Privacy policy
About this policy
Sentry Operations Pty Ltd ("we" or "us") is an Australian company that develops software. This policy explains how we collect, hold, use and share personal information, and how you can see or correct yours, or make a complaint.
It covers our website, sentry-ops.com, and the rest of our business: people who contact us, our customers, partners and suppliers, visitors to our meetings and demonstrations, and people who apply to work with us.
We have chosen to follow the Australian Privacy Principles in the Privacy Act 1988 (Cth) in everything we do with personal information.
Personal information is information or an opinion about a person who is identified, or who can reasonably be identified.
In short
- We collect only what we need, and mostly from you.
- We don't sell personal information.
- Our website uses no cookies, analytics, tracking or contact forms.
- We keep personal information secure, and delete it when we no longer need it.
- You can ask to see or correct your information, or make a complaint, by emailing contact@sentry-ops.com.
What we collect
What we collect depends on how you deal with us.
| If you are | We may collect |
|---|---|
| A visitor to our website | Technical details our website host records: your IP address, your browser and device type, the pages you visit, and the date and time |
| Someone who contacts us | Your name, email address, phone number, organisation and role, and anything you tell us |
| A customer, partner or reseller | Business contact details, and records of our dealings, agreements and correspondence |
| A supplier | Business contact details, payment details, supplier declarations, and the results of sanctions checks |
| A visitor to a meeting or demonstration | Your name, organisation, role and email address, and your acknowledgement. For technical sessions, whether you have completed your own export check |
| A job applicant, contractor or staff member | Your CV, qualifications, licences, work history, referees, right to work in Australia and citizenship; contact and emergency contact details; and bank, tax and superannuation details so we can pay you. With your consent, screening results such as a national police check |
| Someone in our photos or video | Images from drone test flights, demonstrations, events and photo shoots |
Some personal information is sensitive, such as health information or a criminal record. We collect it only with your consent, and only when we need it: for example, a police check during screening, or health details you give us so we can adjust your work. We may also collect it when the law requires or allows us to.
How we collect it
We collect most personal information directly from you: when you email or call us, meet us, fill in one of our forms, or sign a document with us. Some of our forms are online, in Microsoft Forms, which stores your answers for us in our Microsoft 365 account.
We may also collect it from:
- your organisation, or our resellers and partners
- referees you name, and screening providers you have agreed to
- public sources, such as business websites, public registers and the Australian Government's sanctions list (the Consolidated List).
Our website host records technical details automatically when you visit the site.
Information we didn't ask for
If we receive personal information we didn't ask for, we decide whether we could have collected it ourselves. If we couldn't, we destroy or de-identify it, where it's lawful and reasonable to do so.
Dealing with us without giving your name
You can contact us without giving your name, or using another name. We may need your real name and details to answer some enquiries, to do business with you, or where the law requires it.
Why we collect and use it
We use personal information to:
- answer your enquiries
- supply, support and improve our products and services
- manage our dealings with customers, partners, resellers and suppliers, including contracts, invoices and payments
- run meetings, visits and demonstrations
- recruit and engage people, and manage their work with us
- meet our legal obligations, including under tax, company, work health and safety, export control and sanctions laws
- keep our website, systems and premises secure
- deal with complaints, disputes and legal claims
- send you news about us, if you have agreed to receive it.
We use and share personal information only for the purpose we collected it for, for a related purpose you would reasonably expect, with your consent, or where the law requires or allows it.
Who we share it with
We may share personal information with:
- our authorised resellers and service partners, when they need it to answer you or to supply our products
- service providers who help us run our business, such as our email, document storage, online forms, website hosting, accounting and payment providers
- our professional advisers, such as our accountant, auditors and insurers
- screening providers, such as an accredited police check provider, with your consent
- Australian government agencies, regulators, courts and law enforcement bodies, when the law requires or allows it. This includes Defence Export Controls when we apply for export assessments and permits
- a buyer or potential buyer of our business, who must keep it confidential
- anyone else you agree to.
We share only what each of them needs. We don't sell personal information, and we don't share it for anyone else's marketing.
