Novoplan Privacy Policy
This Policy was last updated on 10 June 2026.
1. Background
1.1 About this Privacy Policy
Novoplan Pty Ltd ACN 628 156 418 and Novoplan Holdings Pty Ltd ACN 162 508 063 (“Novoplan“, “we“, “our” or “us“) are committed to protecting the privacy of our users, and to complying with the Australian Privacy Principles under the Privacy Act 1988 (Cth) (“Privacy Act“) and other applicable laws.
The purpose of this Privacy Policy (“Policy”) is to inform users about the manner in which Novoplan collects, uses and manages personal information in Australia, including when you interact with Novoplan’s website, mobile applications, software, products and services.
This Policy appears on our website at https://novoplan.com.au/privacy/ and copies of this Policy will be made available free of charge to any person who requests it.
1.2 Consent
By supplying us with your personal information, you are agreeing to be bound by this Policy and consent to us collecting, using, storing and disclosing that information (within and outside Australia) in accordance with this Policy.
You agree and acknowledge that you provide us with your personal information voluntarily. Once you provide your personal information to us, you are no longer anonymous to us. Where possible, we indicate which fields are required and which fields are optional for you to fill in.
2. Personal information
2.1 What is personal information?
Personal information is defined in the Privacy Act to mean information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not, and whether the information or opinion is recorded in a material form or not.
Personal information can include sensitive information. Sensitive information is defined in the Privacy Act as information or an opinion about a person’s race, ethnic origin, political opinions, membership of political associations and trade associations, religious or philosophical beliefs, sexual orientation or practices, criminal record, health information, genetic information about an individual that is not otherwise health information, biometric information that is used for the purpose of automated biometric verification or biometric identification and biometric templates.
Personal information can also include credit information.
2.2 What kinds of personal information are collected and held by Novoplan?
Examples of the kinds of personal information that may be collected by Novoplan include:
- customer identity and contact information, including:
- name and contact details, such as email addresses, postal addresses and telephone numbers;
- job title or position;
- employer or organisation name;
- department, team, or organisational unit;
- work location;
- reporting lines;
- usernames;
- passwords;
- user roles and permissions;
- account status and access history;
- communication preferences;
- audit logs and activity history;
- configuration settings and preferences;
- system-generated identifiers;
- support requests and correspondence;
- technical and behavioural information about your activity associated with the Novoplan website, mobile applications, software, products and services, including log files and system activity, date, time, and duration of access and referring URLs and interaction data;
- information about the IP address, device type, operating system, and browser type that you use to access the Novoplan website, mobile applications, software, products and services;
- communications, including emails, messages, correspondence, support tickets and call records, feedback, surveys, and responses and records of meetings or demonstrations (where documented);
- personal information uploaded or entered by users;
third party personal data included in records, applications, or forms;
marketing and relationship information, including preferences for communications, event registrations or webinar participation, newsletter subscriptions and consent records; - information provided when you correspond with us; and
- updates to information you have already provided to us;
- prospective employee, employee and contractor information, including:
- name and contact details, such as email addresses, residential and postal addresses and telephone numbers;
- date of birth;
- job title, role, and duties;
- employment status (e.g. full time, part time, contractor);
- start and end dates;
- reporting lines and organisational structure;
- performance and appraisal records;
- training, qualifications, and certifications;
- professional licences or registrations (where required);
- salary or contractor fee details;
- superannuation fund details;
- Tax File Number (TFN);
- payment and payroll records;
- expense and reimbursement records;
- leave, entitlement, and time tracking records;
- curriculum vitae and employment history;
- references and referee reports;
- interview notes and recruitment assessments;
- right to work eligibility;
- background checks, where permitted by law;
- work health and safety incident reports;
- fitness for work assessments;
- workplace injury records;
- reasonable adjustments or accommodations;
- usernames, system credentials, and access permissions;
- audit logs and system activity records;
- device, security, and login data;
- use of company systems and equipment;
- emails, messages, and internal correspondence;
- meeting notes and internal documentation; and
- disciplinary or grievance records (where applicable); and
- updates to information you have already provided to us.
2.3 How does Novoplan collect and hold personal information?
Novoplan collects personal information from:
- individuals directly, for example when you sign up or register for an account on our website or platform, communicate with us through our website or platform, write to, email or telephone our staff, or choose to leave feedback;
- our suppliers, contractors and related entities;
- other users or third parties; and
- from public records and other publicly accessible sources.
Upon request, we will provide you with the source of your personal information, unless it is impracticable or unreasonable to do so.
2.4 Cookies
We may use “cookies” or similar technologies to collect data. A cookie is a small file, typically of letters and numbers, downloaded on to a device when you access our website. Cookies can collect the following information from users:
- internet service provider;
- your server address;
- your top level domain name (for example, .com, .gov, .au etc);
- the date and time of your visit to the site;
- the pages you accessed;
- the previous site you have visited;
- the type of browser you are using; and
- if you have visited our website before.
