Effective Date: September 13, 2026
1. Who We Are
Polyphase Software Systems (ABN 13 265 393 499, “we”, “us”, “our”) is an Australian sole trader business providing a cloud-based warehouse management software platform (“the Platform”) and related services, and operating this website. Our registered business address is 29-49 Varsity Parade, Varsity Lakes QLD 4227.
This Privacy Policy explains how we collect, hold, use, and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). It applies to:
- visitors to this website;
- people who register for, or use, the Platform (“Account Holders” and their authorised staff); and
- individuals whose personal information is stored in the Platform by our business customers — see section 11 below.
2. Information We Collect
Website visitors: contact form submissions (name, email, message); newsletter sign-ups; and analytics data collected automatically (IP address, browser/device type, pages viewed, referring site) via Google Analytics and Jetpack.
Platform account holders: name, email address, phone number (optional), business/company name, and password (stored only as a one-way cryptographic hash — we never see or store your plain-text password); multi-factor authentication (MFA) data, comprising an encrypted authenticator secret and encrypted backup codes — we do not collect or store a phone number for MFA; and login/activity history, including IP address, browser/device information, and an audit trail of actions taken in your account, used for security and support.
Billing information: subscription and payment processing is handled entirely by our payment processor, Stripe. We do not collect or store your full card number, expiry date, or CVC — Stripe provides us only with billing status, plan details, and limited transaction metadata.
Data you store in the Platform: if you use the Platform to manage your own warehouse, orders, and customers, you may enter or sync (including via the optional Shopify integration) personal information about your own customers or staff, such as names, emails, phone numbers, and delivery addresses (“Customer Data”). We hold Customer Data on your behalf, as your service provider, and only use it to provide the Platform to you and as you instruct.
3. How We Use Your Information
- to provide, operate, maintain, and support the website and the Platform;
- to create and manage your account, and authenticate you (including MFA);
- to process subscription payments and communicate about billing, via Stripe;
- to send service-related communications, such as security alerts, product updates, and support responses;
- with your consent, to send marketing communications — you can unsubscribe at any time;
- to monitor, investigate, and prevent fraud, abuse, and security incidents; and
- to understand website usage and improve our content, and to comply with our legal obligations.
4. Disclosure of Information
We do not sell your personal information. We disclose personal information only to:
- service providers who process it on our behalf, including Stripe (payment processing); DigitalOcean (cloud hosting, database, and file storage); Shopify (only where you choose to connect a Shopify store); Google and Automattic/Jetpack (website analytics and security); our email marketing and contact-form providers; and our transactional email provider;
- government or regulatory bodies where required or authorised by law; and
- a third party in connection with a sale, merger, or transfer of all or part of our business, subject to equivalent privacy protections.
5. Overseas Disclosure
Some of the service providers listed above host or process data outside Australia — for example, Stripe and Google operate infrastructure in the United States, and DigitalOcean operates a global network of data centres. Where personal information is disclosed overseas, we take reasonable steps to ensure the recipient handles it consistently with the Australian Privacy Principles, including relying on those providers’ own data protection commitments.
6. Cookies
This website uses cookies for essential functionality, analytics, and, if you opt in, marketing. The Platform itself uses only strictly necessary session and authentication cookies — we do not use advertising or cross-site tracking cookies within the Platform. You can control or disable cookies through your browser settings; disabling some cookies may affect site functionality.
7. Data Security
We take the security of your information seriously. Measures include Argon2id password hashing; encrypted MFA secrets and backup codes; rate limiting and automated blocking of suspicious activity; a dedicated, isolated database per business customer, so your data is never mixed with another customer’s; security event auditing and monitoring; and file upload validation and quarantine. No method of transmission or storage is 100% secure, but we take appropriate technical and organisational measures to protect your information.
8. Data Breach Notification
If we become aware of a data breach involving personal information that is likely to result in serious harm, we will notify the Office of the Australian Information Commissioner (OAIC) and affected individuals in accordance with the Notifiable Data Breaches scheme under the Privacy Act.
9. Retention
We keep personal information only for as long as reasonably necessary for the purposes described in this policy, including to meet legal, accounting, or reporting requirements after your account is closed. Customer Data is retained after subscription termination or cancellation to allow you to export it — for 30 days if you were a paying subscriber, or 14 days if you cancel or your account lapses during a free trial without converting to a paid subscription — after which it is deleted or de-identified unless we are required by law to retain it longer.
10. Your Rights
Subject to some exceptions permitted by law, you have the right to ask us what personal information we hold about you and request access to it; ask us to correct inaccurate or out-of-date information; withdraw consent to marketing communications at any time; and lodge a complaint about how we’ve handled your personal information.
To exercise any of these rights, contact us at support@polyphasesystems.com or info@polyphasesystems.com. We will respond within a reasonable time. If you’re not satisfied with our response, you can lodge a complaint with the OAIC at oaic.gov.au, on 1300 363 992, or by writing to GPO Box 5218, Sydney NSW 2001.
11. If You Are a Customer of One of Our Business Users
If your personal information has been provided to the Platform by a business that uses our software (for example, a retailer managing your order through the Platform), that business is responsible for its own collection and use of your personal information. We process that information only as their service provider, under our contract with them. Requests about your personal information in that context should generally be directed to that business in the first instance; we will assist them to respond to you where required.
12. Children’s Privacy
Our website and Platform are intended for business use and are not directed at children. We do not knowingly collect personal information from children.
13. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be notified by updating the effective date on this page and, where appropriate, by direct notice such as email or an in-app notice.
14. Contact Us
Polyphase Software Systems (ABN 13 265 393 499)
29-49 Varsity Parade, Varsity Lakes QLD 4227
support@polyphasesystems.com or info@polyphasesystems.com