Privacy Policy

My Maintenance are committed to providing quality services and support to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information. Protecting your privacy is very important to us and we take data privacy and its management very seriously.

We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The APPs govern the way in which we collect, use, disclose, hold, secure and dispose of your Personal Information. This Policy has been updated to reflect the Privacy and Other Legislation Amendment Act 2024, which introduced a statutory tort for serious invasions of privacy, enhanced enforcement powers for the OAIC, and a framework for a Children’s Online Privacy Code. This Policy is reviewed at least annually.

A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.oaic.gov.au

We collect and manage Personal Information in an open and transparent way and have procedures and systems to ensure compliance with the APPs and to deal with related inquiries and complaints.

In this Policy, we use the terms, “we”, “us”, “our”, “My Maintenance” to refer to My Maintenance Systems Pty Ltd, and associated entities.

What is Personal Information?

Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect include: your name, postal and street address, email address, telephone number, gender, age, profession/role, place of work, and various personal preferences. We also may collect your payment information, such as your credit card or direct debit information, bank account details and ABN, when you purchase a product or service from us.

This Personal Information is obtained in many ways including correspondence, interaction with our client support and sales teams, by telephone, by email, via our websites, from our systems, community forums, social media, from your website, from media and publications, from other publicly available sources, from cookies, applying for a job with us and from third parties. We don’t guarantee website links or policy of authorised third parties.

Anonymity and Pseudonymity

Where practicable, you may interact with us without identifying yourself or by using a pseudonym. For example, you may make a general enquiry about our products or services without providing your name. However, in many situations it is not practicable for us to deal with you anonymously or pseudonymously. For example, we cannot provide products or services under a contract, process a payment, create an account, or respond to a specific complaint without knowing who you are. In those circumstances, we will ask you to identify yourself.

How we collect and use your Personal Information

We collect and process different types of Personal Information depending on how you interact with us. In some cases, this may include information that shows who you are and/or is linked to you because of your interactions with us. In some circumstances, we may also collect sensitive Personal Information about you. We collect and use your Personal Information to:

  • verify your identity;
  • provide you with the products and services you’ve asked for;
  • help us operate, protect, improve and develop our products and services and customise your experience;
  • assist your authorised professional advisers, consultants and authorised suppliers;
  • provide technical support to you and your authorised contacts;
  • keep you informed about our products and services and those of our relevant business and joint initiative partners, and tailor this information to your needs and interests;
  • enable secure access to our websites and systems;
  • participate in any third party acquisition or potential acquisition of an interest in us or our assets;
  • respond to any feedback, queries or complaints;
  • host meetings and for attendance at conferences and trade shows;
  • meet occupational health and safety and risk management requirements;
  • meet financial management and auditing requirements;
  • fulfil any legal and regulatory obligations;
  • record recruitment related information or process a job application that you’ve submitted;
  • to train our staff.
  • We use Internet Protocol (IP) addresses to analyse trends, administer our websites and systems, track your navigation among web pages and gather broad information;
  • Our web servers may also send a small data file known as a “cookie” to your internet browser or hard drive. We use cookies to track your onsite behaviour to ensure pages work correctly. We also use cookies to personalise and improve your experience with us. Some cookies collect Personal Information. Most web browsers allow you to adjust settings to erase cookies, disallow cookies, or receive a warning before a cookie is set. Please note that some parts of our websites and systems may not function fully if you disallow cookies;
  • We may use the personal data we collect about you and other users of our websites and systems (whether obtained directly or from third parties) to produce aggregated and anonymised analytics and reports, which we may share publicly or with third parties;
  • In some cases, we or third parties may use cookies and other technologies such as web beacons and JavaScript on our websites and systems in connection with online services like website analytics and surveys.

What is Sensitive Information?

Sensitive Information is defined in the Privacy Act to include information or opinion about such things as an individual’s racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

Sensitive Information will be used by us only:

  • For the primary purpose for which it was obtained;
  • For a secondary purpose that is directly related to the primary purpose;
  • With your consent; or where required or authorised by law.

