PrintQueue Manager Privacy Policy

1. What this policy covers

This Privacy Policy applies to personal information we collect when you:

• (a) visit our website;
• (b) create or use an account for PrintQueue Manager;
• (c) upload files, create print jobs or otherwise use the Service;
• (d) contact us for support, sales, billing or other enquiries; or
• (e) receive marketing or product communications from us.

2. The kinds of personal information we collect

2.1 Account and contact details

• name
• email address
• phone number
• organisation or school name
• job title or role

2.2 Billing and transaction information

• billing contact details
• billing address
• payment-related information
• limited transaction information provided by payment processors

We do not generally store full payment card details ourselves where payments are handled by a third party payment provider such as Stripe.

2.3 Service usage and technical information

• IP address
• device information
• browser information
• operating system
• access times
• log data
• session activity
• audit records

2.4 Files, print jobs and related content

• uploaded files and documents
• file names and file metadata
• print job history
• download activity
• workflow and administration records

2.5 Communications and support records

• support emails
• enquiries and correspondence
• feedback
• issue reports

2.6 Marketing and website information

• cookie data
• analytics data
• marketing preferences
• interactions with our website, emails or communications

3. Sensitive or higher-risk information

The Service may be used by customers to upload files containing personal information, student information, employment-related information, government-related information, or other sensitive operational material.

We do not require customers to upload highly sensitive, classified or restricted information, and customers are responsible for assessing whether it is appropriate and lawful to use the Service for the information they choose to upload.

4. How we collect personal information

We may collect personal information:

• (a) directly from you when you register, contact us, subscribe, pay for the Service, request support or otherwise interact with us;
• (b) from your organisation, school or account administrator;
• (c) automatically when you use the Service or visit our website, including through logs, cookies, analytics tools and similar technologies; and
• (d) from third party service providers involved in payment processing, hosting, content delivery, support or fraud/security monitoring.

5. Why we collect, use and disclose personal information

We may collect, hold, use and disclose personal information for the following purposes:

• (a) to provide, operate, maintain and improve PrintQueue Manager;
• (b) to create and manage accounts and user access;
• (c) to host, process, manage, transmit, download and print files and print jobs as instructed by customers and authorised users;
• (d) to provide support, troubleshooting, maintenance and service administration;
• (e) to communicate with customers and users about the Service, including administrative notices, updates and support matters;
• (f) to process subscriptions, invoices and payments;
• (g) to monitor usage, maintain security, investigate incidents and prevent misuse;
• (h) to comply with legal, regulatory and contractual obligations;
• (i) to send marketing, service updates, newsletters or promotional communications where permitted by law; and
• (j) for related internal business purposes, such as recordkeeping, analytics, product development and risk management.

We do not sell personal information.

6. When we may disclose personal information

We may disclose personal information to:

• (a) our personnel and contractors who need access for support, operations, development, security or administration;
• (b) your organisation, school, account owner or account administrators;
• (c) third party service providers that help us provide the Service, including hosting, infrastructure, security, content delivery, payment processing and communications providers;
• (d) professional advisers such as accountants, lawyers, insurers or auditors;
• (e) regulators, law enforcement agencies, courts, government bodies or others where required or authorised by law; and
• (f) a purchaser, successor or assignee in connection with a business sale, restructure or asset transfer.

7. Third party providers and hosting

We may use third party providers such as Cloudflare, Amazon Web Services (AWS), Vultr and Stripe to support delivery of the Service.

Our current operating model is for PrintQueue Manager to be hosted in Australia, and we currently intend for production hosting and backups to remain in Australia.

Even where data is intended to remain in Australia, some providers may have corporate entities, support personnel, subcontractors or operational processes outside Australia. Where applicable, we take reasonable steps to manage privacy risks associated with third party providers.

8. Cookies and analytics

We may use cookies, analytics tools and similar technologies on our website or in connection with the Service to:

• (a) remember preferences and sessions;
• (b) understand website and product usage;
• (c) improve performance and user experience;
• (d) support security and fraud prevention; and
• (e) support marketing and communications.

You may be able to manage cookies through your browser settings, but doing so may affect functionality.

9. Direct marketing

We may send you newsletters, service updates, product announcements and other marketing communications where permitted by law.

You can opt out of marketing emails at any time by using the unsubscribe function in the email or by contacting us at [email protected].

We may still send non-marketing communications that are necessary for the administration, operation or security of the Service.

10. Access by Red Dirt Solutions personnel

Authorised personnel of Red Dirt Solutions may access personal information and uploaded files where reasonably necessary to:

• (a) provide support;
• (b) troubleshoot issues;
• (c) maintain or secure the Service;
• (d) investigate misuse or incidents; or
• (e) comply with law.

We aim to limit such access to what is reasonably necessary in the circumstances.

11. Security of personal information

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure.

Security measures may include encryption in transit, encryption at rest, access controls, tenant segregation, audit logging, session controls, patching and other reasonable technical and organisational measures.

However, no method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.

12. Data retention and deletion

We generally retain uploaded files until the customer deletes them or until available auto-archiving functionality removes them.

Where an account is closed or terminated, files stored in the Service are intended to be deleted, subject to legal obligations, technical limitations or legitimate business needs.

If a file or job is deleted through the Service, it is intended to be removed promptly from active systems.

We may retain limited billing, support, legal, audit or transactional records for as long as reasonably necessary for our legitimate business purposes or to comply with law.

13. Access and correction

You may request access to personal information we hold about you, and you may ask us to correct inaccurate, out-of-date, incomplete, irrelevant or misleading personal information.

We may need to verify your identity before processing a request. In some cases, we may refuse access or correction where permitted by law, but if so we will explain why.

Requests should be sent to [email protected].

14. Privacy complaints

If you have a complaint about how we have handled your personal information, please contact us at [email protected] with details of the complaint.

We will consider the complaint and respond within a reasonable time.

If you are not satisfied with our response, you may be able to complain to the Office of the Australian Information Commissioner (OAIC) or another relevant regulator.

15. Government, school and organisational customers

Where PrintQueue Manager is used by a school, business, print shop, government entity or other organisation, that organisation may act as the primary controller or decision-maker for some personal information processed through the Service.

In those cases:

• (a) the organisation may be responsible for providing notices to its users or data subjects;
• (b) the organisation may determine what files and personal information are uploaded to the Service;
• (c) requests relating to Customer Data may need to be directed first to the relevant organisation; and
• (d) we may assist customers with privacy or security enquiries relating to personal information processed through the Service, subject to law, confidentiality, feasibility and cost recovery where appropriate.

16. International use

PrintQueue Manager may be offered to customers outside Australia. If you access the Service from outside Australia, you acknowledge that your information will be handled in accordance with this Privacy Policy and Australian legal requirements applicable to us.

17. Changes to this policy

We may update this Privacy Policy from time to time.

If we make a material change, we may notify users by email, through the Service, on our website, or by other reasonable means. The updated version will apply from the date it is published.

18. Contact us

For privacy enquiries, access or correction requests, or complaints, contact: