Last Reviewed: 14/08/2026
1. About this Privacy Policy
ONGC Systems Systems Holdings Pty Ltd is committed to protecting your privacy and handling personal information in an open, transparent and secure manner. This Privacy Policy explains how we collect, hold, use, disclose and otherwise manage personal information when you:
- visit our website;
- contact us or submit an enquiry;
- subscribe to updates or marketing communications;
- engage with us as a customer, supplier or business contact; or
- interact with any digital, automated or AI-enabled tools we make available.
This Privacy Policy is intended to help you understand how we manage personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
2. Who we are
ONGC Systems Pty Ltd provides managed IT, cyber security, cloud, consulting and related technology services.
If you have any questions about this Privacy Policy or how we handle personal information, please contact us using the details in the Contact us section.
3. The kinds of personal information we collect
The personal information we collect depends on how you interact with us, but may include:
- your name;
- business name;
- job title or role;
- email address;
- telephone number;
- business address;
- IP address and device/browser information;
- website usage information;
- correspondence and enquiry details;
- information you provide in web forms, emails, tickets or chat messages;
- billing and transaction information where relevant; and
- any other personal information you choose to provide to us.
If you apply for employment or contract work with us, we may also collect information relevant to recruitment and background checking processes.
We do not intentionally seek to collect sensitive information through our public website unless it is reasonably necessary and you provide it voluntarily. If sensitive information is collected in a particular context, we will handle it in accordance with applicable law.
4. How we collect personal information
We may collect personal information:
- directly from you when you complete a form, contact us, subscribe to updates, request information, or otherwise communicate with us;
- when you use our website, through cookies, analytics tools and similar technologies;
- from your organisation where you are a representative, employee or contractor of a customer, supplier or partner;
- from publicly available sources where reasonably necessary for our business activities; and
- from third-party platforms, service providers or integrations that support our website, marketing, customer relationship management, service delivery or security operations.
If we receive unsolicited personal information, we will assess whether we could have collected it lawfully. If not, we will destroy or de-identify it where required and where lawful and practicable to do so.
5. Why we collect, hold, use and disclose personal information
We may collect, hold, use and disclose personal information for purposes including:
- responding to enquiries and providing requested information;
- providing and supporting our services;
- onboarding and managing customers, suppliers and partners;
- communicating with you about our services, events, updates or security notices;
- maintaining and improving our website, systems, services and user experience;
- protecting our systems, website and users from cyber security threats, fraud, spam and misuse;
- internal administration, billing, reporting and record keeping;
- complying with legal, regulatory and contractual obligations; and
- other purposes notified to you at the time of collection or otherwise permitted by law.
We will generally only use or disclose personal information for the primary purpose for which it was collected, or for a related purpose you would reasonably expect, unless consent or another legal basis applies.
6. AI, automation and digital tools
We may use automated tools, analytics, security technologies and AI-enabled products to support our business operations and improve the efficiency, quality and security of our services. Depending on the context, these tools may assist with activities such as:
- enquiry routing and triage;
- drafting or summarising communications;
- identifying spam, abuse, fraud or cyber threats;
- analysing website interactions and service performance;
- producing internal recommendations or workflow prompts; and
- improving consistency and operational efficiency.
Where we use AI-enabled tools in connection with personal information, we aim to do so in a manner that is appropriate to the purpose, proportionate to the risk, and subject to reasonable governance, security and oversight controls.
AI-related transparency
If you provide information through a web form, email, chat function or similar channel, that information may be processed using digital or AI-enabled systems that support our personnel in delivering services or responding to enquiries.
Where a public-facing chatbot or AI assistant is made available on our website, we will seek to clearly identify that tool as automated.
Personal information in AI inputs and outputs
Personal information may be contained in data entered into AI-enabled tools and, in some cases, in content generated by those tools. We take reasonable steps to manage this
information in accordance with applicable privacy obligations.
Human oversight
Unless expressly stated otherwise, ONGC Systems does not intend for AI-enabled tools on its website to make final decisions that significantly affect an individual’s rights or interests without appropriate human involvement.
AI Processing Locations and Customer Choice
ONGC Systems may use third-party artificial intelligence and machine learning technologies to assist in the delivery of services, communications, security operations, data analysis, automation and operational efficiency.
Depending on the service being used, information provided to ONGC Systems may be processed by technology providers that operate infrastructure located outside Australia. In these circumstances, personal information may be transferred, stored or processed in overseas jurisdictions in accordance with applicable privacy laws and ONGC Systems’ contractual and security requirements.
