PACIFIC ANALYTICS PTY LTD

Privacy Policy

Updated: February 17, 2025

1. Introduction

Welcome to Pacific Analytics Pty Ltd (“we,” “us,” “our,” or the “Company”), an Australian business providing information technology solutions for scientific research. Our registered office is located at:

Pacific Analytics
C/- Eagle Financial No4 Pty Ltd
Level 1, 54 Balgowlah Road, Balgowlah NSW 2093, Australia

We are committed to safeguarding your privacy and protecting your personal information. This Privacy Policy (“Policy”) explains how we handle your personal information when you use our websites, portals, and services (“Services”). It describes the types of personal information we collect, how we store and secure it, how and why we may disclose it, and the choices available regarding using your information.

Where applicable, we comply with the requirements of:

The Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
The European General Data Protection Regulation (EU GDPR) and equivalent UK data protection rules, to the extent we process personal data of individuals within the European Economic Area (“EEA”), the United Kingdom (“UK”), and/or Switzerland.

We may update this Policy occasionally to reflect changes in our practices or applicable laws. If we make significant changes, we will provide prominent notice by posting a banner on our website, emailing, or otherwise notifying you. We encourage you to review this Policy periodically.

2. What Personal Information We Collect

In this Policy, “personal information” or “personal data” refers to information or an opinion about an identified or reasonably identifiable individual, whether the information or opinion is accurate or not, and whether it is recorded in material form.

We collect personal information about you from several sources, including when you provide it directly when you use or interact with our Services and from third parties or public sources. The categories of personal information we process can include:

Account Information

Name, employer or institutional affiliation, job title/role.
Contact details such as email address, telephone number, and postal address.
Username and password (where required).

Payment Information

Billing details, such as your credit card number, billing address, or bank account information (if you purchase our Services).
Payment-related information is often processed by third-party payment processors (e.g., Stripe). We do not store your full credit card details on our systems.

User Activity Information

Log files and analytics data: IP addresses, browser type, operating system, pages viewed, access times, and referring URLs.
Interactions with our platforms (e.g., which pages you visit or the actions you take in our portals).
Communications with our team (e.g., support requests, feedback forms).

Submitted Data and Metadata

For scientific research or analytics services, you may upload or provide data files (e.g., sequencing data, project-related data) and associated metadata describing the subjects or the datasets. This may include phenotypic or demographic information.
Where this data includes personal or sensitive information (including genetic data), we handle it with appropriate security measures and by the APPs and applicable international data protection regulations.

Other User-Provided Personal Information

Information you send us via email, phone, or other channels (e.g., inquiries, suggestions, or job applications).

Some personal information (such as health, genetic, or biometric data) may be considered sensitive under specific regulations. We will only process sensitive information with valid legal grounds, such as your explicit consent or as otherwise permitted or required by law.

3. How We Use Your Personal Information

We only collect and process personal information on a lawful basis. The purposes for which we may use your information include:

Provision of Services

To create and maintain accounts, authenticate users, provide Services, and bill for purchased Services.
To store and process data you submit for analytics or research purposes following your instructions.

Communication and Customer Support

To respond to your inquiries, provide information about our Services, and offer technical and other support.
To send you updates, notifications about task completion, and other crucial Service-related information.

Marketing and Promotions

With your consent, send marketing communications about features, new products, or promotions that may interest you.
To invite you to participate in surveys or provide feedback.

Improving Our Services and User Experience

To analyse usage patterns, maintain and improve our platform’s performance, and develop new features.
To measure the effectiveness of our outreach, ads, or campaigns (e.g., via LinkedIn Insight Tag or other analytics tools).

Legal Compliance and Protection

To comply with legal and regulatory obligations under Australian law or other applicable regulations.
To detect, investigate, and help prevent security issues, fraudulent transactions, or other malicious activity.
To exercise or defend our legal rights or protect the rights, property, or safety of our users, employees, or the public.

4. Disclosure of Personal Information to Third Parties

We do not sell or rent your personal information. However, in certain circumstances, we may disclose or share your personal information with:

Service Providers and Processors

Companies that provide services on our behalf, such as hosting providers, payment processors, analytics services, customer support solutions, or marketing platforms. These third parties process your data only under our instructions and are obligated to protect your personal information.

Business Partners or Collaborators

If you explicitly consent and choose to share specific project data or personal information with collaborators (e.g., in a joint research project), we will share only the information necessary for project participation.

