BuiltByK Privacy Policy

1. About this policy

Sparkk Ventures Pty Ltd (ABN 13 699 680 389) trading as BuiltByK (“we”, “us”) designs, builds, hosts and supports software for businesses. This policy explains how we handle personal information under the Privacy Act 1988 (Cth) and, for health information in Victoria, the Health Records Act 2001 (Vic), where those laws apply to us.

When we host an app for a business customer, that customer decides what information the app collects and why, and its own privacy notice also applies. We handle that information only to provide, secure and support the app, and on the customer’s lawful instructions.

2. What we collect and how

• Contact and business details, such as name, email, phone, role and organisation.
• Account and sign-in details for our apps and customer portal.
• Information customers and their users put into our apps. Depending on the app, this can include sensitive information such as health information.
• Billing details, such as ABN, invoices and payment status. Bank and card numbers are held by our payment provider, not by us.
• Records of agreements signed electronically, including signers’ names, emails, IP addresses and signing times.
• Support requests and our communications with you.
• Technical, security and usage records, such as IP addresses, sign-in events, activity logs and usage quantities.

We collect this from you directly, from the organisation that gives you access to an app, from customers who enter it into an app, from our service providers (such as sign-in and payment providers), and automatically when you use our website or apps. If you don’t give us information we need, we may not be able to provide a service.

3. How we use it

We use personal information to provide, host, secure and support our apps; manage accounts and access; communicate with customers and users; bill and collect payments; keep records and backups; prevent misuse; and meet our legal obligations. We do not sell personal information or use it for unrelated marketing.

We set, for each customer, whether AI may be used with information in their app and, if so, whether it must stay in Australia. Where AI is allowed, we use it to help sort and prioritise support requests, and a person reviews the result. We do not use information in customer apps to train any public or shared AI model. Automated rules use account, payment and security information to allow, restrict or suspend access to an app, for example when an account is overdue.

4. Who we share it with

• The customer organisation that gives you access to an app.
• Service providers that help us run our services: hosting, storage and backups, sign-in, payments and accounting, email, fax and secure messaging, work management, support, AI, error monitoring and networking.
• Our professional advisers, insurers and auditors.
• A buyer of, or investor in, our business, under confidentiality.
• Regulators, courts or law enforcement where the law requires or allows it.

5. Where it is held

Our hosting, databases, file storage and backups are in Australian data centres, as are sign-in, email sent from our platform and AI support triage. Some information is handled overseas:

• where we have enabled overseas AI processing for a customer, our AI providers may process that customer's information in the United States;
• our payment provider processes payments in the United States;
• our website and network provider runs a global network, so requests to our website and services may pass through its servers outside Australia;
• our business email and work-management tools store information such as contact details and correspondence outside Australia, including in the United States and the European Union; and
• technical error reports are processed in the European Union, and we configure them to exclude personal information where we can.

Where the law requires, we take reasonable steps to protect information sent overseas.

6. Security and storage

We protect personal information with access controls, encryption, activity logging, separated environments and backups. We keep it only as long as we need it for the purposes in this policy or as the law requires, then delete or de-identify it. If a data breach is likely to cause serious harm, we will notify the people affected and the Office of the Australian Information Commissioner as the law requires.

7. Access, correction and complaints

You can ask to see or correct the personal information we hold about you by contacting our Privacy Officer. If we hold it in an app on behalf of a customer, we may refer you to that customer.

To make a complaint, contact our Privacy Officer. We will look into it and aim to respond in writing within 30 days. If you are not satisfied, you can contact the Office of the Australian Information Commissioner (oaic.gov.au) or, for health information in Victoria, the Health Complaints Commissioner (hcc.vic.gov.au).

8. Changes and contact

We publish the current version of this policy on our website with its effective date.

Privacy Officer, Sparkk Ventures Pty Ltd trading as BuiltByK (ABN 13 699 680 389). Email: help@builtbyk.com