Privacy Policy.

Who we are and how to contact us

Navitrophic is an Australian business based in Sydney, New South Wales. In this policy, “we”, “us” and “our” mean Navitrophic.

Website

navitrophic.com

Privacy contact

Navitrophic

Email

admin@navitrophic.com

Telephone

+61 422 265 342

Information we collect

Depending on your interaction with us, we may collect:

• Your name, business name, role, email address, telephone number and business website.
• Your business requirements, services of interest, preferred contact method and any project, budget, timing or team-size information you choose to provide.
• Enquiries, correspondence, demonstration requests, sales notes, quotes, agreements and records of our dealings with you.
• Billing and transaction records where you become a customer, together with information needed to administer your services.
• Marketing preferences, consent records and unsubscribe requests.
• Website and device information such as IP addresses, browser details, visit times and security logs.

Please provide only information relevant to your enquiry. Our general sales forms are not intended for passwords, identity documents, health information, employee files or other sensitive records. If a service needs such information, we will explain the appropriate collection process separately.

How we collect information

We collect information when you submit an enquiry, request a demonstration or quote, subscribe to updates, contact us or engage our services. This may happen through our website, email, telephone, social media or an advertising lead form. We may also receive your business contact details from an authorised representative or referral and explain the source where appropriate.

Our website and hosting services may generate technical and security records when you visit. Information received from an advertising platform is handled for the purposes explained on that form and in this policy.

You may make a general enquiry without identifying yourself, or use a pseudonym where practical. We need a working contact method to reply and may need accurate identity and billing information to provide services. Required fields are identified on our forms.

Why we use your information

We use personal information to respond to enquiries, assess business needs, recommend suitable services, arrange demonstrations, prepare proposals, manage our sales pipeline, deliver services and provide support. We also use relevant records for billing, administration, security, complaints and legal obligations.

Our lead system helps us record your interests and previous conversations so our follow-up is relevant. Where permitted, we use that information to send newsletters, offers and updates about websites, CRM, HR, staff-tracking and related business systems.

Marketing and your choices

Our enquiry form asks you to expressly consent to contact by email, SMS and phone about your enquiry, relevant services, news and offers. The form records this choice with your enquiry. You can withdraw that consent at any time.

You can unsubscribe through the link in a marketing email or by contacting us. We action email unsubscribe requests within five working days, without charging a fee or requiring you to create an account. The unsubscribe facility remains available for at least 30 days after an email is sent.

We record consent and withdrawals. We may keep a minimal suppression record to make sure you are not accidentally added back to a contact list. Withdrawing marketing consent does not prevent necessary service communications or a response you requested.

Private storage and security

Website enquiries are stored in Navi Sales, our private lead-management system. Navi Sales and its operational records are hosted using Amazon Web Services in the Asia Pacific (Sydney) region. The Navitrophic website is delivered through Amazon Web Services, including Amazon S3 and Amazon CloudFront. We use our business email service to communicate with you.

Lead and contact records are private business records, not a public directory. We limit access to authorised people and service providers who need the information for the purposes described in this policy.

We take reasonable steps appropriate to the information to protect it from misuse, loss and unauthorised access, alteration or disclosure. No electronic system can guarantee complete security. If an incident occurs, we assess it and make notifications required by applicable law.

Who may receive information

We may disclose relevant information to authorised contractors and providers that support our hosting, lead management, email delivery, communications, payments, accounting or technical support. We may also disclose information to professional advisers, or to authorities where required or permitted by law. We limit disclosure to what is reasonably needed for the relevant purpose.

We do not publish, sell or rent our enquiry and marketing contact lists. Where a provider acts on our behalf, we take reasonable steps to restrict its handling to the agreed purpose and protect the information. Some providers also handle limited information under their own privacy notices.

Overseas processing

Our primary website-enquiry records are stored in Australia. Amazon CloudFront may process technical request information through edge locations outside Australia, and Amazon Web Services support and authorised personnel may operate from other countries, including the United States. Other service providers and authorised support personnel may also store or access limited information outside Australia.

Where Australian Privacy Principle 8 applies, we take the reasonable steps required by that principle before disclosing personal information overseas. This policy does not ask you to waive protections simply because you use our website.

Cookies and marketing measurement

Navitrophic.com does not currently use advertising pixels or third-party analytics cookies. The enquiry form does not use email open or click tracking. Our hosting and security systems process technical request data needed to deliver and protect the website.

If we introduce optional analytics, advertising or email measurement, we will update this policy and provide any controls or consent mechanism required. You can also manage cookies through your browser.

How long we keep information

We keep information for as long as reasonably necessary for our dealings with you, the purposes explained in this policy and applicable legal or recordkeeping obligations. We review older lead records and marketing permissions and delete or de-identify information when it is no longer needed, subject to lawful retention requirements.

Some information may remain in protected backups until those backups are overwritten, or be retained for an active dispute or legal obligation. We keep only the information reasonably needed to honour an unsubscribe request.

Information in customer systems

When a business uses our CRM, HR or staff-tracking services, it may provide information about its own customers or workforce. This is distinct from the contact information we use to manage that business as our client. Product-specific privacy notices and service agreements will explain the actual data collected, the roles of Navitrophic and the customer, access arrangements, providers, retention and available controls.

Where we handle records on a customer’s behalf, we use them to provide and support the agreed service and meet legal obligations. We do not add that customer’s contacts or employees to our own marketing lists without a separate lawful basis. Enquiring about a staff-tracking product does not authorise location tracking. Actual location or workforce monitoring requires an appropriate product notice and applicable permissions and legal requirements.

Access, correction and complaints

Contact us if you want to request access to your personal information, correct it, change your marketing preferences or ask us to delete it. We may need reasonable verification of your identity or authority. Deletion may be limited by legal obligations or another lawful reason to retain information. If we cannot fulfil a request, we will explain why, where permitted.

For a privacy complaint, tell us what happened and the outcome you are seeking. We will investigate and aim to respond within 30 days. If more time is needed, we will explain the reason. Where the Privacy Act 1988 applies and you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner.

If your request concerns records held for one of our business customers, you can contact that organisation first or ask us to help identify the appropriate contact. We will cooperate with requests as required by our role and applicable law.

Changes to this policy

We may update this policy as our services, systems or legal requirements change. The current version and effective date will be available on our website. Where a change requires further notice or fresh consent, we will provide that notice or seek that consent before the relevant new use.