ONGC Systems undertakes reasonable due diligence when selecting AI and technology providers and seeks to ensure appropriate privacy, security and data protection controls are in place.
Customers who have data sovereignty, regulatory or contractual requirements that restrict the use of overseas processing or AI-enabled services may contact ONGC Systems to discuss alternative processing arrangements. Where reasonably practicable and commercially feasible, ONGC Systems will work with customers to provide Australian-hosted or non-AI processing options.
The availability of alternative processing arrangements may depend on the specific service, technology platform and operational requirements involved
7. Cookies, analytics and website data
When you use our website, we and our service providers may collect technical and usage information, such as:
- IP address;
- approximate location derived from IP;
- browser type and version;
- device type and operating system;
- pages viewed and time spent on pages;
- referring website; and
- dates and times of access.
We may use cookies, analytics and similar technologies to:
- operate and secure our website;
- understand website traffic and usage patterns;
- improve website performance and user experience; and
- support marketing and communications activities.
You can generally control cookies through your browser settings. If you disable cookies, some parts of the website may not function as intended.
8. Disclosure of personal information
We may disclose personal information to:
- our employees, contractors and related service personnel who need the information for legitimate business purposes;
- technology vendors, cloud providers, website hosts, analytics providers and other service providers that support our operations;
- professional advisers such as legal, accounting, audit or insurance advisers;
- payment providers and financial institutions where relevant;
- regulators, law enforcement bodies, government agencies, courts or tribunals where required or authorised by law; and
- other third parties where you have consented or where disclosure is otherwise permitted by law.
We do not sell personal information.
9. Overseas disclosure
Some of our service providers or technology platforms may store or process personal information outside Australia or may provide support from locations outside Australia.
Where we disclose personal information to an overseas recipient, we will take such steps as are reasonable in the circumstances to ensure the recipient handles the information in a manner consistent with applicable Australian privacy requirements, unless an exception applies.
Because technology supply chains can change, not every overseas processing location can be exhaustively always listed in this policy. If you would like more information about whether your personal information is likely to be disclosed overseas in a particular context, please contact us.
10. Data security
We take reasonable steps to protect the personal information we hold from misuse, interference, loss, and unauthorised access, modification or disclosure.
These steps may include administrative, physical and technical controls such as:
- access controls and least-privilege practices;
- secure hosting and cloud configurations;
- identity and authentication controls;
- logging and monitoring;
- encryption and secure transmission methods where appropriate;
- endpoint and network security controls;
- staff awareness measures; and
- vendor due diligence and contractual safeguards.
No method of transmission over the internet or method of electronic storage is completely secure. While we take reasonable steps to protect personal information, we cannot guarantee absolute security.
11. Data quality, retention and destruction
We take reasonable steps to ensure that the personal information we collect, use and disclose is accurate, up to date, complete and relevant, having regard to the purpose of use.
We retain personal information only for as long as it is reasonably required for the purpose for which it was collected, for related legitimate business purposes, or to satisfy legal, regulatory, insurance, contractual or record-keeping obligations.
When personal information is no longer required, we take reasonable steps to destroy it or de-identify it, where lawful and practicable.
12. Direct marketing
We may use your personal information to send you information about our services, events, insights or updates where permitted by law.
You can opt out of receiving marketing communications from us at any time by:
- using the unsubscribe link in the communication; or
- contacting us using the details below.
Even if you opt out of marketing messages, we may still send you service-related, transactional, legal or administrative communications where necessary
13. Access and correction
You may request access to the personal information we hold about you, and you may ask us to correct personal information if you believe it is inaccurate, out of date, incomplete, irrelevant or misleading.
We will respond to requests in accordance with applicable law. In some circumstances, we may refuse access or correction where the law permits us to do so, but if we do, we will provide reasons where required.
14. Complaints
If you have a complaint about how we have handled your personal information, please contact us in writing using the details below.
Please include enough detail for us to understand and investigate your complaint.
We will acknowledge your complaint and seek to respond within a reasonable period.
If you are not satisfied with our response, you may be able to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).
15. Third-party websites and services
Our website may contain links to third-party websites, portals or services. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies before providing personal information to them.
16. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business practices, technologies, legal obligations or risk environment.
The updated version will be published on our website with the revised effective date or last reviewed date.
17. Contact us
For privacy enquiries, access or correction requests, or complaints, please contact:
Privacy Officer
ONGC Systems Pty Ltd
1/34 Newheath Drive, Arundel QLD 4214
[email protected]
07 5594 009
