published on 26 May 2025 by vigil solutions hub - Privacy Policy
This Privacy Policy is effective as of its last update date
Introduction
Vigil Solutions Hub ("Vigil", "we", "us", or "our") is committed to protecting the privacy of our users and the security of their personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website, mobile applications, APIs, or other services (collectively referred to as the "Services").
This Privacy Policy applies to all products and Services offered by Vigil Solutions Hub and should be read in conjunction with our Terms of Use and End User License Agreement, which are available on our website.
Entity Information:
- Company Name: Vigil Solutions Hub
- Address: PO Box 255, Coogee NSW 2034, Australia
- Contact: hello@vigil.sh
We are bound by the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Commonwealth) and this Privacy Policy sets out how we comply with our obligations under the Privacy Act.
Your acknowledgement of Privacy Policy
By using any of Vigil's Services, you acknowledge that you've read and understood this Privacy Policy. Please note that this policy does not extend your rights or Vigil's obligations beyond those defined in the relevant legislation.
If there is any inconsistency between this policy, the Privacy Act, and other relevant legislation, this policy shall be interpreted to give effect to and comply with the legislation.
This policy includes examples but is not intended to be restricted in its application to such examples. When the word "including" is used, it shall mean "including without limitation."
Vigil's Services may contain links to non-Vigil Services. Vigil is not responsible for the privacy policies of those other Services. We recommend reviewing the privacy policies of each Service you visit and/or use.
What Personal Information We Collect (APP 1 & 3)
We collect personal information that is reasonably necessary for our business functions and activities. The types of personal information we may collect include:
1. Information You Provide Directly
- Identity Information: Full name, username, date of birth, gender
- Contact Information: Email address, phone numbers, postal address
- Account Information: Username, password, security questions and answers
- Payment Information: Credit card details, bank account information, billing address
- Business Information: Company name, ABN/ACN, job title, business address
- Communication Information: Information in correspondence, support requests, feedback
2. Information We Collect Automatically
- Usage Data: Pages visited, features used, content accessed, time spent on Services, click patterns, user preferences
- Technical Data: IP address, device type, operating system, browser type and version, screen resolution, device identifiers, referring URLs
- Location Data: General location information derived from IP address (we do not collect precise geolocation data)
- Cookies and Tracking Data: Information collected through cookies, web beacons, and similar technologies
3. Information from Third Parties
- Data Enhancement Services: Information to verify or supplement the personal information you provide
- Public Sources: Publicly available information from business directories, social media profiles (only when publicly available)
- Payment Processors: Transaction details from our payment service providers
- Analytics Providers: Aggregated and de-identified usage statistics
4. Sensitive Information
We do not generally collect sensitive information (such as health information, racial or ethnic origin, political opinions, religious beliefs, or criminal records). If we need to collect sensitive information for specific purposes, we will seek your explicit consent and explain why we need this information.
5. Information About Third Parties
If you provide us with personal information about other individuals (such as employees or contacts), you warrant that you have the authority to do so and that you have informed them of our Privacy Policy.
How We Use Your Personal Information (APP 2 & 6)
We only use your personal information for purposes that are directly related to our business functions and activities, or for purposes you would reasonably expect. We use your personal information for the following purposes:
Primary Purposes
- Service Provision: To provide access to our DataMill API and other services, process transactions, manage your account
- Customer Support: To respond to inquiries, provide technical support, resolve issues
- Account Management: To create and maintain your account, authenticate users, manage subscriptions
- Payment Processing: To process payments, manage billing, send invoices and receipts
- Service Improvement: To monitor and analyze usage, improve service performance, develop new features
- Legal Compliance: To comply with Australian and other applicable laws, respond to legal requests
Secondary Purposes (with consent or as permitted by law)
- Marketing Communications: To send newsletters, product updates, promotional materials (you can opt-out at any time)
- Market Research: To conduct surveys, gather feedback, understand user preferences
- Security and Fraud Prevention: To detect and prevent unauthorized access, fraud, and other security threats
- Analytics: To generate aggregated and de-identified statistics about service usage
Consent and Lawful Bases
We collect and use your personal information based on:
- Consent: When you explicitly agree to specific uses (e.g., marketing emails)
- Contract Performance: When necessary to provide our services to you
- Legitimate Interests: For business purposes that do not override your privacy rights
- Legal Obligation: When required by Australian or other applicable laws
You can withdraw consent at any time by contacting us at privacy@vigil.sh.
How We Disclose Your Personal Information (APP 6 & 8)
We may disclose your personal information in the following circumstances:
Service Providers and Business Partners
We may share your personal information with trusted third-party service providers who assist us in operating our business, including:
- Payment Processors: To process payments and manage transactions
- Cloud Service Providers: To host our services and store data securely
- Analytics Providers: To analyze website usage and improve our services
- Customer Support Tools: To provide efficient customer service
- Marketing Platforms: To send communications (only with your consent)
All service providers are required to protect your personal information and use it only for the specific purposes we authorize.
Legal Requirements
We may disclose your personal information where required or permitted by law, including:
- In response to court orders, subpoenas, or legal processes
- To comply with Australian regulatory requirements
- To protect our rights, property, or safety, or that of our users or the public
- In connection with law enforcement investigations
Business Transfers
If we are involved in a merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you before your personal information becomes subject to a different privacy policy.
