Privacy Policy & Notice

Last updated: 28th November 2023

Introduction

This notice applies across all websites that we own and operate and all services we provide, including our Debtrak Collection Application, and any other apps or services we may offer (for example, events or training). For the purpose of this notice, we’ll just call them our ‘services’. If you are a Debtrak Glass user, this notice applies to you too!

When we say ‘personal data’ we mean identifiable information about you, like your name, email, address, telephone number, bank account details, payment information, support queries, community comments and so on. If you can’t be identified (for example, when personal data has been aggregated and anonymised) then this notice doesn’t apply. Check out our terms of use for more information on how we treat your other data.

We may need to update this notice from time to time. Where a change is significant, we’ll make sure we let you know – usually by sending you an email.

You can read the whole notice below, or if you haven’t got much time, you can jump to the section you need using the navigation menu.

Who are ‘we’?

When we refer to ‘we’ (or ‘our’ or ‘us’), that means Debtrak Pty Limited, Debtrak UK Ltd, and Debtrak Software Pty Ltd. Our headquarters are in Australia but we operate and have offices all over the world. Address details for all Debtrak offices are available on the Contact Us page.

We provide an easy-to-use global online platform for Debt Collection Agencies, Financial Institutions and Government.

For European Union and United Kingdom data protection purposes, when we act as a controller in relation to your personal data, Debtrak UK Limited (company number 07131823) is our representative in Europe.

How we collect your data and lawful basis for processing

When you visit our websites or use our services, we collect personal data. The ways we collect it can be broadly categorised into the following:

Information you provide to us directly: When you visit or use some parts of our websites and/or services we might ask you to provide personal data to us. For example, we ask for your contact information when you sign up for a free trial, respond to a job application or an email offer, participate in community forums, join us on social media, take part in training and events, contact us with questions or request support. If you don’t want to provide us with personal data, you don’t have to, but it might mean you can’t use some parts of our websites or services. Our lawful basis for processing is Consent. You have provided consent. This can be withdrawn at any time by contacting us.

Information we collect automatically: We collect some information about you automatically when you visit our websites or use our services, like your IP address and device type. We also collect information when you navigate through our websites and services, including what pages you looked at and what links you clicked on. This information is useful for us as it helps us get a better understanding of how you’re using our websites and services so that we can continue to provide the best experience possible (for example, by personalising the content you see).

Where we are providing a service to you under a contract: We need to process your information in order to provide the services under the contract. Our lawful basis for processing is our Contractual Obligation.

Where we are required by law to share information: We are required by law/ regulations to provide information to a supervisory authority. Our lawful basis for processing is Legal Obligation.

Information we get from third parties: We do not collect information about you from third parties.

How we use your data

First and foremost, we use your personal data to operate our websites and provide you with any services you’ve requested, and to manage our relationship with you. We also use your personal data for other purposes, which may include the following:

To communicate with you. This may include:

providing you with information you’ve requested from us (like training or education materials) or information we are required to send to you
operational communications, like changes to our websites and services, security updates, or assistance with using our websites and services
marketing communications (about Debtrak or another product or service we think you might be interested in) in accordance with your marketing preferences
asking you for feedback or to take part in any research we are conducting (which we may engage a third party to assist with).

We may contact you through a variety of channels, including but not limited to email, telephone, SMS and in-product communications. But don't worry, we will always respect your communications preferences and you can amend these at any time through your Debtrak user account or where relevant, by unsubscribing at the bottom of our messages.

To support you: This may include assisting with the resolution of technical support issues or other issues relating to the websites or services, whether by email, in-app support or otherwise.

To enhance our websites and services and develop new ones: For example, by tracking and monitoring your use of websites and services so we can keep improving, or by carrying out technical analysis of our websites and services so that we can optimise your user experience and provide you with more efficient tools.

To protect: So that we can detect and prevent any fraudulent or malicious activity, and make sure that everyone is using our websites and services fairly and in accordance with our terms of use.

To market to you: In addition to sending you marketing communications, we may also use your personal data to display targeted advertising to you online – through our own websites and services or through third party websites and their platforms.

To analyse, aggregate and report: We may use the personal data we collect about you and other users of our websites and services (whether obtained directly or from third parties) to produce aggregated and anonymised analytics and reports, which we may share publicly or with third parties.

How we can share your data

There will be times when we need to share your personal data with third parties. We will only disclose your personal data to:

other companies in the Debtrak group of companies
regulators, law enforcement bodies, government agencies, courts or other third parties where we think it’s necessary to comply with applicable laws or regulations, or to exercise, establish or defend our legal rights. Where possible and appropriate, we will notify you of this type of disclosure
other people or organisations where we have your consent.

International data transfers

We do not transfer your data from the jurisdiction it was collected without ensuring an adequate level of protection is in place to protect your data prior to any transfer.

Security

Security is a priority for us when it comes to your personal data. We’re committed to protecting your personal data and have appropriate technical and organisational measures in place to make sure that happens. For more information about security, check out Debtrak’s security pages.

Retention

The length of time we keep your personal data depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you with a service you’ve requested or to comply with applicable legal, tax or accounting requirements).

We’ll retain your personal data for as long as we have a relationship with you and for a period of time afterwards where we have an ongoing business need to retain it, in accordance with our data retention policies and practices. Following that period, we’ll make sure it’s deleted or anonymised.

Your rights

It’s your personal data and you have certain rights relating to it. When it comes to marketing communications, you can ask us not to send you these at any time – just follow the unsubscribe instructions contained in the marketing communication, or make your request from the privacy at Debtrak page.

You also have the following rights:

Your right of access: You have the right to ask us for copies of your personal information.
Your right to rectification: You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing: You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing: You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You can exercise these rights at any time by making a request from the privacy at Debtrak page. You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

How to complain

If you’re not happy with how we are processing your personal data, please let us know by getting in touch from the privacy at Debtrak page. We will review and investigate your complaint, and try to get back to you within a reasonable time frame.

You can also complain to your local data protection authority. If you are unsure who this is please contact us and we will let you know.

How to contact us

We’re always keen to hear from you. If you’re curious about what personal data we hold about you or you have a question or feedback for us on this notice, our websites or services, please get in touch.

As a technology company, we prefer to communicate with you by email – this ensures that you’re put in contact with the right person, in the right location, and in accordance with any regulatory time frames.