Kaleidoscope Systems Pty Ltd

ACN: 609 538 481
ABN: 66 609 538 481
Updated: 29th July 2020


This policy outlines how Kaleidoscope Systems Pty Ltd deals with personal information. It explains how information is collected, used and disclosed. It also informs you about the rights and responsibilities you have regarding your personal information, in association with your use of our services.

Defined terms

“You” & “Your”: “You” may be a visitor to one of our websites, or a new or existing user of our Service.
“Staff”, “Worker” & “Sub-Contractor”: Someone who works for Kaleidoscope Systems Pty Ltd or one of our Clients
“Client” & “Business”: A Client of Kaleidoscope Systems Pty Ltd
“we”, “us”, “our”: Kaleidoscope Systems Pty Ltd & its affiliates.
“Service”: our services.

This policy does not apply to third-party websites, products, or services. You should consider the privacy practices and policies of those third parties carefully.

If You disagree with anything within this policy, You should not continue with our products and services.

Information We Collect

Business Information

In order to products and services, Kaleidoscope Systems Pty Ltd collects the following information about your business:

  • Business Name
  • Postal Address
  • Shipping Address
  • Business Type
  • Email Address
  • Phone/Contact Numbers
  • ABN (if applicable)
  • ACN (if applicable)

Business information is information that can be used to identify your business. ‍

Personal information

Personal information maybe collected under the following scenarios:

  • ‍Purchase our products
  • Use our services
  • Communicate with us
  • Visit our website
  • Post to our blog
  • Like or interact with us on social media

Special categories of data

Kaleidoscope Systems Pty Ltd does not knowingly attempt to solicit or receive special categories of data, such as personal information relating to race, ethnic origin, political association, trade union membership, religious beliefs, criminal records or health information.‍

How Information May Be Used

Kaleidoscope Systems Pty Ltd collects business information so that we can provide our products and services. In doing so, Kaleidoscope Systems Pty Ltd may use the business information collected in the following ways:

  • Provide the Products and Services
  • Respond to enquiries and support requests
  • Identify the Business
  • Communicate with the Business Staff/Workers to provide technical support and any other issues related to our Products and Services
  • Send information, training, marketing or promotional materials
  • Send important information such as changes to our policies
  • Seek feedback, request testimonial or surveys
  • Aggregate personal and other information into non-identifiable, anonymous data to help improve our Products and Services
  • Enforce our Terms of Service & Policies
  • Facilitate our internal business operations, including the fulfilment of any legal requirements
  • Prosecute or defend in a court, arbitration, or similar legal proceeding

Your use of our Products and Services implies consent to the collection, holding and usage of personal and other information for these purposes, and any other purpose for which you have provided express permission, on an ongoing basis until termination of Services, subject to the terms of this policy and our Terms of Service.

How We Disclose Data

Kaleidoscope Systems Pty Ltd will only disclose personal, business and other information to a third party for the purpose of providing support.

Kaleidoscope Systems Pty Ltd affiliates: we may disclose your information to entities that we control or sub-contract to, for their internal business purposes to facilitate delivery of our Products and Services. ‍

Third party service providers: we may disclose Your information or account data to third party service providers for the purpose of providing You with our Products and Services, improving our Products and Services, and other aforementioned purposes for how we use Your information, including services such as website hosting, data analysis, payment processing services, information technology and related infrastructure provision, customer service, email delivery, SMS/text delivery, credit card processing, auditing and other similar services. ‍

Authorised third-parties: the use of Your personal data by an authorised third party is subject to the third party’s privacy policy. ‍

Law enforcement agencies, legal systems and regulatory authorities: we may be required to disclose your information, without your consent, in order to comply with any court orders, subpoenas, or other legal processes or investigations, if such disclosure is required by law. Where possible and appropriate, we will notify you if we are required by law to disclose your personal information.

Successors: we may disclose your information in the case of a sale, merger, consolidation, liquidation, reorganisation, or acquisition. In that event, any acquirer will be subject to the obligations of this privacy policy. ‍

People browsing our message boards, chat, profile pages, blogs and other services to which you’re able to post information and materials, including “Testimonials, Ratings and Reviews” and “Public Forum.” The Personal Information you include will be displayed in the Service. If you want this material removed, please contact us at privacy@kaleidoscope.systems  

Your contacts associated with your social media accounts, Kaleidoscope Systems Pty Ltd’s social media contacts, and browsers of the applicable social media, in connection with any of Your social media activity related to Kaleidoscope Systems Pty Ltd. ‍

Any other entity for which You have provided express consent for disclosure of Your information. ‍


Kaleidoscope Systems Pty Ltd takes reasonable physical, technical and administrative precautions to protect Your information from loss, theft, or unauthorised access, alteration or disclosure.

