaches.

If you suspect or become aware of a breach or an impending breach, please contact us as a matter of urgency.

Accessing or correcting the personal information which we have collected about you

You may request at any time to access any personal information which we may have about you by contacting us. We will provide you with the information you have requested (if required to under the Privacy Act) provided that you have:

  • provided sufficient proof of identity; and
  • in the case of unusual or particularly onerous requests, you have paid us a reasonable access fee as requested by us.

If the information we previously collected from you is out of date or incorrect, you can contact us and we will correct it.

Updating this Privacy Policy

We may update this Privacy Policy by posting a new version on this website.
You should check this website occasionally to ensure you are familiar with any changes.

Further information/complaints

If you would like any further information or wish to make a complaint, please contact our Privacy Officer.
We will respond to any complaint as soon as possible but within 15 working days to let you know who is responsible for managing your complaint. We will try and resolve your complaint within 25 working days but if this is not possible, we will let you know.

Our Privacy Officer can be contacted at:

Ultimate Business Systems PTY LTD – Updated January 2025
152 Highbury Road,
Burwood Victoria 2134
|Phone: +61 3 9012 6677
Email: info@ultimate.net.au