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Privacy Policy for Seamlss (Ezy Onboard Pty Ltd)

Purpose of This Privacy Policy

Ezy Onboard Pty Ltd (trading as Seamlss) is committed to protecting your personal data. This Privacy Policy explains what information we collect, why we collect it, how it is used, and how we safeguard your privacy in compliance with Australian, New Zealand, and international standards.

Interpretation and Definitions

Interpretation:

In this Privacy Policy:

  • Words denoting the singular include the plural and vice versa.

  • References to “we,” “us,” and “our” refer to Ezy Onboard Pty Ltd (Seamlss).

Definitions:

  • Personal Data: Any information relating to an identified or identifiable individual.

  • Processing: Any operation performed on personal data, such as collection, storage, use, disclosure, and deletion.

  • Third Party: Any entity other than the user or us that processes personal data on behalf of Seamlss.

1. Information We Collect

We collect the following types of information:

1.1 Information You Provide Directly

  • Personal Information: Name, email, phone number, address, and company details when you register or use our services.

  • Financial Information: Payment details when completing transactions.

  • Service-Related Data: Information provided during client onboarding, document submissions, and other service interactions.

1.2 Information Collected Automatically

  • Technical Data: IP address, browser type, device information, operating system, and log data.

  • Cookies and Tracking: Behavioral data collected using cookies, web beacons, and similar technologies.

1.3 Information from Third Parties

We may receive personal data from:

  • Business partners, such as payment processors (e.g., Stripe).

  • Public databases and marketing partners.

2. Use of Your Personal Data

We use your personal data for the following purposes:

2.1 Service Delivery

  • Verifying your identity and providing access to our services.

  • Facilitating transactions and managing payments.

  • Managing customer relationships and communications.

2.2 Legal Compliance and Security

  • Complying with legal obligations, such as financial reporting and data retention.

  • Detecting, preventing, and addressing fraud or security issues.

2.3 Service Improvement and Analytics

  • Analyzing user behavior to improve our platform.

  • Performing internal research, troubleshooting, and testing.

2.4 Marketing and Communication

  • Sending you updates, promotional materials, and newsletters (with your consent).

  • Customizing our marketing messages based on user preferences.

3. Third-Party Data Sharing

We may share your personal data with the following third parties:

  • Payment Processors: Stripe for payment verification and processing.

  • Cloud Storage and Hosting Providers: For secure data storage.

  • Marketing Partners: For promotional purposes (with consent).

  • Regulatory and Legal Entities: When required by law or for fraud prevention.

Stripe Data Sharing: We share transaction data, including names, contact details, and payment information, with Stripe. By using our services, you consent to Stripe’s handling of your data under their Privacy Policy.

4. Cross-Border Data Transfers

Personal data may be transferred to and stored in countries where we operate, including Australia and New Zealand. We implement safeguards, such as data protection agreements and standard contractual clauses, to protect your data.

5. Legal Compliance

This policy adheres to:

  • The Australian Privacy Act 1988 (Cth), including its recent amendments.

  • The New Zealand Privacy Act 2020.

  • International standards, including GDPR where applicable.

6. User Rights

You have the following rights regarding your personal data:

  • Access: Request access to your personal data.

  • Correction: Request correction of inaccurate or incomplete information.

  • Portability: Request a copy of your data in a structured, machine-readable format.

  • Withdrawal of Consent: Withdraw consent for data processing where applicable.

  • Erasure: Request deletion of your personal data, subject to legal obligations.

To exercise any of these rights, contact us at [insert contact email].

7. Data Minimisation and Purpose Limitation

We collect and process only the personal data necessary for the specific purposes outlined in this policy.

8. Data Retention and Destruction

We retain personal data as long as necessary to:

  • Fulfil the purposes for which it was collected.

  • Comply with legal obligations.

Retention Periods:

  • Payment data: Retained for 7 years for tax and regulatory purposes.

  • Client records: Retained until service termination, after which they will be securely deleted within 90 days.

  • Marketing data: Retained until consent is withdrawn or after a maximum of 3 years of inactivity.

Data disposal is conducted using industry-standard secure deletion methods, such as cryptographic erasure or physical destruction of hardware.

9. Cookies and Tracking Technologies

We use cookies, tracking pixels, and similar technologies to improve user experience and collect analytical data.

  • Essential Cookies: Necessary for core functionalities.

  • Analytics Cookies: Used to gather data for service improvement.

  • Marketing Cookies: Track user interactions for targeted promotions (with consent).

Opt-Out: You can disable cookies via browser settings or contact us to request limited tracking.

10. Data Security and Breach Notification

We implement robust security measures to protect your data, including:

  • Encryption: Protecting data at rest and in transit using industry-standard protocols.

  • Access Controls: Restricting access to personal data to authorized personnel.

  • Monitoring: Continuous system monitoring for unauthorized access using tools such as Vanta.

  • Data Backups: Regular backups to ensure data recovery in case of incidents.

Although Seamlss is actively working towards ISO 27001 certification, we currently follow industry best practices and regularly conduct security assessments. In the event of a data breach involving your personal information, we will notify affected users as required under the Australian and New Zealand privacy laws.

11. Stripe Data Security

Stripe processes payment information according to their robust security framework. For details, see Stripe’s Privacy Policy [insert link].

12. Automated Decision-Making

We do not use automated decision-making that significantly affects users without human oversight.

13. Updates to This Privacy Policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. The latest version will always be available on our website.

 Contact Us

If you have any questions about this privacy policy, You can contact us.

Last updated 2nd February 2025