Notification of breach

Should Kaleidoscope Systems Pty Ltd become aware of any accidental, unauthorised or unlawful destruction, loss, alteration, disclosure, or breach of personal or business information, if such a breach represents a risk to the business or person, Kaleidoscope Systems Pty Ltd will notify you of the breach as soon as possible.

Username & password security

It is your responsibility to protect the security of your dock’d Account. Kaleidoscope Systems Pty Ltd staff, and independent Kaleidoscope Systems Pty Ltd Partners, do not have access to your Account and will never ask you for security information. It is up to you to follow best practice to secure your account details and ensure your password and PIN can’t be easily guessed. You should not share your account details with anyone and update your password and PIN on a regular basis.

Credit Card Processing

In order to process payments for our Products and Services, Kaleidoscope Systems Pty Ltd uses the eWAY Payment Gateway for processing and storing credit card transactions. eWAY processes credit card transactions for thousands of Australian merchants, providing a safe and secure means of collecting payments. All credit card transactions performed using the eWAY gateway are secured payments.

  • Payments are fully automated with an immediate response.
  • Your complete credit card number cannot be viewed by Kaleidoscope Systems Pty Ltd or any outside party.
  • All transactions are performed under 128 Bit SSL Certificate.
  • All transaction data is encrypted for storage within eWAY’s bank-grade data centre, further protecting your credit card data.
  • eWAY is an authorised third party processor for all the major Australian banks.
  • eWAY at no time touches your funds; all monies are directly transferred from your credit card to the merchant account held by Kaleidoscope Systems Pty Ltd.

For more information about eWAY and online credit card payments, please visit www.eWAY.com.au

Advertising & Communications

Kaleidoscope Systems Pty Ltd will not sell or otherwise disclose Your information to marketers or promotional third parties without your consent.

Kaleidoscope Systems Pty Ltd may use your information for the purpose of sending you training, marketing or promotional communications. You may opt out of these communications via ‘unsubscribe’ mechanisms. However, note that we may still send you communications important to your use of our Products and Services.‍

Access to Your Information & Retention of Information

To request removal of any basic personal information you supplied when accessing our online material, such as forums, please request this in writing at privacy@kaleidoscope.systems. We will process Your requests as soon as reasonably practicable. If it is not reasonable, practical, or appropriate for us to process your request in the manner you have requested, or we determine it to be frivolous or vexatious, we will advise you accordingly.

Responsibilities for processing and controlling personal information

Through provision of Products and Service to you, Kaleidoscope Systems Pty Ltd has an obligation to process your personal, business and other information, and account data, as directed by you as part of your use of our Products and Services, and in accordance with this policy and our Terms of Service. Under this policy and as a data controller, Kaleidoscope Systems Pty Ltd has certain obligations to ensure the privacy of your personal, business and other information.

In turn, your use of Products and Services involves you collecting, holding and using certain personal and other information about your customers, staff, workers, contractors, sub-contractors and suppliers and other personal data. You determine and control your network, the entry, use and retention of any personal information within your Systems. You should be aware of your responsibilities as a data controller when collecting, holding and using personal information about your customers, staff, workers, contractors, sub-contractors and suppliers, and the corresponding rights of your customers or data subjects.‍

If you collect, hold and use a third party’s personal information as part of your use of our Products and Services then you warrant to us that you have the third party’s consent to do so.

Updates to this Privacy Policy and Notifications

Kaleidoscope Systems Pty Ltd reserves the right to change this policy at any time, and any amended policy is effective upon the posting on this website. In the event of any significant update/s, Kaleidoscope Systems Pty Ltd will communicate these changes to You via email or notification via the website. You agree that electronic disclosures and notices have the same meaning and effect as if we had provided you with hard copy disclosures. Disclosures and notices in relation to this policy or Your information shall be considered to be received by you within 24 hours of the time they are posted to our website or sent to you via email or notification through your Software.

‍Contact Us

If you have any questions or concerns about this privacy policy or how your personal information is handled, please contact our Privacy Officer at privacy@kaleidoscope.systems.

If you are dissatisfied with our handling of a query or request raised under this privacy policy, you may consider submitting a complaint to your country’s data protection authority.