Third Parties

Most of the information we collect, we collect directly from you. Sometimes we might collect personal data about you from other sources, such as publicly available materials or trusted third parties like our marketing and research partners. We use this information to supplement the personal data we may already hold about you, to better inform, personalise and improve our services, and to validate the personal data you provide.

Where we collect personal data, we’ll only process it:

  • for the primary purpose for which it was collected;
  • for a secondary purpose that is directly related to the primary purpose of collection;
  • in accordance with a legal obligation;
  • where we have your consent.

If we don’t collect your personal data, we may be unable to provide you with all our services, and some functions and features on our websites and systems may not be available to you.

Disclosure of Personal Information

Your Personal Information may be disclosed in several circumstances including the following:

  • We may provide your Personal Information to our related companies and to third party service providers that we outsource functions to or partner with, in certain limited situations where it’s necessary for us to do so to provide our products and services or perform associated business activities;
  • These third parties assist us by performing functions such as client contact, archiving, auditing, professional advisory, banking, data processing, marketing and advertising, data analysis, business intelligence, website and technology services. They may also provide products and services that integrate with or complement our solutions;
  • Each of the third parties that we contract with is carefully selected and is only authorised to use your Personal Information in a secure way that’s necessary for them to perform their service to us;
  • We’ll also disclose your Personal Information if we are required by law or permitted by the Privacy Act to do so.

Security of Personal Information

Your Personal Information is stored in a manner that reasonably protects it from misuse, interference, loss, unauthorized access, modification or disclosure.

  • We typically hold the Personal Information that we collect either on electronic databases or as hard copy documents.
  • The security of your Personal Information is fundamental to the way we do business. We take all reasonable steps to protect Personal Information from misuse, interference, loss, and unauthorised access, modification or disclosure. Our security measures include: access controls and authentication requirements (including multi-factor authentication for privileged and remote access); encryption of sensitive data in transit and at rest using current industry-standard protocols; physical security controls over facilities where Personal Information is stored; regular security assessments and vulnerability testing of our systems; staff cyber security awareness training; and incident response procedures. We also take steps to ensure that third-party service providers who handle Personal Information on our behalf maintain appropriate security standards.
  • We do this by employing a range of security measures to protect the Personal Information that we hold. For example, our web pages that request Sensitive Information may employ encryption technologies such as Secure Sockets Layer (SSL);
  • Whilst we take all reasonable measures to protect your Personal Information when it’s in our hands, it’s important to note that we’re unable to guarantee the security of the internet. In addition, if you use email to send and receive your Personal Information, please be aware that the information may be less secure in transit;
  • When Personal Information is no longer needed for the purpose for which it was collected, or we are no longer required by law to retain it, we will take reasonable steps to destroy or permanently de-identify it. Our retention schedule is as follows: client files and records (including contract, service, billing and support records) are retained for a minimum of 7 years from the date of last activity or the end of the client relationship, whichever is later; general enquiry and correspondence records are retained for 2 years; job application records are retained for 12 months from the date of the relevant recruitment decision; staff records are retained in accordance with applicable employment legislation; and marketing preference records are retained until you withdraw consent or opt out, after which they are updated or deleted promptly. Records required to be retained by law will be kept for the legally mandated period regardless of the above schedule.

Access to your Personal Information

You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.

My Maintenance will respond to your access request within 30 days of receipt. We will not charge a fee for making an access request, however we may charge a reasonable fee to cover the cost of providing access where this is permitted under the Privacy Act. To protect your Personal Information, we may require you to verify your identity before we release the requested information. In some circumstances we may be required or permitted by law to refuse your access request in whole or in part. If we refuse access, we will provide you with written reasons for the refusal and inform you of the mechanisms available to complain about our decision, including your right to lodge a complaint with the OAIC at www.oaic.gov.au or by calling 1300 363 992.

Maintaining the quality of your Personal Information

We take reasonable steps to ensure that the Personal Information we collect, use and disclose is accurate, up to date, complete, relevant and not misleading. This includes taking reasonable steps to verify the quality of information we receive from third parties before using or disclosing it. If you believe that Personal Information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us as soon as practicable using the details below so we can update our records. You also have a right to request formal correction of your Personal Information — please refer to the Correction of Personal Information section of this Policy for further details.

