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Privacy Policy

Melbourne West IT Solutions – Privacy Policy

Effective Date: 15 November 2024 Last Updated: 18 Jan 2026

This Privacy Policy explains how Melbourne West IT Solutions (“MWITS”, “we”, “us”, “our”) collects, uses, stores, and discloses personal information. By engaging our services or interacting with us, you acknowledge this Privacy Policy.

MWITS complies with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

 

1. Information We Collect

We collect information necessary to deliver IT, MSP, hosting, domain, and cybersecurity services.

1.1 Personal Information

  • Name, address, phone number, email address

  • Billing and payment details

  • Identification documents (e.g., ABN/ACN, licence, passport) for domain eligibility or verification

  • Contact details for authorised users

1.2 Technical & System Information

Collected during support, monitoring, hosting, or cybersecurity services:

  • Device identifiers, hardware specifications, OS versions

  • Network diagrams, IP addresses, MAC addresses

  • System logs, audit logs, event logs, and diagnostic data

  • Security alerts, threat detection data, and monitoring telemetry

  • Backup metadata and retention information

  • Email routing data, DNS records, and configuration details

  • Website hosting content, databases, and server configurations

1.3 Business Information

  • Company name, ABN/ACN, business registration details

  • Licensing information

  • Domain eligibility data

  • System architecture, infrastructure details, and configuration documentation

1.4 Website & Online Data

  • IP address, browser type, device type

  • Pages visited, session duration, and analytics data

  • Cookies and tracking technologies (see Section 8)

 

2. How We Use Your Information

We use collected information to:

2.1 Deliver, manage, and improve IT, MSP, hosting, domain, and cybersecurity services 2.2 Provide technical support, troubleshooting, and remote assistance 2.3 Process payments, issue invoices, and manage accounts 2.4 Maintain accurate service, diagnostic, and security records 2.5 Configure, monitor, and maintain systems under managed services 2.6 Verify domain eligibility and maintain compliance with registries 2.7 Detect, prevent, and investigate security threats or misuse 2.8 Communicate service updates, outages, maintenance notices, or offers 2.9 Comply with legal, regulatory, and industry obligations

 

3. Information Sharing & Disclosure

We do not sell or rent your information. We may disclose information only when necessary for service delivery or compliance.

3.1 Service Providers, Subcontractors & Data Processors 

We may share information with trusted third parties essential to service delivery, including:

  • datacentres and cloud hosting providers

  • domain registrars and DNS providers

  • software vendors and licensing partners

  • cybersecurity vendors and monitoring platforms

  • backup and disaster recovery providers

  • payment processors

  • hardware suppliers

Some service providers may act as data processors, subcontractors, or infrastructure providers on behalf of MWITS.

3.2 Legal & Regulatory Compliance

We may disclose information to:

  • law enforcement

  • regulatory bodies

  • courts or tribunals

  • domain registries (e.g., auDA, ICANN)

  • government agencies

3.3 Security & Abuse Prevention

We may share information to:

  • investigate security incidents

  • prevent fraud, abuse, or malicious activity

  • protect infrastructure and client systems

3.4 Business Transactions

If MWITS undergoes a merger, acquisition, or restructuring, relevant information may be transferred with notice.

3.5 With Your Consent

We may share information for specific purposes when you explicitly authorise it.

 

4. Data Security 

We implement commercially reasonable administrative, technical, and organisational measures to protect your information, including:

  • encryption of sensitive data in transit and at rest

  • multi‑factor authentication for administrative systems

  • network segmentation and access controls

  • secure remote access protocols

  • regular vulnerability assessments and patching

  • intrusion detection and threat monitoring

  • secure disposal and data destruction procedures

Despite best efforts, no system is completely secure. You acknowledge the inherent risks of electronic data transmission and storage.

 

5. Data Retention

We retain information only as long as necessary for:

  • service delivery

  • account management

  • legal and regulatory compliance

  • dispute resolution

  • security and audit requirements

Retention periods vary depending on service type (e.g., hosting, domains, backups, MSP logs).

When no longer required, data is securely deleted, anonymised, or archived.

 

6. Your Rights

6.1 Access & Correction

You may request access to your personal information or request corrections.

6.2 Withdrawal of Consent

You may withdraw consent for data processing, but this may limit our ability to provide services.

6.3 Data Portability

We can provide your information in a portable format where technically feasible.

6.4 Complaints

You may lodge complaints with MWITS or the Office of the Australian Information Commissioner (OAIC).

 

7. Remote Access & Monitoring

When providing remote support or managed services, MWITS may:

  • access systems, devices, or networks with your permission

  • collect logs, telemetry, and diagnostic data

  • monitor system health, performance, and security alerts

Access is restricted to authorised technicians and logged where possible.

 

8. Cookies & Website Tracking

Our website uses cookies and analytics tools to improve user experience. Cookies may collect:

  • browser type

  • device type

  • pages visited

  • session duration

You may disable cookies, but some features may not function correctly.

 

9. Hosting, Email & Domain Data

9.1 Hosting Data

Website files, databases, logs, and backups may be stored on third‑party infrastructure.

9.2 Email Data

Email metadata (not content) may be processed by spam filters, security tools, and mail servers.

9.3 Domain Data

Domain registries may require:

  • ABN/ACN

  • identification

  • eligibility documentation

This information may be publicly visible in WHOIS depending on registry rules.

 

10. International Data Transfers

Some third‑party providers may store or process data outside Australia. We take reasonable steps to ensure these providers comply with privacy obligations.

 

11. Business Continuity & Security Events

We may retain logs, backups, and security data necessary to:

  • investigate incidents

  • restore services

  • comply with cybersecurity obligations

  • maintain business continuity

 

11A. Data Breaches 

Where MWITS becomes aware of an eligible data breach affecting personal information and notification is required under applicable law, MWITS will take reasonable steps to:

  • assess the breach

  • contain the incident

  • mitigate harm

  • notify affected parties where required

  • comply with the Notifiable Data Breaches (NDB) scheme

 

12. Children’s Privacy 

Our services are not directed at children under 16. We do not knowingly collect personal information from minors without parental or guardian consent.

 

13. Marketing Communications 

We may send service updates, maintenance notices, or promotional communications. You may opt out at any time by:

  • clicking the unsubscribe link in emails, or

  • contacting us directly.

Opting out does not affect essential service communications.

 

14. Privacy Contact 

For privacy requests, corrections, complaints, or enquiries:

Melbourne West IT Solutions Email: [email protected]

We aim to acknowledge privacy requests within 5 business days.