Privacy Policy

Last updated: 20 May 2026

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Adept IT Solutions (“we”, “us”, “our”) operates the client onboarding portal at this address. This policy explains what personal information we collect through the portal, why we collect it, how we use and protect it, and what rights you have over your data.

This portal is a business-to-business service used by organisations that engage Adept IT Solutions for managed IT services. We do not knowingly collect data from individuals under 18 years of age.

1. Information we collect

We collect the following categories of personal information when you complete the onboarding wizard:

• Identity and contact — your full name, job title, business email address, and mobile phone number.
• Business information — your company name, street address, and details of any additional office locations.
• IT environment details — email platform, operating systems, server details, and key software in use at your organisation. This information is used solely to set up your managed services.
• Outgoing IT provider details — if you authorise us to liaise with your previous IT provider, we collect that provider’s name, contact name, email, and phone number.
• Access code — a single-use code issued to your organisation to enter this portal. Codes expire after 30 days.
• IP address — logged automatically by our server for security purposes (rate-limiting and abuse prevention). We do not use IP addresses for marketing or profiling.

We do not use cookies for tracking or analytics on this portal. We do not run third-party advertising or cross-site tracking scripts.

2. How we use your information

3. Legal basis for processing (GDPR)

If you are located in the European Economic Area, our legal bases for processing personal data are:

• Contract performance — processing is necessary to fulfil the managed services agreement between your organisation and Adept IT Solutions (Article 6(1)(b) GDPR).
• Legitimate interests — security logging and abuse prevention (Article 6(1)(f) GDPR), where our interest in protecting the portal does not override your privacy rights.
• Legal obligation — retention of business records (Article 6(1)(c) GDPR).

4. Who we share your information with

We share personal data only with authorised service providers engaged to deliver the services described in this policy. We do not sell personal data.

Our service providers fall into the following categories, all operating within Australia:

• IT service management platform — your company record and contacts are created in our professional services system to provision your account.
• Quoting system — pre-populates your onboarding form with details from your accepted quote.
• Email delivery — sends onboarding progress notifications to your nominated contacts.
• Hosting infrastructure — runs the server that hosts this portal.

We may also disclose personal data if required by law, court order, or to protect the rights and safety of Adept IT Solutions, our staff, or others.

5. Data retention

We retain personal data only for as long as necessary for the purposes set out in this policy or as required by law:

• Unused access codes are automatically expired and removed after a short period.
• Completed onboarding records are kept in line with Australian business record-keeping obligations.
• Security logs are retained for a limited period and then deleted.

6. Data security

All data is transmitted over HTTPS. Access to submission data is restricted to authenticated Adept IT Solutions staff. We apply technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure.

No method of transmission or storage is 100% secure. In the event of a data breach that is likely to result in high risk to your rights and freedoms, we will notify affected individuals and relevant authorities as required by applicable law.

7. Your rights

Depending on your location, you may have the following rights regarding your personal data:

• Access — request a copy of the personal data we hold about you.
• Correction — request correction of inaccurate or incomplete data.
• Deletion — request deletion of your personal data, subject to our legal retention obligations.
• Portability — request your data in a structured, machine-readable format.
• Objection — object to processing based on legitimate interests.
• Restriction — request that we restrict processing of your data in certain circumstances.

Australian Privacy Act: You also have the right to complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au if you believe we have handled your personal information contrary to the Australian Privacy Principles.

CCPA (California residents): You have the right to know what personal information we collect, to request deletion, and to opt out of the sale of personal information. We do not sell personal information.

To exercise any of these rights, contact us at the address below. We will respond within 30 days.

8. Cookies

This portal uses a session cookie set by our authentication system to keep administrators logged into the admin portal. This cookie is strictly necessary for the admin portal to function and is not used for tracking or advertising. The client-facing onboarding wizard does not set any cookies.

9. Changes to this policy

We may update this policy from time to time. The “Last updated” date at the top of this page reflects the most recent revision. Continued use of this portal after changes are posted constitutes acceptance of the revised policy.

10. Contact us

For privacy-related questions, requests, or complaints: