Privacy Policy

500 Systems™ (“500 Systems”, “we”, “our”, or “us”) respects your privacy and is committed to protecting your personal information in compliance with the Privacy Act 1988 (Cth) (Australia), the Australian Privacy Principles (APPs), the General Data Protection Regulation (GDPR) (EU/UK), and the California Consumer Privacy Act (CCPA/CPRA) (USA).

This Privacy Policy explains how we collect, use, store, and protect your personal information, and outlines your rights no matter where you are located.

By using our website, products, and services, you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect personal information that you provide directly, automatically through your use of our services, or from trusted third parties. This may include:

  • Identifiers: Name, email, phone number, postal address, business details.
  • Payment data: Credit/debit card details, billing history.
  • Account data: Login credentials, preferences, settings.
  • Usage data: IP address, device type, browser, pages visited, and access times.
  • Communications: Customer support requests, feedback, and marketing preferences.

We only collect information that is necessary for our business functions.

2. How We Use Your Information

We use personal information to:

  • Provide, operate, and improve our products and services.
  • Process transactions, deliver content, and manage subscriptions.
  • Authenticate users and prevent fraud or unauthorised access.
  • Communicate with you about updates, support, and promotional offers.
  • Conduct analytics, research, and product development.
  • Comply with legal, tax, and regulatory obligations.

We will not use your personal information for purposes outside of these without your consent.

3. Legal Bases for Processing (GDPR)

If you are in the European Union or the United Kingdom, we process your personal data under one or more of the following legal bases:

  • Contract: To provide the services you requested.
  • Consent: Where you have given us explicit consent.
  • Legal obligation: To comply with applicable law.
  • Legitimate interest: To improve services, prevent fraud, and protect our business.

4. Disclosure of Personal Information

We may share your information with:

  • Payment processors (e.g. Stripe, PayPal).
  • Cloud hosting providers (e.g. AWS, Google Cloud).
  • Analytics and marketing tools (e.g. Google Analytics, email platforms).
  • Customer support and CRM platforms.
  • Legal authorities where required by law or regulation.
  • In connection with business transfers, such as mergers, acquisitions, or sale of assets.

We require all third parties to respect the security of your personal information and to process it in accordance with applicable laws.

5. International Data Transfers

500 Systems operates globally. Your personal data may be transferred to and stored in countries outside your own, including the United States, the European Union, and Asia-Pacific.

Where we transfer your data internationally, we will ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) or equivalent legal protections as required by GDPR.

6. Data Security

We implement industry-standard safeguards to protect your information, including:

  • Encryption of data in transit and at rest.
  • Secure server infrastructure and access controls.
  • Regular monitoring and penetration testing.

While we take reasonable steps to secure your data, no system is 100% secure.

7. Data Retention

We retain your personal information only for as long as necessary for the purposes outlined in this Privacy Policy:

  • Account and profile data: For the life of your account, and up to 12 months after closure.
  • Payment and billing data: For at least 7 years to comply with tax and accounting laws.
  • Marketing data: Until you withdraw consent or opt out of communications.
  • Usage and analytics data: Up to 36 months, then anonymised.

After these periods, your personal data will be securely deleted or anonymised.

8. Data Breach Notification

If we become aware of a data breach that is likely to result in serious harm, we will:

  1. Notify affected individuals without undue delay.
  2. Notify the Office of the Australian Information Commissioner (OAIC) if required.
  3. For EU/UK residents, notify the relevant Data Protection Authority (DPA) within 72 hours as required by GDPR.
  4. For California residents, notify as required under the CCPA/CPRA.

9. Your Rights

Depending on your location, you may have the following rights:

Under GDPR (EU/UK):

  • Access to your personal data.
  • Correction of inaccurate data.
  • Deletion (“right to be forgotten”).
  • Restriction of processing.
  • Data portability.
  • Objection to processing (including marketing).

Under CCPA/CPRA (California):

  • Right to know what personal information we collect, use, and disclose.
  • Right to request deletion.
  • Right to opt-out of sale or sharing of personal data.
  • Right to non-discrimination for exercising privacy rights.

Important: 500 Systems™ does not sell personal data. If this ever changes, you will be notified and provided with a clear opt-out mechanism.

To exercise your rights, contact us using the details below.

10. Cookies and Tracking

We use cookies and similar technologies for functionality, analytics, and advertising.

  • You can control cookies through your browser settings.
  • In the EU/UK, we will request your consent before placing non-essential cookies.
  • You may opt out of targeted advertising by adjusting your cookie preferences.

11. Children’s Privacy

Our services are not directed to children under the age of 16. We do not knowingly collect personal data from children. If we discover that such data has been collected, we will delete it immediately.

12. Complaints

If you have concerns about how we handle your data:

  • In Australia, contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au
  • In the EU/UK, contact your local Data Protection Authority (DPA).
  • In the US, state-level authorities may apply.

We encourage you to contact us first, and we will respond within 30 days.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on our website with a new “Last Updated” date. Continued use of our services after changes indicates acceptance.

14. Contact Us

500 Systems™
Mailing Address: 4/1 Vuko Place, Warriewood, NSW 2102, Australia

Email: 500system support email

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