Overseas Disclosure (APP 8)
We may disclose your personal information to overseas recipients in the following countries:
- United States: Cloud hosting and analytics services
- European Union: Customer support and payment processing services
Before disclosing personal information overseas, we ensure that:
- The overseas recipient is subject to privacy laws substantially similar to the APPs, or
- The overseas recipient enters into a contract requiring them to handle personal information in accordance with the APPs, or
- You have consented to the disclosure
We remain responsible for personal information disclosed to overseas recipients under the Privacy Act.
Your Rights Under Australian Privacy Law (APP 12 & 13)
As an individual whose personal information we collect, you have the following rights:
1. Right to Access (APP 12)
You can request access to the personal information we hold about you. We will provide:
- Confirmation of whether we hold your personal information
- Access to that information in a readily accessible form
- Information about how we collect, use, and disclose your personal information
2. Right to Correction (APP 13)
You can request correction of your personal information if you believe it is:
- Inaccurate, out-of-date, incomplete, irrelevant, or misleading
3. Right to Opt-Out of Marketing
You can opt-out of receiving marketing communications by:
- Clicking the unsubscribe link in marketing emails
- Contacting us at privacy@vigil.sh
- Updating your preferences in your account settings
4. Right to Complain
You can lodge a complaint about our handling of your personal information with:
- Vigil Solutions Hub: privacy@vigil.sh
- Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au
How to Exercise Your Rights
To exercise any of these rights, contact us at:
- Email: privacy@vigil.sh
- Post: Privacy Officer, PO Box 255, Coogee NSW 2034, Australia
We will respond to your request within 30 days and may charge a reasonable fee for providing access to your personal information.
Data Security (APP 11)
We are committed to protecting your personal information and have implemented appropriate technical and organizational measures to secure your data.
Security Measures
- Encryption: Data is encrypted both in transit and at rest using industry-standard encryption protocols
- Access Controls: Strict access controls limit who can access personal information on a need-to-know basis
- Authentication: Multi-factor authentication for administrative access to systems containing personal information
- Regular Security Updates: We regularly update our systems and software to address security vulnerabilities
- Employee Training: All staff receive privacy and security training to ensure proper handling of personal information
- Third-Party Security: We require our service providers to implement equivalent security measures
Data Breach Response
In the event of a data breach that is likely to result in serious harm to affected individuals, we will:
- Take immediate steps to contain the breach and assess the damage
- Notify the Office of the Australian Information Commissioner (OAIC) within 72 hours
- Notify affected individuals as soon as practicable if the breach is likely to result in serious harm
- Provide clear information about what happened, what information was involved, and what steps we are taking
Limitations
While we implement strong security measures, no internet transmission or electronic storage is completely secure. We cannot guarantee absolute security but will notify you if we become aware of any unauthorized access to your personal information.
Data Retention (APP 11)
We retain your personal information only for as long as necessary to:
- Fulfill the purposes for which it was collected
- Comply with legal and regulatory requirements
- Resolve disputes and enforce our agreements
Retention Periods
- Account Information: Retained for the duration of your account plus 7 years after closure for legal compliance
- Transaction Records: Retained for 7 years as required by Australian taxation and business laws
- Support Communications: Retained for 3 years to maintain service quality and resolve issues
- Marketing Preferences: Retained until you withdraw consent or request deletion
- Website Analytics: Aggregated data retained indefinitely; individual data deleted after 26 months
When personal information is no longer required, we will take reasonable steps to destroy or permanently de-identify it, unless we are required by law to retain it.
Children's Privacy
Our Services are not directed towards children under 18 years of age. We do not knowingly collect personal information from children under 18. If you are under 18, please do not provide any personal information to us.
If we learn that we have collected personal information from a child under 18 without appropriate parental consent, we will take steps to delete that information as quickly as possible. If you are a parent or guardian and you believe your child under 18 has provided us with personal information, please contact us immediately at privacy@vigil.sh.
Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your experience on our Services.
Types of Cookies We Use
- Essential Cookies: Required for the website to function properly (e.g., authentication, security)
- Performance Cookies: Help us understand how visitors interact with our website
- Functional Cookies: Remember your preferences and personalize your experience
- Marketing Cookies: Used to deliver relevant advertising and track campaign effectiveness
Your Cookie Choices
You can control cookies through your browser settings. However, disabling certain cookies may affect the functionality of our Services. For more information about cookies and how to manage them, visit www.allaboutcookies.org.
Do Not Track
Our Services do not currently respond to "Do Not Track" signals from browsers.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect:
- Changes in our business practices
- New legal or regulatory requirements
- Improvements to our Services
- Changes in technology
How We Notify You of Changes
- Minor Changes: We will post the updated Privacy Policy on our website with a new effective date
- Material Changes: We will provide additional notice by email or prominent notice on our website before the changes take effect
Your continued use of our Services after any changes to this Privacy Policy constitutes your acceptance of the updated policy.
Contact Us
If you have any questions, concerns, or complaints about this Privacy Policy or our handling of your personal information, please contact us:
Privacy Officer & General Inquiries
- Email: help@vigil.sh
- Post: Vigil Solutions Hub, PO Box 255, Coogee NSW 2034, Australia
Complaints Process
- Internal Complaint: Contact our Privacy Officer using the details above
- Response Time: We will acknowledge your complaint within 5 business days and provide a substantive response within 30 days
- External Complaint: If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or call 1300 363 992
Last Updated: 26 May 2025 Version: 2.0