Hexicom Software Privacy Policy

Hexicom Software (Hexicom) takes privacy very seriously and our policy was last updated in October 2014. We’ve updated our privacy policy (Policy) to ensure that we communicate to you, in the clearest way possible, how we treat personal information. We encourage you to read this Policy carefully. It will help you make informed decisions about sharing your business information with us.

The defined terms in this Policy have the same meaning as in our Customer Agreement which you should read together with this Policy. By accessing our system and using our service, you consent to the terms of this Policy and agree to be bound by it and our Terms of Use.

Hexicom collects your business information

Hexicom Software is a provider of cloud management software and we aim to provide great solutions to your business workflow requirements. Our service involves the storage of data about your company, your customers, suppliers and the individuals within them. That data can include personal information. “Personal information” is information about an identifiable individual, and may include information such as the individual’s name, email address, and telephone number. It could in some instances include their bank account details or credit card details and other commercially sensitive information.

Hexicom Software may collect personal information directly from you when you:

  • Enquire about using our service
  • use the software
  • contact our support team
  • visit our website

You can always choose not to provide your business and personal information to us, but it would mean that we are unable to provide you with the service through our software.

Hexicom may receive personal information from you about others

Through your use of the service, Hexicom may also collect information from you about someone else. If you provide us with personal information about someone else, you must ensure that you are authorised to disclose that information to us and that, without Hexicom taking any further steps required by applicable data protection or privacy laws, Hexicom may collect, use and disclose such information for the purposes described in this Policy.
This means that you must take reasonable steps to ensure the business or individual concerned is aware of and/or consents to the various matters detailed in this Policy, including the fact that their business or personal information is being collected, the purposes for which that information is being collected, the intended recipients of that information, the individual’s right to obtain access to that information, Hexicom’s identity, and how to contact Hexicom.

Where requested to do so by Hexicom, you must also assist us with any requests by the individual to access or update the personal information you have collected from them and entered into the service.
Hexicom collects, holds, and uses your business and personal information for limited purposes
Hexicom collects your business and personal information so that we can provide you with the service and any related services you may request. In doing so, Hexicom may use the personal information we have collected from you for purposes related to the services including to:

  • verify your identity
  • administer the service
  • notify you of new or changed services offered in relation to the service
  • carry out marketing or training relating to the service
  • assist with the resolution of technical support issues or other issues relating to the service
  • comply with laws and regulations in applicable jurisdictions
  • communicate with you on a broad range of topics

By using the service, you consent to your business and personal information being collected, held and used in this way and for any other use you authorise. Hexicom will only use your personal information for the purposes described in this policy or with your express permission.

It is your responsibility to keep your password to the service safe. You should notify us as soon as possible if you become aware of any misuse of your password, and immediately change your password within the service or ask us to assist you if you are unsure how to do so.

Hexicom can aggregate your non-personally identifiable data

By using the service, you agree that Hexicom can access, aggregate and use non-personally identifiable data we have collected from you. This data will in no way identify you or any other individual.
Hexicom may use this aggregated non-personally identifiable data to:

  • assist us to better understand how our customers are using the service
  • provide our customers with further information regarding the uses and benefits of the service
  • enhance small business productivity, including by creating useful business insights from that aggregated data and allowing you to benchmark your business’ performance against that aggregated data
  • otherwise to improve the service

Hexicom holds your personal information on servers located outside of our offices in Australia or in other countries.
All data, including business, personal and non-personal information, that is entered into the service by you, or automatically imported on your instruction, is transferred to Hexicom’s servers as a function of transmission across the internet. By using the service, you consent to your personal information being transferred to our servers as set out in this Policy.

Currently our primary servers are located in Australia, primarily by Bitcloud, who are our hosting providers, and your business and personal information will be routed through, and stored on, those servers as part of the Service. Bitcloud complies with relevant aspects of the data protection laws in Australia. You should review Bitcloud’s privacy policy to ensure you are happy with it.

If the location of our servers change in the future, we will update this Policy. You should review our Policy regularly to keep informed of any updates. We are not required to proactively update you on any changes to our hosting arrangements.

By providing your business and personal information to us, you consent to Hexicom storing your personal information on servers hosted by a third party provider. While your personal information will be stored on servers provided by a third party provider it will remain within our effective control at all times. The server host’s role is limited to providing a hosting and storage service to Hexicom, and we’ve taken steps to ensure that our server hosts do not have access to, and use the necessary level of protection for, your personal information.

If you do not want your business and personal information to be transferred to a server located in a third party location you should not provide Hexicom with your personal information or use the service.

Hexicom takes steps to protect your business and personal information

Hexicom is committed to protecting the security of your business and personal information and we take all reasonable precautions to protect it from unauthorised access, modification or disclosure. Your personal information is stored on secure servers that have SSL Certificates issued by leading certificate authorities, and all Data transferred between You and the Service is encrypted.

