← Back to home

Privacy Policy

Defined Digital (ABN: 81 161 267 257)
Last updated: 25 July 2026

1. Introduction

Defined Digital ("we", "us", "our") provides managed IT services, web hosting, and DNS management services to our clients. We are committed to protecting your privacy and handling your personal information in an open and transparent way.

This Privacy Policy explains how we collect, use, store, and disclose personal information, in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth), to the extent that Act applies to our business.

Note: Businesses with an annual turnover under AUD 3 million are generally exempt from the Privacy Act unless certain exceptions apply (e.g. trading in personal information). We have chosen to follow the APPs as best practice regardless of whether the Act formally applies to us.

2. What Personal Information We Collect

Depending on the services you use, we may collect:

  • Contact details: name, business name, email address, phone number, postal address
  • Account and billing information: payment details, invoicing history, ABN/company details
  • Technical information: IP addresses, domain names, DNS records, server logs, hosting account credentials, device and network information related to IT support
  • Support and communication records: emails, support tickets, call notes, chat logs
  • Website and hosting data: content, files, databases, and configurations you store on hosting services we manage on your behalf

We do not intentionally collect sensitive information (such as health or financial background data) unless it is directly relevant to providing IT support and you have provided it voluntarily.

3. How We Collect Personal Information

We collect personal information:

  • Directly from you, when you engage our services, contact us, or sign up via our website
  • Automatically, through system logs, monitoring tools, and website analytics
  • From third parties, such as domain registrars, hosting providers, or software vendors, where necessary to deliver services

4. Why We Collect, Use, and Disclose Personal Information

We use personal information to:

  • Provide, maintain, and support managed IT, hosting, and DNS services
  • Set up and administer client accounts, invoicing, and billing
  • Communicate with you about service updates, maintenance, or support issues
  • Diagnose and resolve technical faults
  • Comply with legal and regulatory obligations
  • Improve our services and, where you have consented, send you marketing communications

We will not use or disclose personal information for a purpose other than the one for which it was collected, unless required or authorised by law, or with your consent.

5. Disclosure of Personal Information

We may disclose personal information to:

  • Third-party service providers who assist us in delivering services (e.g. hosting infrastructure providers, domain registrars, payment processors, software vendors)
  • Professional advisers (e.g. accountants) where necessary
  • Law enforcement or regulatory bodies, where required by law

We do not sell personal information to third parties.

Some of our service providers may store or process data outside Australia (e.g. cloud hosting infrastructure). Where this occurs, we take reasonable steps to ensure the overseas recipient handles the information consistently with the APPs.

6. Data Security

We take reasonable technical and organisational measures to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure, including:

  • Encrypted storage and transmission where practicable
  • Access controls and authentication for systems and accounts
  • Regular software updates and security patching
  • Secure backup procedures

No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. When information is no longer needed, we take reasonable steps to destroy or de-identify it.

8. Access and Correction

You have the right to request access to the personal information we hold about you, and to request correction of any inaccurate, out-of-date, incomplete, or misleading information.

To make a request, contact us using the details in Section 11. We will respond within a reasonable timeframe. We may charge a reasonable fee to cover the cost of providing access, where permitted by law.

9. Cookies and Website Analytics

If we operate a website, it may use cookies or similar technologies to improve user experience and gather analytics (e.g. Google Analytics). You can disable cookies through your browser settings, though this may affect website functionality.

10. Complaints

If you believe we have breached the APPs or mishandled your personal information, please contact us using the details below. We will investigate and respond to your complaint within a reasonable time.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

11. Contact Us

For questions, access/correction requests, or complaints regarding this Privacy Policy, please contact:

Defined Digital
ABN: 81 161 267 257
Email: james.kumar@defineddigital.com.au
Address: 18 Graham Street, Macgregor ACT 2615, Australia

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The updated version will be posted on our website with a revised "Last updated" date.