Our website
- Our website doesn't use cookies, analytics, tracking or contact forms.
- Our website host records technical details when you visit. We use them only to keep the site secure and working, and to fix problems.
- If we ever add cookies, analytics or forms, we will update this policy first.
- Links to other websites are there for convenience. Those sites have their own privacy policies.
Drone flights
When we fly drones for testing or demonstrations, the cameras may capture people or property nearby. We plan flights to avoid that, we don't record sound, and we delete footage showing identifiable people when it's no longer needed, usually within 30 days. Before we publish footage, we blur faces and number plates unless the person has agreed. If you think we've filmed you, contact us and we'll check and respond.
Photos and video we publish
We publish images of identifiable people only with their consent, or after blurring their faces. For anyone under 18, a parent or guardian gives the consent.
Our software and our customers' data
Organisations that use our software decide what information it holds, including any personal information. Their own privacy policies apply to that information. Customer data belongs to the customer, and we don't use it to train our software without the customer's written consent.
Our software supports decisions made by people. It doesn't make decisions about people.
Automated decisions
We don't use computer programs to make decisions about you that could significantly affect your rights or interests. If that changes, this policy will say what kinds of personal information the program uses and what kinds of decisions it makes or substantially helps make.
Marketing
We send you marketing emails only if you have agreed to receive them. Each one tells you how to stop them, and you can opt out at any time.
Overseas
We prefer to store personal information in Australia. Some of our service providers may store or process it overseas, in the United States and the other countries where our website host has data centres. Before personal information goes overseas, we take reasonable steps to make sure it will be protected in line with the Australian Privacy Principles.
How we keep it secure
We hold personal information electronically, mainly in our Microsoft 365 account, and in other secure systems we use. We protect it with:
- named accounts and strong, multi-factor sign-in
- access limited to the people who need it
- encrypted devices, and regular backups
- removing a person's access on the day they leave.
How long we keep it
We keep personal information only for as long as we need it, or as long as the law requires. Then we delete it or de-identify it. For example, we keep:
- financial records and employment records for 7 years
- tax records for 5 years
- export control records for 5 years from each supply
- applications from people we don't hire for 2 years
- footage showing identifiable people for no more than 30 days, unless we need it for an incident, a complaint or a legal reason.
If a dispute or investigation is likely, we keep anything that may be relevant until it's resolved.
Data breaches
If a data breach is likely to cause serious harm to anyone whose information is involved, we will tell them and the Office of the Australian Information Commissioner (OAIC), following the notifiable data breaches scheme.
Seeing and correcting your information
You can ask for the personal information we hold about you. Email contact@sentry-ops.com with "Privacy" in the subject line. We'll check who you are, then respond within 30 days. It's free to ask. If giving you access would take significant work, we may charge a reasonable fee, and we'll tell you first. If we refuse, we'll tell you why in writing, and how to complain.
If information we hold about you is wrong, out of date, incomplete, irrelevant or misleading, ask us to correct it. If we've given it to someone else, we'll tell them about the correction if you ask. If we don't agree to correct it, we'll tell you why, and you can ask us to keep a note with the information saying you believe it's wrong.
Complaints
If you think we've mishandled your personal information, email contact@sentry-ops.com with "Privacy complaint" in the subject line, and tell us what happened. Our privacy officer will look into it and reply in writing within 30 days.
If you're not satisfied with our reply, you can contact the Office of the Australian Information Commissioner at oaic.gov.au, or on 1300 363 992.
Children
Our website and business are for organisations and adults. We don't knowingly collect personal information about anyone under 18 without a parent's or guardian's consent.
Staff records
If you work for us as an employee, some records about your employment are exempt from the Privacy Act. We still keep them confidential and secure.
Getting this policy in another form
This policy is free. If you would like it in another form, such as a printed copy, ask us.
Changes to this policy
We review this policy at least once a year, and whenever our practices change. The date at the top shows when it last changed. We keep earlier versions.
Contact us
Email contact@sentry-ops.com. For privacy matters, put "Privacy" in the subject line.
Sentry Operations Pty Ltd ACN 702 741 231, Brisbane, Australia.