Privacy Policy

Materia Technologies Pty Ltd (ACN 687 546 229) (Materia) is committed to managing personal information and sensitive information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) (Privacy Act) and in accordance with other applicable privacy laws.

You can obtain a copy of the APPs from The Office of the Australian Information Commissioner’s website: https://www.oaic.gov.au/.

Scope of this Privacy Policy

This document sets out our policies for managing your personal information and sensitive information, and how you can contact us with questions or concerns, and is referred to as our Privacy Policy.

In this Privacy Policy, "we" and "us" refers to Materia and "you" refers to any individual about whom we collect personal information.

What information does Materia collect and how do we collect it?

Materia collects personal information. Personal information includes a broad range of information, or an opinion, that could identify an individual.

The personal information we collect can include names, addresses, email addresses, phone numbers, dates of birth, employee record information (which may include employer names, addresses, employment roles), internet protocol (IP) addresses, and location information from a mobile device (collectively Personal Information).

We collect Personal Information in many ways, including during meetings with you, through correspondence, by telephone and email, via you using our website (materia.au) and web-application (app.materia.au) (including all subdomains, present and future), from media and publications, from other publicly available sources, from cookies and from third parties. We don’t guarantee website links or policy of third-parties.

Information provided to us by third-parties

Where reasonable and practicable to do so, we will collect Personal Information directly from the person who that Personal Information is about.

However, in some circumstances Materia may receive and may have access to Personal Information about individuals who have not provided us with that information themselves.

This might occur where clients of Materia, or other members of the public, provide us with Personal Information about another person when using our services in accordance with our Terms and Conditions (which can be accessed on our website).

The kinds of Personal Information we receive in those circumstances will depend on the situation in which we are provided with that information, but may include Personal Information as defined out above.

In some circumstances, Materia may also be provided with information by its clients which is considered sensitive information (subject to our Terms and Conditions) as defined under the Privacy Act, however we will never request sensitive information from anyone directly.

Integration and linking our services with third-party services

Certain aspects of our services allow the linking or integration of third-party products and services to enable certain features and functionalities with our services. For example, when connecting an Outlook or Gmail account.

If you choose to use these kinds of features or functionalities, you may be asked to create an account with a third-party service provider or link your existing account with that service provider (and, by doing so, agree to the privacy policy and/or terms and conditions of that third-party).

You may also be asked to authorise us to collect information from the third-party service provider on your behalf. We will then collect information (such as your username or user ID associated with that third-party service) from you and/or that third-party service provider as necessary to enable our services to access your data and content stored with that third-party service provider. Once the authentication is complete, we have the ability to access information you provided to us or was otherwise collected by the third-party service in accordance with the privacy practices of that third-party service.

We will store the information and data we collect and associate it with your account held by us, and we will only use that information and data to enable the integration of our services with the third-party service provider and to perform actions requested or initiated by you, or that are reasonably necessary to carry out instructions provided by you.

Why does Materia collect Personal Information?

Materia collects Personal Information for the primary purpose of providing its services to its clients and its marketing activities.

We may also use Personal Information for secondary purposes closely related to the primary purpose, in circumstances where it would be reasonably expected to use it.

When we might disclose personal information

Disclosure to third parties

We may need to disclose your Personal Information depending on the services we provide to you.

For example, when you use our web-application services, we may disclose information to third parties we engage in order to provide our services, including contractors and service providers used for data processing, data analysis, customer satisfaction surveys, information technology services and support, website maintenance/development, printing, archiving, mail-outs, and market research.

Third parties to whom we have disclosed your Personal Information may contact you directly to let you know they have collected your Personal Information and to give you information about their privacy policies.

We will not disclose Personal Information or sensitive information about any third party you have provided to us without your written consent, unless required by law, however. This includes, for example, Personal Information or sensitive information about a client involved in a matter you are handling.

We may also disclose your Personal Information to a buyer or other successor in the event of a merger, divestiture, restructuring, reorganisation, dissolution, or other sale or transfer of some or all of our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which personal information held by us about our service users is among the assets transferred.

Internal disclosure for management and administrative purposes

Materia will also use and disclose Personal Information internally with its staff for a range of administrative, management and operational purposes, which may include information about your clients, including sensitive information.

This may occur as a necessary result of providing any of our services to you, including:

when administering billing and payments and debt recovery;
when planning, managing, monitoring and evaluating our services;
when reviewing our quality improvement activities;
during statistical analysis and reporting (internally);
when training staff;
when assessing risk management and management of legal liabilities and claims (for example, liaising with insurers and legal representatives);
when responding to enquiries and complaints regarding our services; and
if we are responding to a subpoena and other legal orders and obligations.

Prospective clients

When you enquire about our services, or when you become a client of Materia, a record is made which includes your Personal Information.

