Privacy Policy

Updated: 11 August 2025

Thank you for visiting our website or using our public-facing services. We take your privacy seriously. This policy explains the information we collect when you visit our websites or use our public-facing services, how we use and protect that information, and your rights in relation to it.

Avicena Systems will never sell or disclose your personal information for profit. We will only use it for the purposes outlined in this policy.

1. Scope

This Privacy Policy applies to:

  • Public-facing websites we own or operate, including https://avicenasystems.com
  • Any associated pages, applications, blogs, or social media accounts linking to this policy

It does not apply to our products, including software, diagnostic instruments, or related services. These are governed by their own agreements and privacy terms.

2. Definitions

  • “We,” “us,” “our”: Avicena Systems Limited
  • “Customer”: An organisation or person engaging with us through our website
  • “User”: An individual interacting with our website on behalf of a Customer
  • “You”: Any person who visits our websites
  • “Personal Information”: Data that identifies or can be used to identify you directly or indirectly, such as your name, email address, phone number, occupation, company name, IP address, or other demographic details

3. Updates to This Policy

We may update this Privacy Policy at any time. The latest version will always be available on our website and will take effect immediately upon posting. Continued use of our website after changes means you accept the updated policy.

4. Information We Collect

Information you provide voluntarily

When you contact us, complete forms, sign up for services, or communicate with us, we may collect:

  • Name, job title, and company name
  • Email address and phone number
  • Other details relevant to your enquiry

By providing this information, you consent to its collection, storage, and use as described in this policy.

Information collected automatically

When you browse our websites, we may automatically collect:

  • IP address, browser type, operating system
  • Pages visited, time spent, navigation paths
  • Communication metadata (such as timestamps and technical routing data)

We collect this through log files, standard telecommunications records, cookies, and similar tracking technologies.

Cookies and Tracking Technologies

We use essential tracking technologies, including cookies, pixels, and web beacons to:

  • Analyse trends
  • Secure our services (e.g. reCAPTCHA)
  • Measure and improve website usage

Google Analytics

Used to collect anonymised, aggregated usage statistics.

Data may be stored outside Australia.

More info: Google Partner Sites

Google reCAPTCHA

Used to protect our website from bots and abuse.

May capture user behaviour, IP address, and browser info.

See: Google Privacy Policy | Terms

5. How We Use and Disclose Personal Information

We may use and disclose personal information to:

  1. Provide, support, and improve our website
  2. Communicate with you about enquiries or support matters
  3. Send system alerts and updates
  4. Send promotional content in line with your marketing preferences (you can opt out at any time)
  5. Protect our rights, safety, and the rights of others
  6. Comply with legal obligations or respond to lawful requests
  7. Enforce our website terms and applicable laws

We may share personal information with service providers who assist us in delivering our website and related services (including IT, communications, analytics, and security suppliers). Some services may be hosted or operated outside Australia. All providers handling personal information must comply with the Privacy Act 1988 (Cth) and maintain appropriate safeguards.

6. Third-Party Websites

Our websites may contain links to third-party sites. We are not responsible for their privacy practices and encourage you to review their policies.

7. Security

We take reasonable and appropriate measures to protect personal information from loss, misuse, and unauthorised access, disclosure, alteration, and destruction. Measures include:

  • Encryption of personal data in storage and transmission
  • Access controls, secure authentication, and network protections

If a data breach occurs that materially affects you, we will notify you as soon as practicable and outline our response.

8. Compliance with Australian Privacy Law

Avicena Systems is based in Australia and complies with the Privacy Act 1988 (Cth). This means:

  • We require subcontractors handling personal information to uphold equivalent protections
  • We will not use or disclose personal information for direct marketing without consent, unless permitted by law
  • You can opt out of marketing communications at any time
  • Some data may be stored offshore using cloud services, but always subject to Australian Privacy Act compliance

9. Accuracy, Retention, and Access

We aim to keep personal information accurate and up to date. You are responsible for notifying us of any changes.

We will:

  • Retain information only as long as necessary for the purposes outlined in this policy or to meet legal obligations
  • Provide access to personal information we hold within 30 days of request
  • Correct, amend, or delete information upon request, unless prohibited by law

Requests can be made via our contact form.