Privacy Policy
Effective Date: 18 February 2025
Compliant with Australian Privacy Act 1988vexolarian operates under the commitments outlined in the Australian Privacy Principles (APPs) and takes your privacy seriously. We're based in Robina, Queensland, and our approach to handling personal information reflects both legal requirements and practical respect for your time and trust.
This policy explains what we collect, why we collect it, and what happens to your information once it's in our hands. If something's unclear or you need clarification on specific details, reach out to us directly at support@vexolarian.com.
1. Information We Collect
We gather information in a few different ways, depending on how you interact with our services. Here's what that looks like in practice:
Information You Provide Directly
When you sign up for our financial management communication services or attend our events, you'll share details like your name, email address, phone number, and sometimes your business name or job title. We also collect information when you contact us through forms, emails, or phone calls.
Automatically Collected Information
Our website collects technical details like your IP address, browser type, device information, and how you navigate through our pages. This helps us understand which areas work well and which need improvement. We use cookies and similar tracking tools, though you can control these through your browser settings.
Third-Party Sources
Occasionally we receive information from business partners, event co-hosts, or public databases. This might include professional details if you're registered for industry events or educational programs we're involved with.
2. How We Use Your Information
The information we collect serves specific purposes tied to delivering our services and maintaining our relationship with you:
- Processing registrations for learning programs and events scheduled throughout 2025 and into 2026
- Sending program updates, educational materials, and relevant financial management resources
- Responding to your inquiries and providing support through our team
- Improving our website functionality and user experience based on usage patterns
- Analyzing trends in financial management education to refine our offerings
- Complying with legal obligations under Australian law, including tax and business reporting
- Protecting against fraud and maintaining security of our systems
Marketing Communications: We'll send you updates about our programs and services if you've opted in. You can unsubscribe at any time using the link in our emails or by contacting us directly.
3. Data Sharing and Disclosure
We're selective about who sees your information. Here's when and why we might share it:
Service Providers
We work with third-party providers for things like email delivery, payment processing, and website hosting. These companies only access information necessary to perform their specific functions and are contractually bound to protect it.
Business Partners
If you register for events we co-host with other organizations, we may share relevant registration details with those partners. We'll always let you know when this applies during the registration process.
Legal Requirements
We'll disclose information if required by Australian law, court orders, or government requests. This also includes situations where disclosure is necessary to protect our rights or the safety of others.
What We Don't Do
We don't sell your personal information to data brokers or marketing lists. We don't share your details with unrelated third parties for their own marketing purposes.
4. Your Rights Under Australian Law
The Australian Privacy Act gives you specific rights over your personal information. Here's how you can exercise them:
Access Your Information
You can request a copy of the personal information we hold about you. We'll provide this within 30 days of your request, though complex requests might take a bit longer. There's no fee for standard access requests.
Correct Inaccurate Information
If something we've recorded is wrong or outdated, let us know and we'll fix it. This applies to contact details, professional information, or any other personal data we store.
Request Deletion
You can ask us to delete your personal information, though we may need to keep certain records for legal or operational reasons. We'll explain what we can delete and what we're required to retain.
Withdraw Consent
If you've previously agreed to specific uses of your information, you can change your mind. This affects future use but doesn't invalidate past processing that was done with your consent.
Lodge a Complaint
If you're concerned about how we've handled your information, contact us first so we can address it directly. If you're not satisfied with our response, you can file a complaint with the Office of the Australian Information Commissioner (OAIC).
5. Data Security Measures
We protect your information through several layers of security:
- SSL encryption for data transmitted through our website
- Secure servers located in Australian data centers with physical and digital access controls
- Regular security audits and vulnerability assessments
- Limited staff access to personal information, granted only when necessary for specific tasks
- Secure backup systems with encrypted storage
- Regular training for our team on privacy and security practices
Despite these measures, no system is completely immune to security risks. If we become aware of a data breach that might affect you, we'll notify you according to Australian law requirements and explain what steps we're taking.
6. Data Retention and Deletion
We don't keep information longer than necessary. Our retention periods vary based on the type of data and its purpose:
| Information Type | Retention Period | Reason |
|---|---|---|
| Account registration details | Active account duration plus 3 years | Service delivery and legal compliance |
| Event registration records | 2 years after event completion | Program improvement and follow-up |
| Communication records | 2 years from last interaction | Support continuity and reference |
| Financial transaction data | 7 years | Australian tax law requirements |
| Website analytics data | 26 months | Usage analysis and improvement |
| Marketing consent records | 3 years after consent withdrawal | Compliance documentation |
When retention periods expire, we securely delete or anonymize information so it can no longer identify you. Deletion methods vary by data type but always render information unrecoverable.
7. International Data Transfers
Our operations are primarily based in Australia, but some of our service providers operate from overseas locations, particularly for cloud hosting and email services. When we transfer information internationally, we ensure adequate protection through:
- Selecting providers who comply with recognized international privacy standards
- Using contractual clauses that require equivalent protection to Australian standards
- Limiting overseas transfers to essential operational needs
- Maintaining the ability to access and correct your information regardless of storage location
Current international service providers include email platforms based in the United States and cloud storage services with servers in Singapore. Both operate under contractual obligations that align with Australian Privacy Principles.
8. Cookies and Tracking Technologies
Our website uses cookies to function properly and improve your experience. Here's what we deploy:
Essential Cookies
These keep the site working and remember your session as you navigate between pages. You can't opt out of these if you want to use our website effectively.
Analytics Cookies
We track how visitors use our site to identify popular content and problem areas. This helps us make informed improvements but doesn't identify you personally.
Preference Cookies
These remember choices you make, like language preferences or form data you've entered, so you don't have to re-enter information.
Most browsers let you control cookies through their settings. Blocking certain cookies might affect site functionality, though essential features will still work.
9. Children's Privacy
Our services target business professionals and adult learners. We don't knowingly collect information from anyone under 18 years old. If you're a parent who believes we've collected information about your child, contact us and we'll delete it promptly.
Educational programs scheduled for 2025 and 2026 are designed for participants aged 18 and above. Registration forms require age confirmation before submission.
10. Changes to This Policy
We review this privacy policy regularly and update it when our practices change or new legal requirements emerge. The effective date at the top tells you when it was last revised.
Significant changes will be communicated through email to registered users and prominently displayed on our website. Continued use of our services after changes take effect means you accept the updated terms.
Previous versions are available upon request if you want to see what's changed over time.
11. Third-Party Links
Our website occasionally links to external sites operated by partners, resource providers, or relevant industry organizations. We don't control these sites and aren't responsible for their privacy practices.
When you click through to another website, that organization's privacy policy applies instead of ours. We recommend reviewing their policies before sharing personal information.