Unsolicited Personal Information

Sometimes we may receive Personal Information about you that we did not solicit. If we receive unsolicited Personal Information, we will promptly assess whether we could have collected that information under APP 3 (i.e. whether it is reasonably necessary for our functions or activities). If we determine that we could not have collected the information, we will destroy or de-identify it as soon as practicable, provided it is lawful to do so. If it is not practicable to do so immediately (for example, where the information is mixed with other records), we will take reasonable steps to ensure it is handled securely in the interim.

Direct Marketing

We may use your Personal Information to keep you informed about our products, services and promotions where permitted under the Privacy Act. If you do not wish to receive direct marketing communications from us, you may opt out at any time by: clicking the unsubscribe link in any marketing email we send you; contacting us in writing at enquiries@mymaintenance.com.au; or telephoning us on 1300 128 888. We will honour all opt-out requests promptly and within a reasonable time. Please note that even if you opt out of marketing communications, we may still contact you for non-marketing purposes related to your account or the services you have requested.

Overseas Disclosure of Personal Information

In the course of providing our services, your Personal Information may be disclosed to, or stored by, service providers located overseas. This may occur where we use cloud hosting, software platforms or other technology services provided by companies based in countries including the United States of America, the United Kingdom, and other countries. Before disclosing Personal Information to an overseas recipient, we take reasonable steps to ensure the recipient does not breach the APPs in relation to that information, or we obtain your consent to the overseas disclosure. Where we cannot ensure equivalent privacy protections, we will inform you prior to the disclosure. Please contact us if you wish to know more about the countries to which we may disclose your Personal Information.

Government Related Identifiers

We do not adopt, use or disclose government related identifiers (such as Tax File Numbers or Medicare numbers) as our own identifier for individuals, except as required or authorised by law. Where we collect an Australian Business Number (ABN) from a business client, we use it only for the purpose for which it was provided, such as for invoicing and contracting purposes.

Artificial Intelligence and Your Personal Information

Where we use artificial intelligence (AI) tools in the course of our business, we take steps to ensure that Personal Information is not entered into public or unauthorised AI systems without appropriate safeguards. We do not use your Personal Information to train or fine-tune third-party AI models without your consent or a lawful basis under the Privacy Act. If you have questions about how AI tools interact with your Personal Information, please contact us using the details below.

Correction of Personal Information

You have the right to request correction of Personal Information we hold about you if it is inaccurate, out of date, incomplete, irrelevant or misleading. To make a correction request, please contact us in writing using the details below. We will respond to your request within 30 days. If we agree that correction is required, we will take reasonable steps to correct the information. If we do not agree that correction is required, we will notify you of our reasons and inform you that you may request that we associate a statement with the record noting that you believe the information is inaccurate, out of date, incomplete, irrelevant or misleading. If you are not satisfied with our response, you may lodge a complaint with the OAIC.

Privacy Policy, Enquiries and Complaints

If you have any queries about this Privacy Policy, or about the way we collect, hold, use or disclose your Personal Information, or if you wish to make a complaint, please contact us using the details below. We are committed to resolving privacy complaints fairly and promptly.

enquiries@mymaintenance.com.au

Telephone 1300 128 888

When we receive a complaint, we will: acknowledge receipt promptly (and in any event within 5 business days); investigate the complaint thoroughly and impartially; and provide you with a written response setting out our findings and any action we have taken or propose to take, within 30 days of receiving the complaint. If we are unable to resolve your complaint within 30 days, we will advise you of the reason for the delay and the expected timeframe for resolution.

If you are not satisfied with our response, or if you do not receive a response within 30 days, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC): Online: www.oaic.gov.au | Telephone: 1300 363 992 | Post: GPO Box 5218, Sydney NSW 2001.

Policy Updates

This Policy may change from time to time. We review this Policy at least annually and will publish the updated version on our website when changes have been made. We encourage you to check this Policy regularly.

Last Modified: 21st April 2026