However, the Internet is not in itself a secure environment and we cannot give an absolute assurance that your information will be secure at all times. Transmission of business and personal information over the Internet is at your own risk and you should only enter, or instruct the entering of, information to the service within a secure environment.

We will advise you at the first reasonable opportunity upon discovering or being advised of a security breach where your businesss and personal information is lost, stolen, accessed, used, disclosed, copied, modified, or disposed of by any unauthorised persons or in any unauthorised manner.

Hexicom only discloses your business and personal information in limited circumstances

Hexicom will only disclose the information you have provided to us to entities outside of the Hexicom group of companies if it is necessary and appropriate to facilitate the purpose for which your personal information was collected pursuant to this Policy, including the provision of the service.

Hexicom will not otherwise disclose your business and personal information to a third party unless you have provided your express consent. However, you should be aware that Hexicom is required to disclose your business and personal information without your consent in order to comply with any court orders, subpoenas, or other legal process or investigation including by tax authorities, if such disclosure is required by law. Where possible and appropriate, we will notify you if we are required by law to disclose your business and personal information.

The third parties who host our servers do not control, and are not permitted to access or use your personal information except for the limited purpose of storing the information. Staff and other system specialists who work on our systems and could potentially have access to data within it have all been briefed to ensure they are aware of the privacy policy and privacy requirements.

Hexicom does not store your credit card details

If you choose to pay for the service by credit card, your credit card details are not stored by the service and cannot be accessed by Hexicom staff. Your credit card details are encrypted and securely stored by PayPal to enable Hexicom to automatically bill your credit card on a recurring basis. You should review Paypals privacy Policy to ensure you are happy with it.

You may request access to your personal information

It is your responsibility to ensure that the personal information you provide to us is accurate, complete and up-to-date. You may request access to the information we hold about you, or request that we update or correct any personal information we hold about you, by setting out your request in writing and sending it to us.

Hexicom will process your request as soon as reasonably practicable, provided we are not otherwise prevented from doing so on legal grounds. If we are unable to meet your request, we will let you know why. For example, it may be necessary for us to deny your request if it would have an unreasonable impact on the privacy or affairs of other individuals, or if it is not reasonable and practicable for us to process your request in the manner you have requested. In some circumstances, it may be necessary for us to seek to arrange access to your business and personal information through a mutually agreed intermediary (for example, the Subscriber).

We’ll only keep your personal information for as long as we require it for the purposes of providing you with the service. However, we may also be required to keep some of your personal information for specified periods of time, for example in some jurisdictions under certain laws relating to corporations, money laundering, and financial reporting legislation.

Hexicom can use cookies

In providing the Service, Hexicom can utilise “cookies”. A cookie is a small text file that is stored on your computer for record-keeping purposes. A cookie does not identify you personally or contain any other information about You but it does identify Your computer.

We and some of our affiliates and third-party service providers may use a combination of “persistent cookies” (cookies that remain on your hard drive for an extended period of time) and “session ID cookies” (cookies that expire when you close your browser) on the Website to, for example, track overall site usage, and track and report on your use and interaction with ad impressions and ad services.

You can set your browser to notify you when you receive a cookie so that you will have an opportunity to either accept or reject it in each instance. However, you should note that refusing cookies may have a negative impact on the functionality and usability of the Website.

We do not respond to or honour “Do Not Track” requests at this time.

You can opt-out of any email communications

Hexicom sends billing information, product information, service updates and service notifications to you via email. Our emails normally relate directly to the service and any general marketing emails will contain clear and obvious instructions describing how you can choose to be removed from any mailing list not essential to the Service. Hexicom will remove you at your request.

You are responsible for transfer of your data to third-party applications

The service may allow you, the subscriber, or another invited user within the relevant subscription to the service to transfer data, including your business and personal information, electronically to and from third-party applications. Hexicom has no control over, and takes no responsibility for, the privacy practices or content of these applications. You are responsible for checking the privacy policy of any such applications so that you can be informed of how they will handle personal information.

Hexicom has a privacy complaints process

If you wish to complain about how we have handled your business and personal information, please provide us with full details of your complaint and any supporting documentation by email at info@hexicomsoftware.com

We will endeavour to:

  • provide an initial response to your query or complaint within 10 business days, and
  • investigate and attempt to resolve your query or complaint within 30 business days or such longer period as is necessary and notified to you by us

This policy may be updated from time to time

Hexicom reserves the right to change this policy at any time, and any amended policy is effective upon posting to this Website. Hexicom may communicate any significant changes to you via email or notification via the service. Your continued use of the service will be deemed acceptance of any amended Policy.

Last updated: 22nd October 2014