1. About this policy
PolarXTech Pty Ltd (ABN 36 689 812 619) handles personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). In this policy, "PolarXTech", "we", "us" and "our" mean PolarXTech Pty Ltd.
We are a Sydney-based Salesforce consultancy. We design, build and support solutions on Salesforce, including Health Cloud, Agentforce, Experience Cloud, OmniStudio and MuleSoft.
This policy explains what personal information we collect, how we use and share it, and how you can access, correct or complain about it. It applies to our website (polarxtech.com), our marketing (including LinkedIn advertising and lead forms), and our dealings with clients, prospects, partners and suppliers.
Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable. Sensitive information is a subset that includes health information, and receives extra protection under the APPs.
2. What personal information we collect
We collect only what we need for the purposes in section 4. What we collect depends on how you deal with us.
Lead form data. When you complete a lead form on LinkedIn, LinkedIn passes the details in that form to us. We do not receive your LinkedIn password or private messages.
Sensitive information. We do not ask prospects, website visitors or leads for health or other sensitive information. Please don't include it in forms or messages. If we need sensitive information for a specific reason, we will only collect it with your consent or where the law permits. Health information we handle while delivering projects for clients is covered in section 7.
3. How we collect it
Where practical, we collect personal information directly from you, for example when you:
We also collect some information from third parties, including:
If we receive personal information we did not ask for, we will decide whether we could have collected it lawfully. If not, we will destroy or de-identify it where it is lawful and reasonable to do so.
You can deal with us anonymously or under a pseudonym where that is practical, for example when browsing our website. We generally need your name and contact details to respond to an enquiry or provide services.
4. How we use your personal information
We use personal information for the purpose we collected it, and for related purposes you would reasonably expect. These include:
How we use lead data
If you download a guide or other content through a lead form (on LinkedIn or our website), we use your details to:
We do not sell lead data. We do not share it with other businesses for their own marketing. We keep lead records only as long as section 8 allows.
5. Direct marketing and opting out
We may send you marketing about our services where you have asked for content from us, are an existing client contact, or have otherwise agreed. Our marketing emails follow the Spam Act 2003 (Cth): each one identifies PolarXTech and includes a way to unsubscribe.
You can opt out at any time by:
We will action opt-outs within 5 business days, and free of charge. We may still contact you about services you have engaged us for.
6. Who we share it with
We share personal information only for the purposes in section 4, and only with:
We require service providers to handle personal information only for the services they provide to us.
Overseas disclosure
Some of our service providers store or access data outside Australia, including in the United States, Europe and Asia. Where we can, we choose Australian data hosting. Before disclosing personal information overseas, we take reasonable steps to make sure the recipient protects it in a way consistent with the APPs, unless an exception under the Privacy Act applies.
7. Client data and health information on projects
When we build or support a Salesforce system for a client, we may be able to see personal information held in that system, including patient, member or customer records. Some of it may be health information.
The client remains responsible for that information under its own privacy obligations. We handle it only:
We use test or de-identified data in development and testing wherever practical. We limit access to production data to the people who need it, and we do not use client data for our own marketing or any other purpose.
8. Security, retention and cookies
Security
We protect personal information from misuse, interference, loss and unauthorised access, change or disclosure. Our measures include role-based access, multi-factor authentication, encryption where available, and secure, reputable cloud services. No method of sending data over the internet is completely secure, so we cannot guarantee the security of information you send us.
If we have a data breach likely to cause serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as the Notifiable Data Breaches scheme requires.
Retention
We keep personal information only as long as we need it for the purposes in section 4 or as the law requires. We review lead records that have had no engagement for 2 years and delete or de-identify them. We keep client and financial records for at least 7 years, as Australian tax law requires.
Cookies and advertising tags
Our website uses cookies and similar technologies. They keep the site working, help us understand how it is used, and measure our advertising — for example, the LinkedIn Insight Tag, which can show our ads to people who have visited our site. You can block or delete cookies in your browser settings, but some parts of the site may not work properly. You can control LinkedIn ad personalisation in your LinkedIn settings.
Other websites
Our website and content may link to other websites. This policy does not cover them, so please read their privacy policies.
9. Your rights, complaints and contact
Access and correction
You can ask for access to the personal information we hold about you, or ask us to correct it. We will respond within 30 days. We do not charge for a request, but may charge a reasonable fee to provide large amounts of information. If we refuse a request, we will tell you why in writing, as the Privacy Act allows.
Complaints
If you think we have breached the APPs, please contact us first, with details of your concern. We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days.
If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
Contact us
PolarXTech Pty Ltd (ABN 36 689 812 619)
Email: info@polarxtech.com
Attention: Privacy Officer
Changes to this policy
We may update this policy from time to time. The current version is always on our website, with its last-updated date.
Last updated: 20 October 2026© 2026 PolarXTech Pty Ltd · ABN 36 689 812 619 · Sydney, Australia
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