Legal
Privacy Policy
How Cloud Phone System Australia Pty Ltd collects, uses, stores and protects personal information under the Privacy Act 1988 and Australian Privacy Principles.
Effective: 2026-05-28
This is a draft template pending legal review prior to launch. Final language must be reviewed by an Australian privacy law practitioner.
1. Who we are
Cloud Phone System Australia Pty Ltd (ABN 61 679 076 101) (“CPS”, “we”, “us”, “our”) provides cloud phone system deployment and managed services to Australian businesses. We are an Australian-owned company headquartered at 66-68 Maroondah Hwy, Croydon VIC 3136.
2. Why we have this policy
Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), we must explain how we collect, use, store and disclose your personal information. This policy applies to information collected through cloudphonesystem.au, through our sales process, and through our managed services after you become a customer.
3. What we collect
We collect personal information that is reasonably necessary to provide our services or evaluate a request:
- Contact information - name, business name, business email, phone, business address, preferred contact time
- Business information - number of users, current phone system, industry, features of interest
- Service information (customers) - system configuration, call statistics, call recordings (per recording disclosure), voicemails, transcripts
- Website usage - anonymised analytics via Google Analytics 4, IP addresses (truncated), browser/device type, pages viewed
- Communications - emails, support tickets, call recordings between you and our team
4. How we use it
- Respond to your sales and support enquiries
- Provide the services you’ve engaged us for
- Operate, maintain and improve our cloud phone systems
- Communicate service-related information (incidents, maintenance, upgrades)
- Send relevant business communications (newsletters, product updates) where you’ve consented and given us your express or inferred consent under the Spam Act 2003
- Meet legal obligations (tax, telecommunications regulation, lawful requests)
- Operate website analytics
5. Disclosure
We disclose personal information to:
- 3CX - the underlying software vendor (for licensing, support escalation)
- Our hosting providers - Australian data centres operating our infrastructure
- Australian carriers - for number porting and SIP services
- Service providers acting on our behalf (e.g. Google Analytics, mail relay)
- Government authorities when lawfully compelled
We do not sell personal information.
6. Overseas transfers
Some service providers may be located overseas. Where personal information is transferred overseas, we take reasonable steps to ensure recipients comply with the APPs. For Australian customers, hosted infrastructure remains in Australian data centres unless you specifically request otherwise.
7. Storage and security
- Hosted in Australian data centres in Sydney and Melbourne
- Encrypted in transit (TLS) and at rest (AES-256 for call recordings and voicemails)
- Role-based access controls
- Audit logging of access to personal information
- Regular security patching and 24/7 monitoring
8. Retention
We retain personal information for as long as we provide services to you, plus the periods required by law (e.g. 7 years for tax records). Call recordings are retained per configured retention rules (typically 90 days to 7 years depending on industry); recordings are deleted automatically when retention expires.
9. Cookies and analytics
Our website uses Google Analytics 4 with IP anonymisation and consent-mode. We do not use third-party marketing trackers or remarketing cookies by default. Our consent banner allows you to decline non-essential cookies.
10. Your rights
You can:
- Access the personal information we hold about you
- Correct information that’s inaccurate
- Delete information (subject to legal retention requirements)
- Opt out of marketing communications
Contact [email protected] with any request. We respond within 30 days.
11. Complaints
If you believe we’ve breached the APPs, contact [email protected] first. If unresolved, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
12. Changes
We may update this policy from time to time. Changes will be posted here with an updated effective date.
Contact
Privacy questions: [email protected] General contact: [email protected] - 1300 680 824
