Our Privacy Policy

Our Privacy Policy

Privacy Policy – IM Systems Pty Ltd

Effective Date: 10/04/2025
Last Reviewed: 10/04/2025

IM Systems Pty Ltd ("IMS", "we", "our", or "us") is committed to protecting your privacy and the security of your personal and sensitive information. This Privacy Policy outlines how we manage your data in line with the Privacy Act 1988 (Cth), Australian Privacy Principles (APPs), and recent AI and data security recommendations, including alignment with the Australian Government’s Voluntary AI Safety Standards and Guardrails.

1. What Information We Collect

We collect personal information such as:

  • Full name, address, phone number, email
  • Employment information
  • Information related to services or enquiries
  • IP address and device/browser details

Where necessary and with your consent or by law, we may collect sensitive information including:

  • Racial or ethnic origin
  • Health data
  • Criminal history
  • Biometric or location-based data (when required for AI risk assessments)

We may also collect de-identified usage data for analytics and service improvement.

2. How We Collect Information

Personal information is collected:

  • Through direct communication (email, web forms, phone, in-person)
  • Via our website or related digital platforms
  • Through AI-supported platforms we may use (e.g., forms powered by AI or chatbot inquiries)
  • From third parties with your consent or where legally authorised

3. Why We Collect Your Information

We collect and hold your information to:

  • Provide you with consulting and IT-related services
  • Assess and manage information systems and AI compliance
  • Respond to enquiries and provide support
  • Conduct audits and comply with legal or government requirements (e.g., DISP membership)
  • Train AI models or review data where required by regulation (data is anonymised where possible)

4. Use of AI and Automated Systems

IMS uses AI-assisted tools (e.g., OpenAI, Microsoft CoPilot, ScoreApp) to:

  • Support internal business processes
  • Assist in form population, basic support queries, and analytics

We do not use AI to make decisions that significantly affect individuals without human review. AI tools are reviewed regularly for accuracy, fairness, and security in line with Australia's 10 AI Guardrails.

5. Disclosure of Information

We may disclose your information:

  • To service providers and contractors (e.g., cloud storage, CRM platforms)
  • If required for audits or reviews by the Department of Defence
  • Where legally required, including under subpoena or investigation
  • With your express consent

All third parties handling your data are contractually obligated to adhere to security and privacy safeguards.

6. Data Storage and Protection

Your data is stored securely in:

  • Australian-based or internationally certified data centres (e.g., Microsoft 365, Dropbox)
  • Encrypted systems managed by IMS or its trusted IT partners

Access to personal data is restricted to authorised personnel. Data is encrypted at rest and in transit.

When data is no longer required, we securely dispose of or de-identify it in accordance with retention laws (typically after 7 years).

7. Your Rights and Access

You have the right to:

  • Request access to the personal information we hold about you
  • Request correction or deletion of inaccurate or outdated information
  • Withdraw consent for data use (except where required by law)

Requests can be made in writing to the contact details below.

8. Cookies and Analytics

We may use cookies and similar tracking technologies for website functionality and analytics. You can disable cookies via your browser, although some services may be limited as a result.

9. AI Transparency and Human Oversight

Any AI system used by IMS is subject to human oversight. Our internal processes ensure:

  • AI-generated outputs are reviewed for accuracy
  • AI does not autonomously store or share personal information without consent
  • High-risk decisions are not automated


10. Changes to This Policy

We may update this Privacy Policy to reflect changes in technology, legislation, or our internal processes. The latest version will always be available on our website.

11. Contact Us

For any privacy-related questions, complaints, or requests, contact:

IM Systems Pty Ltd
 +61 3 9069 0004

info@imsystems.com.au

Level 14, 333 Collins Street, Melbourne, VIC 3000.

 

This policy reflects our commitment to responsible data handling and AI usage in alignment with Australian law and industry best practices.

Potential realised.