Deptly — Privacy Statement

About Deptly

Deptly is a sole trader business operated by Thanasin Thanasarnchokephiboon, ABN 84 379 215 343.

We provide data analytics, data science, artificial intelligence and consulting services. Our website is https://deptly.com.

This statement explains how we handle personal information when you visit our website, contact us or engage our services.

Our approach to privacy

We aim to handle personal information consistently with the Australian Privacy Principles and comply with privacy laws that apply to our activities.

Whether the Privacy Act 1988 (Cth) applies to a small business depends on its circumstances and activities, including any applicable exceptions. We review relevant privacy obligations as our services and information-handling practices change.

Client agreements supplement this statement and do not override applicable legal obligations.

Personal information we collect

Depending on your interaction with Deptly, we may collect:

• Your name, email address and telephone number.

• Your organisation, role and business contact details.

• Information you provide in enquiries, meetings or correspondence.

• Project information and records needed to manage an engagement.

• Billing and payment-related information.

• Personal information contained in client-provided documents or datasets.

Client datasets may include information about customers, employees, suppliers or other individuals. We seek to limit collection to information reasonably necessary for the relevant purpose.

Website information and cookies

Our hosting and website technologies may collect information such as your IP address, browser, device, pages visited, referral source and visit times. Analytics tools may also collect approximate location and usage information.

We use Hostinger Website Builder to operate our website. Information submitted through website forms may be handled by our website and communication service providers.

Cookies and similar technologies may support website functionality, security, analytics and other features that are enabled on the site.

Where our cookie banner offers choices, you can accept or reject optional cookies and manage the preferences presented. You can also control cookies through your browser. Blocking some cookies may affect website functionality.

The information collected depends on the tools enabled and your choices. Contact us if you would like details about the technologies currently in use.

How we collect information

We may collect personal information:

• Directly from you through enquiries, forms, email, calls or meetings.

• From your organisation or authorised representatives.

• From documents and datasets provided during an engagement.

• Automatically through website and hosting technologies.

• From relevant service providers where necessary for our operations.

You may make a general enquiry without identifying yourself, or using a pseudonym, where practicable. We may need your identity and contact details to provide services or respond to a specific request.

How we use information

We use personal information as reasonably necessary to:

• Respond to enquiries and prepare proposals.

• Establish and manage client relationships.

• Deliver agreed analysis, consulting and implementation services.

• Communicate about projects and services.

• Manage billing, administration and business records.

• Maintain and improve our website and systems.

• Address security incidents, complaints and legal obligations.

We do not sell personal information. We do not treat contacting us as consent to unrelated marketing.

If we send promotional communications, we will do so in accordance with applicable requirements and provide a way to opt out.

Client datasets and sensitive information

Clients may provide datasets containing personal information, including sensitive information such as health information.

Please do not submit patient records, identity documents or other sensitive information through our general enquiry form. Contact us first to agree on an appropriate transfer method and handling arrangements.

Before accepting sensitive datasets, we seek to establish the purpose, necessary information, authorised access and applicable handling requirements. Where practicable, we encourage clients to provide de-identified information.

Clients are responsible for having appropriate authority to provide information to Deptly. Deptly remains responsible for its own applicable obligations.

Client information is handled within the agreed scope and applicable law. Client instructions do not authorise unlawful collection, use or disclosure.

AI and automated processing

Deptly may use AI, machine learning and automated processing tools to support agreed consulting services.

Before using identifiable client information in an external AI service, we assess its suitability, applicable legal requirements, client authorisation and provider terms. Relevant considerations include access, retention, overseas processing and whether information may be used to train or improve provider models.

Any agreed restrictions on using client information for AI training must be reflected in the tools, settings and contractual arrangements used. We do not assume that every AI service excludes submitted information from training.

We do not use personal information collected through our website to make automated decisions that significantly affect an individual’s rights or interests.

Where an engagement involves automated decision-making or decision support using personal information, we identify applicable responsibilities and transparency requirements with the client. Engagement terms do not replace statutory obligations.

When we disclose information

We may disclose personal information where reasonably necessary to:

• Hosting, email, storage, communication and IT providers.

• Analytics, AI or data-processing providers approved for the relevant purpose.

• Accounting, payment and professional advisers.

• Authorised client personnel and project participants.

• Regulators, government bodies or other parties where required or permitted by law.

We seek to limit disclosures to information needed for the relevant purpose and apply appropriate contractual or other safeguards.

Overseas processing and disclosure

Some providers may store, access or process personal information outside Australia. Locations depend on the service, account configuration and support arrangements.

Likely overseas recipient countries for our current services are:

Some service providers may store, access or process personal information outside Australia. Locations depend on the provider, service and account configuration. Please contact contact@deptly.com for information about overseas processing relevant to your enquiry or engagement.

For client engagements, relevant overseas arrangements and restrictions should be agreed before transferring identifiable or sensitive information.

Where applicable privacy law requires safeguards for overseas disclosure, we take the steps required by that law. Contact us for information about arrangements relevant to your enquiry or engagement.

Storage and security

We store information in electronic business systems and, where necessary, other business records.

We take reasonable steps appropriate to the information and circumstances to protect it from misuse, interference, loss and unauthorised access, modification or disclosure.

Measures may include access controls, password protection, secure transfer methods and limiting information access to those who need it.

No system is completely secure. If an incident occurs, we assess it, take appropriate containment and response steps, and notify affected clients, individuals or regulators where required.

Retention and disposal

We retain personal information for as long as reasonably necessary to provide services, maintain business records and meet legal or contractual obligations.

Client engagement terms may specify retention and return or deletion arrangements.

When information is no longer needed, we take reasonable steps to delete, destroy or de-identify it, subject to applicable retention requirements and backup arrangements.

Access and correction

You can request access to personal information we hold about you, or ask us to correct inaccurate, incomplete or outdated information.

Email contact@deptly.com with enough detail for us to identify the information concerned. We may request reasonable identity verification to protect your information.

We aim to respond within 30 days. If more time is needed, we will explain why and provide an expected response timeframe.

Access or correction may be limited where permitted by applicable law. Where appropriate, we will explain any refusal and available complaint options.

If we hold information on behalf of a client, we may coordinate your request with that client.

You may also request deletion. Deletion depends on applicable law, retention requirements and the circumstances.

Privacy complaints

Please send privacy complaints to contact@deptly.com, describing what happened and the outcome you are seeking.

We will review relevant records and circumstances, investigate as appropriate and explain our response. We aim to respond within 30 days and will advise you if additional time is needed.

If the issue remains unresolved, you may contact the Office of the Australian Information Commissioner where it has jurisdiction:

Website: https://www.oaic.gov.auTelephone: 1300 363 992

For matters within NSW health-privacy jurisdiction, the Information and Privacy Commission NSW may also be relevant:

Website: https://www.ipc.nsw.gov.au

Changes to this statement

We review this statement as our services, providers, practices or legal obligations change. The current version is published on our website, with its revision date shown above.

Contact

Deptly ConsultingABN: 84 379 215 343
Privacy contact: Business operator
Email: contact@deptly.com
Telephone: +61 481 733 928
Website: https://deptly.com