The type of personal information that we collect will vary depending on the circumstances of collection and the kind of service that you request from us, but will typically include:

your name, e-mail, postal address and other contact details;
information about your employer or an organisation who you represent;
your professional details; and
any additional personal information you provide to us, or authorise us to collect, as part of your interaction with us.

Visitors to our website

You may visit Materia’s website without identifying yourself. If you identify yourself (for example, by providing your contact details in an enquiry, or by creating an account), any Personal Information you provide to us will be managed in accordance with this Privacy Policy.

Materia’s websites use cookies.

A “cookie” is a small file stored on your computer's browser, which assists in managing customised settings of the website and delivering content. We collect certain information such as your device type, browser type, IP address, actions you have taken, pages you have accessed on our websites and on third-party websites. You are not identifiable from such information.

You can use the settings in your browser to control how your browser deals with cookies. However, in doing so, you may be unable to access certain pages or content on our website.

Third-party websites accessed via our website

Materia's website may contain links to third-party websites. Materia is not responsible for the content or privacy practices of websites that are linked to our website. We strongly recommend that you review the privacy policy of those third-parties.

Can you deal with Materia anonymously?

Materia will provide individuals with the opportunity of remaining anonymous or using a pseudonym in their dealings with us where it is lawful and practicable (for example, when making a general enquiry).

Generally, it is not practicable for Materia to deal with individuals anonymously or pseudonymously on an ongoing basis, particularly when using the paid versions of our service. If we do not collect personal information about you, you may be unable to utilise our services or participate in our events, programs or activities we manage or deliver.

If you have specific questions about this, please contact our Privacy Officer.

How does Materia hold and store information?

Materia stores information in paper-based files or other electronic record keeping methods in secure databases (including trusted third-party storage providers based in Australia and overseas).

Personal Information may be collected in paper-based documents and converted to electronic form for use or storage (with the original paper-based documents either archived or securely destroyed). We take reasonable steps to protect your personal information from misuse, interference and loss and from unauthorised access, modification or disclosure.

Materia maintains physical security over paper and electronic data stores, such as through locks and security systems at our premises. We also maintain computer and network security, for example, we use firewalls (security measures for the Internet) and other security systems such as user identifiers and passwords to control access to our computer systems.

Our websites do not necessarily use encryption or other technologies to ensure the secure transmission of information via the internet, except for passwords - we have no way of accessing and/or viewing passwords.

Users of our websites are encouraged to exercise care in sending personal information via the internet, and when uploading information to our web-application.

We take active steps to destroy or de-identify information that we no longer require, however, most of the Personal Information is or will be stored in client files, which will be kept by us for a minimum of 7 years, or longer when those clients remain active users of our service.

Does Materia use or disclose your personal information for direct marketing?

Materia may use or disclose your Personal Information for the purpose of informing you about our services, upcoming promotions and events, or other opportunities that may interest you.

If you do not want to receive direct marketing communications, you can opt-out at any time by contacting us using the contact details below.

If you opt-out of receiving marketing material from us, Materia may still contact you in relation to its ongoing relationship with you.

Does Materia disclose your personal information overseas?

It is expected that Materia will work with clients, service providers, sponsors and will have other commercial interests across the globe. As Materia’s business expands, it is likely that your Personal Information will be disclosed to overseas recipients for the purpose of delivering our services to you.

Unless we have your consent, or an exception under the APPs applies, we will only disclose your Personal Information to overseas recipients where we have taken reasonable steps to ensure that the overseas recipient does not breach the APPs in relation to your Personal Information.

How can you access or seek correction of your personal information?

You can access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.

Materia will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your Personal Information.

In order to protect your Personal Information we may require identification from you before releasing the requested information.

What should you do if you have a complaint about the handling of your personal information?

You may contact Materia at any time if you have any questions or concerns about this Privacy Policy or about the way in which your personal information has been handled.

You may make a complaint about privacy to the Privacy Officer at the contact details set out below.

The Privacy Officer will first consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the complaint. We will generally respond to your complaint within 10 business days.

If your complaint requires more detailed consideration or investigation, we will acknowledge receipt of your complaint within 10 business days and will endeavour to complete our investigation into your complaint promptly. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate and review relevant documents and speak with individuals involved.

In most cases, we will investigate and respond to a complaint within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know.

If you are not satisfied with our response to your complaint, or you consider that Materia may have breached the APPs or the Privacy Act, a complaint may be made to the Office of the Australian Information Commissioner (OAIC). The OAIC can be contacted by telephone on 1300 363 992 or by using the contact details on the OAIC website.

How changes are made to this privacy policy?

Materia may amend this Privacy Policy from time to time, with or without notice to you. We recommend that you visit our website regularly to keep up to date with any changes.

How can you contact Materia?

If you have questions or comments about Materia’s privacy policy and privacy practices, please email your questions to our Privacy Officer and Chief Technology Officer: blakelinnell@materia.au.

This Privacy Policy was last updated on 4 June 2025.