Regulatory or Legal Obligations

When required by law, regulation, court order, or other legal process.
Responding to lawful requests by public authorities (e.g., to meet law enforcement requirements).

Corporate Transactions

In connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business by another company. We will ensure any new or combined entity follows this Policy or provides notice of any changes.

5. International Transfers of Personal Information

We primarily store and process data on servers located in Australia. However, to facilitate our global operations and provide our Services effectively, we may transfer personal information outside of Australia, including to countries with different data protection rules.

If you are located in the EEA, UK, or Switzerland, we comply with applicable data transfer mechanisms (such as Standard Contractual Clauses) or rely on adequacy decisions where available.
We ensure that any third parties receiving your data abroad provide adequate safeguards for your personal information.

By using our Services or providing us with your personal information, you consent to transfer your personal information to countries outside of your country of residence if such transfer is necessary for the performance of the Services or otherwise consistent with this Policy.

6. Cookies and Similar Technologies

We use cookies and similar tracking technologies to recognise you and/or your device(s) and to collect information about your use of our websites and portals. These cookies help us:

Enable essential platform features (e.g., user authentication).
Monitor and prevent security threats (e.g., Cross-Site Request Forgery).
Analyze user interactions via third-party analytics services (e.g., Squarespace Analytics, Google Analytics) to improve our websites and Services.
Deliver targeted information or marketing with your consent.

You can control the use of cookies at the individual browser level. Most browsers provide ways to manage or block cookies. If you choose to block cookies, your use of certain features or functions of our Services may be limited.

For more detailed information, please see our Cookie Policy (if provided on our website) or consult your browser help documentation.

7. How We Store and Secure Your Information

Data Security

We employ industry-standard technical and organisational measures to protect personal information from unauthorised access, misuse, alteration, or disclosure.
We use encryption, secure servers, access controls, and other protocols to safeguard data in transit and at rest.

Data Retention

We retain personal information only as long as necessary for the purposes outlined in this Policy or for business or legal requirements.

When we no longer require personal information, we securely delete, destroy, or anonymise it.

Despite our security measures, no data transmission or storage method is secure. Please contact us immediately if you believe your account or information is no longer safe.

8. Your Rights and Choices

Depending on where you reside, you may have rights under applicable data protection laws (e.g., the Australian Privacy Act, EU GDPR, UK data protection legislation, etc.), including:

Access and Correction

You can request details about the personal information we hold about you and correct any inaccuracies.

Deletion (“Right to be Forgotten”)

You can request us to delete or anonymise your personal information, subject to certain legal exceptions.

Objection or Restriction

You may object to or request restrictions on certain processing activities.

Portability

Under some laws, you may request a copy of specific personal data in a commonly used electronic format.

Withdraw Consent

Where processing is based on your consent, you can withdraw consent anytime. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

To exercise any of your rights, please use the details in the How to Contact Us section to contact us. We will respond to your request within the timeframe required by law.

9. Children’s Privacy

Our Services are not directed to individuals under 18 years old. We do not knowingly collect personal information from children under 18. If we become aware that a child under 18 has provided us with personal information, we will take reasonable steps to delete such information. If you know your child has provided us with personal information, please get in touch with us for assistance.

10. Applications For Employment

If you apply for a position at Pacific Analytics, we collect and process your applicant data solely for recruitment and human resources purposes, such as:

Reviewing your application and qualifications.
Contacting you to schedule interviews or provide updates on your application.Fulfilling any legal or regulatory requirements related to employment.

We will retain your personal information for as long as necessary to manage your application or as required under applicable laws. If you do not wish us to keep your details for future job openings, you may request that we delete them.

11. Changes To This Privacy Policy

We may revise this Privacy Policy occasionally to reflect changes in our privacy practices or the law. We will notify you about significant changes by posting a prominent notice on our website or other appropriate means. The “Updated” date at the top indicates when the latest changes were made. We encourage you to review this Policy periodically to stay informed of our practices.

If you do not agree with any changes, you must stop using our Services. Your continued use of the Services after the updated Policy takes effect indicates your acceptance of the revised Policy.

12. How To Contact Us

If you have any questions, concerns, or comments regarding this Privacy Policy or wish to make a complaint or exercise your rights, please contact us at:

Email: privacy@pacificanalytics.com

Or write to us at:

Privacy Officer

Pacific Analytics
C/- Eagle Financial No4 Pty Ltd
Level 1, 54 Balgowlah Road, Balgowlah NSW 2093, Australia

We will strive to promptly acknowledge and address your inquiry or complaint under applicable laws.