If you do not want information to be collected through the use of cookies or traffic measurement software, your device and/or browser may enable you to delete or “turn off” cookies or some the measurement software features. However, some or all parts of our website may not function correctly if such features are disabled.
2.5 The purposes for which Novoplan collects, holds, uses and discloses personal information
We collect, hold and disclose your personal information for the following purposes:
- as a necessary part of providing our products and services to you;
- to operate and facilitate your use of the Novoplan website, mobile application and software, platform and other applications and products;
- for communication purposes so as to provide you better service and for obtaining feedback;
- for debugging customer support related issues and troubleshooting problems;
- to contact you to complete any transaction if you do not complete a transaction after having provided us with your contact information in the course of completing such steps that are designed for completion of the transaction;
- to improve our products and services and ensure our communications are useful for you;
- to market or advertise products and services;
- to respond to your requests and inquiries;
- to resolve disputes;
- to contact individuals, via email, regular mail, telephone or otherwise;
- to provide you with information that we believe may be of interest to you or that you have requested;
- to collect money either directly by us or through an authorised
- payment gateway facility;
- to measure user interests;
- to inform you about updates;
- to personalise your experience;
- to enforce our terms and conditions;
- to help diagnose problems with our server;
- to administer our website;
- to detect and protect us against error, fraud and other criminal activity;
- to help promote a safe service;
- for security and occupational health and safety purposes;
- to investigate or report suspected unlawful activity;
- to protect someone’s life, health, safety or welfare; and
- to comply with a law or regulation, or a court order or other legal process.
We will only use your information for the purposes for which it was collected (“primary purposes”) or a purpose related to the primary purpose, if this use is permitted by law.
2.6 Marketing and advertising
We will never use or disclose any sensitive information for direct marketing purposes.
We may use and disclose your personal information (other than sensitive information) to provide you with information about products or services offered by us or other parties. To the extent we use your personal information for direct marketing purposes, we will provide you with the ability to opt-out of such uses, if you do not wish to receive such communication. To opt-out of being on such call, SMS, e-mail and/or other communication lists, you may e-mail us at info@novoplan.com.au and we will ensure you do not receive such communications in the future.
2.7 Disclosure of personal information to other parties
Novoplan may disclose personal information to other individuals and organisations, such as:
- our related entities and bodies corporate;
- insurers and legal entities;
- third party service providers;
- technology vendors;
- our professional advisers (e.g. lawyers and accountants);
- third parties in order to create a business connection;
- customer referees whose details are given to us by other customers;
- law enforcement officers, regulators, courts and government agencies, if permitted or required:
- by law, regulation, court order or other legal process;
- to assist in the prevention or detection of crime; or
- to prevent a threat to any person’s life, health or safety; and
- any purchaser or prospective purchaser of our business, including a merger, acquisition, reorganisation, sale of assets or assignments, or due diligence in respect of any such transactions.
2.8 Disclosure of personal information outside of Australia
Our servers are hosted in Australia.
Additionally, we are likely to disclose personal information to contractors and employees who are based in Malaysia.
You consent to any disclosure of your personal information outside of Australia on the understanding that if the overseas recipient handles the personal information in breach of the Australian Privacy Principles, the entity will not be accountable under the Privacy Act, and you will not be able to seek redress under the Privacy Act. The overseas recipient may not be subject to privacy obligations or any principles similar to the Australian Privacy Principles. Individuals may not be able to seek redress in some overseas jurisdictions, and overseas recipients may be subject to a foreign law that could compel the disclosure of personal information to a third party, such as an overseas authority.
2.9 Data integrity
We will combine the information you give to us and information we automatically collect about you to maintain and improve the accuracy of the records we hold about you. We will also use the combined information about you to form a view on what products we think you, or others similar to you, may want or need to target our marketing closer to your interests.
We endeavour to ensure that all personal information that we hold is accurate, complete and up-to-date. To assist us with this, individuals should contact us if any of their personal information changes, or if they believe that the personal information that we have is not accurate or complete.
When personal information that we collect is no longer required by us, we will destroy or de-identify that personal information unless we are required by a law or a court/tribunal to retain the personal information.
We may retain personal information for so long as it is required for any of our business purposes, for the prevention of fraud, for insurance and governance purposes and in our IT back up.
2.10 Security
Novoplan takes reasonable steps to protect personal information it holds from misuse, interference and loss, as well as unauthorised access, modification or disclosure, including the following:
- maintaining strict access controls and endpoint security;
- adopting appropriate data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of personal information,
- username, password, transaction information and data stored on our website;
- ensuring that sensitive and private data exchange between the Novoplan website and its users happens over a SSL secured communication channel and is encrypted and protected with digital signatures;
- ensuring that staff access is role-based and monitored, and our Operations Manager oversees our Information Security Management System (ISMS);
- ensuring that all staff undergo privacy training; and
- ensuring that Novoplan reviews threats and incidents, and implements Policy updates.
