WardenONE is operated by [Legal Entity Name] (ABN [ABN]) ("WardenONE", "we", "us"). This Privacy Policy explains how we collect, hold, use, disclose and protect personal information in connection with the WardenONE service (the "Service").

We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Where the Service is used by an organisation, that organisation is generally the entity responsible for the personal information of its workers and visitors held in the Service; we handle that information on its behalf in accordance with its instructions and these terms.

1. The information we collect

We collect only what we need to provide the Service. This typically includes:

• Account information — name, work email, phone, role and the organisation or facility you are associated with.
• Customer Data you upload — personnel records, emergency contacts, warden assignments, training records, PEEPs, incident reports, equipment registers, evacuation diagrams and similar information you choose to manage in the Service.
• Usage information — actions taken in the Service, timestamps, audit log entries, and limited technical information (IP address, browser, device) needed for security and reliability.
• Billing information — limited details required to process payments (handled by our payment processor; we do not store full card numbers).
• Communications — emails or messages you send us, and your responses to support enquiries.

2. How we use information

We use personal information to:

• provide, operate, secure and improve the Service;
• authenticate users and maintain audit logs;
• send service notifications, reminders and product updates;
• respond to support requests;
• process payments and manage subscriptions;
• meet our legal, regulatory and security obligations.

3. Who we share information with

We only share information you provide with services necessary for the provision of the Service, or with other partners when you request that we do so.

"Services necessary for the provision of the Service" means the trusted suppliers we use to operate WardenONE — for example our cloud hosting provider, our authentication provider, our email delivery provider, our payment processor, and our error-monitoring provider. These suppliers act on our instructions, are bound by confidentiality and data-handling obligations, and may only use information to deliver their service to us.

Beyond those operational suppliers, we share information with third parties (for example fire safety consultants, insurance brokers, accountants, regulators, or other software you connect to) only when you ask us to — either by configuring an integration, requesting an export, or otherwise directing us in writing. We do not sell personal information, and we do not share it for marketing purposes by third parties.

We may also disclose information where required by law (such as a court order or lawful regulator request), where reasonably necessary to protect our rights or the safety of any person, or in connection with a business transfer in which the acquirer agrees to honour this Policy.

4. Where information is stored

The Service is hosted in Australia. Personal information is stored in Australia unless you direct otherwise. Some operational suppliers may process limited information outside Australia (for example error logs); where that occurs, we take reasonable steps to ensure handling consistent with the Australian Privacy Principles.

5. Security

We use technical and organisational measures appropriate to the sensitivity of the information held, including transport encryption, access controls, audit logging and regular software updates. No system is perfectly secure; if a notifiable data breach occurs we will comply with our obligations under the Notifiable Data Breaches scheme.

6. Retention

We retain personal information for as long as your account is active and for a reasonable period afterwards to allow you to return, recover data, or meet record-keeping obligations. On cancellation, Customer Data is retained for 90 days and then permanently deleted from active systems, subject to backups that are overwritten on the normal backup cycle and to any records we are legally required to keep.

7. Your rights

You may request access to, correction of, or deletion of personal information we hold about you. Where the information was uploaded to the Service by an organisation you work for, we may direct your request to that organisation, which is best placed to action it.

To make a request, email info@warden-one.com.au. We will respond within a reasonable time.

8. Cookies and similar technologies

We use a small number of strictly necessary cookies to keep you signed in and to maintain session security. We do not use third-party advertising cookies or cross-site tracking. We may use privacy-respecting analytics to understand aggregate use of the marketing site; this does not identify individuals.

9. Children

The Service is intended for use by adults in a workplace context. We do not knowingly collect personal information from children.

10. Changes to this Policy

We may update this Privacy Policy from time to time. Material changes will be notified by email to your account contact or by in-app notice. The "Last updated" date above will always reflect the current version.

11. Complaints

If you believe we have handled your personal information in a way that does not comply with the Australian Privacy Principles, please contact us first at info@warden-one.com.au. If you remain dissatisfied, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.