While we take reasonable steps to protect the personal information that we hold from misuse, loss, unauthorised access, modification or disclosure, you should be aware that no system is completely secure against cyber attack.
In addition, the open nature of the internet is such that information exchanged via the internet may be accessed and used by people other than those for whom the data is intended. Any information sent via the internet is sent at the sender’s risk.
You should contact us immediately if you believe that there has been unauthorised access or disclosure with respect to any personal information that we hold about you.
2.11 Government related identifiers
We do not use any government related identifiers, such as driver’s licence or passport numbers, as our own internal identifier of any individual. We will not use or disclose any government related identifiers other than in accordance with the Privacy Act.
2.12 De-identified data
You consent to us using and disclosing your de-identified data (information that no longer identifies you) for any purpose, including, without limitation, statistical analysis, product or service development, marketing and business planning or any other commercial purpose. We undertake technical measures to ensure that this data cannot be associated back to you.
2.13 Sensitive information
If you provide us with sensitive information about other individuals, such as health information, please ensure that the individual or the individual’s representative is aware of the disclosure and that he or she consents to the disclosure to Novoplan as well as to the handling of their personal information in accordance with this Policy. Otherwise you must not provide us with any sensitive information about other individuals.
2.14 Automated decision-making systems
No personal information collected by us will be used by us in conjunction with the operation of a computer program or artificial intelligence to make, or do a thing that is substantially and directly related to making a decision that could reasonably be expected to significantly affect the rights or interests of an individual.
3. Access to & correction of information
3.1 Requests for access to information
Novoplan does not impose a charge for making a request for access. However, we may charge for reasonable administrative costs incurred in providing access.
We will take appropriate steps to verify your identity (or verify that you act as an authorised agent of the individual concerned) before granting access to your personal information.
We will respond to your request for access to your personal information within a reasonable time after you make the request and, if access is granted, access will be provided within 30 days from your request. If we deny your request, we will provide you with a written notice detailing the reasons for the refusal and the process for making a complaint about the refusal to grant your request.
Where your request for access is accepted, we will provide you with access to your personal information in a manner, as requested by you, providing it is reasonable to do so.
3.2 Requests for correction of information
Novoplan does not impose any charges with respect to requests to update or correct your personal information.
Your request for correction will be dealt with within 30 days, or such longer period as agreed by you. If we deny your request, we will provide you with a written notice detailing reasons for the refusal and the process for making a complaint about the refusal to grant your request.
We will accept your request for correction of your personal information where we are satisfied that it is inaccurate, out-of-date, incomplete, irrelevant or misleading. Upon accepting a request for correction of your personal information, we will take all steps that are reasonable in the circumstances, having regard to the purpose for which your information is held, to correct your personal information.
If we refuse to correct your personal information, you have the right to associate with the information a statement that the information is inaccurate, out-of-date, incomplete, irrelevant or misleading. We will take such steps as are reasonable in the circumstances to associate that statement with all records we hold that contain the relevant information.
4. Complaints
If you believe that we have breached a term of this Policy, the Australian Privacy Principles or the Privacy Act, you may make a complaint. A written complaint can be emailed or posted to our Privacy Officer using the contact details set out below. Please include contact details for us to contact you regarding your complaint.
Novoplan will not impose any charge for making a complaint, or for dealing with the complaint. Once a complaint has been lodged, our Privacy Officer will consider your complaint and respond as soon as reasonably possible, but not more than 30 days from receiving the complaint.
If you are unsatisfied with the outcome of your complaint, you may refer your complaint to the Office of the Australian Information Commissioner.
5. Contact us
If you wish to:
- gain access to your personal information;
- correct or update your personal information;
- make a complaint about a breach of your privacy;
- contact us with a query about how your personal information is
- collected or used; or
- contact us regarding any other matter concerning this Policy,
you can speak directly with our staff who will do their best to try to resolve your issue as simply as possible. Alternatively, you can write to or send an email to our Operations Manager so that they can consider the matter. We will respond to you as soon as reasonably possible.
Our Privacy Officer’s contact details are as follows:
Postal address: 141 Logan Road, Woolloongabba QLD 4102
Attention: Operations Manager
Email: info@novoplan.com.au
6. Office of the Australian Information Commissioner
The contact details for the Office of the Australian Information Commissioner are:
Postal address: GPO Box 5218 Sydney NSW 2001
Telephone: 1300 363 992
Email: enquiries@oaic.gov.au
For more information on privacy see the Office of the Australian Information Commissioner’s website at: http://www.oaic.gov.au.
7. Effect of this Privacy Policy
This Policy may be varied by Novoplan from time to time.
This Policy does not create any rights or obligations that you can legally enforce against us beyond the rights and obligations provided under the Privacy Act.