Privacy Policy

RepDefender Pty Ltd (ACN 656 738 322), including its subsidiaries and affiliates in Australia (“RepDefender”, “we”, “us”), is committed to handling personal information in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth) and other applicable privacy laws.
This Privacy Policy outlines our approach to managing your personal information.

Who This Policy Covers

In this Privacy Policy:

• “you” refers to any individual or entity whose personal information we collect.
• “RepDefender” refers to RepDefender Pty Ltd and its associated entities.

About RepDefender

RepDefender is an Australian-based reputation management organisation offering specialist digital services through proprietary technology platforms, including reputation monitoring, review removal, and content management.

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A. Clients and Prospective Clients

When you contact us or become a client, we may collect the following personal information:

• Full name, email address, phone number, business address, and other contact details;
• Your organisation or employer details;
• Professional information;
• Any additional information you provide directly or authorise us to collect.

B. Prospective Employees

For recruitment purposes, we may collect:

• Name, contact details, qualifications, work history;
• Information from third parties (e.g., recruitment agencies or referees);
• If offered a position: tax file number, superannuation details, and information required for background checks (particularly for sensitive roles).

C. Other Individuals

We may collect information from:

• Service providers, contractors, event participants, or others who interact with us commercially.

Collected details typically include your name, contact information, and the nature of your interaction with RepDefender.

Note: You may choose not to provide personal information. However, this may limit our ability to deliver some or all of our services.

D. Website Visitors

Our handling of website visitor data is addressed later in this policy.
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Data Collection & Use

RepDefender collects personal information to:

• Deliver our services effectively;
• Understand client needs;
• Support internal administrative and operational functions;
• Maintain relationships with clients, contractors, and partners.

We may collect data directly from you or through:

• Affiliated companies;
• Client-supplied marketing or customer lists;
• Third-party service providers and contractors.

We also use personal information for:

• Responding to enquiries;
• Providing and managing services;
• Entering contracts and fulfilling obligations;
• Research and service development;
• Notifying you of services, updates, or events;
• Recruitment or volunteer intake;
• Handling complaints and disputes.

Security of Your Information

We take reasonable technical and organisational steps to protect personal information from misuse, interference, and unauthorised access. This includes:

• Secure storage systems (e.g., AWS-hosted environments);
• Firewalls and password-protected databases;
• Restricted access to authorised personnel only.

Contact and Concerns

f you have questions about how your information is handled or wish to request access,correction, or deletion, please contact us through the contact details on our website.

How RepDefender Interacts with You Online

You may visit our website (e.g., https://repdefender.com) without identifying yourself. If you do provide personal information (such as via a contact form or enquiry), it will be handled in accordance with this Privacy Policy.

Cookies and Analytics

RepDefender’s website uses cookies. A cookie is a small text file stored in your browser that helps manage website preferences and content delivery. We may collect non-identifiable information such as:

• Device type and browser type
• IP address
• Pages visited on our site and referral sites

 
You can configure your browser settings to manage or block cookies. However, doing so may limit access to some website features.

Third-Party Links

Our website may include links to third-party websites. RepDefender is not responsible for the content, policies, or privacy practices of these external sites.

Anonymous Interactions

Where lawful and practicable, RepDefender will allow individuals to interact with us anonymously or using a pseudonym (e.g., general enquiries). However, in most cases it will not be practicable to provide services without identifying information.

How RepDefender Stores and Protects Your Information

We store personal information electronically in secure databases, including those hosted by trusted third-party providers, primarily on Amazon AWS infrastructure secured by industry-standard controls.

We implement the following safeguards:

• Electronic security: firewalls, access controls, encryption (where appropriate), and password protections
• Physical security: locked facilities and controlled access to systems
• Organisational measures: staff training and access on a need-to-know basis

 
We do not guarantee encryption for all online transmissions. Users are encouraged to exercise discretion when sharing sensitive personal information via the internet.

We take reasonable steps to destroy or de-identify personal information no longer required, including upon specific request from clients.

Direct Marketing Communications

RepDefender may use your personal information to inform you about our services, promotions, or opportunities relevant to your needs.

• You can opt out at any time by contacting us.
• Opting out of marketing does not prevent us from contacting you regarding services you are actively using (e.g., account status, support).

We never send unsolicited marketing to contacts in client-provided databases and we do not sell or disclose personal data to third parties for promotional purposes.

Use and Disclosure of Personal Information

a) Clients

We only use your personal data and any customer database you provide:

• To deliver the agreed-upon services
• To contact those individuals with your explicit consent and only when relevant

 
b) Contractors and Service Providers

We may disclose personal information to external providers assisting us in areas such as:

• IT services, data processing/analysis
• Support, surveys, printing, archiving
• Website hosting and development
• Administrative services

 
Data may be shared with affiliated companies in Australia or internationally solely to support service delivery.

RepDefender does not share personally identifiable information (PII) with third parties for marketing. Consent data, including SMS opt-ins, is not shared with external parties.

c) Administrative Uses

We may use or disclose your information for internal purposes such as:

• Billing, payment processing, and debt recovery
• Quality assurance and service monitoring
• Internal reporting, analysis, and audits
• Staff training and development
• Legal compliance, insurance, and dispute management
• Responding to formal requests, subpoenas, or legal obligations

d) Other Uses

We may also use or disclose your personal information for any purpose disclosed at the time of collection or otherwise outlined in this Privacy Policy.

Overseas Disclosures

As RepDefender serves clients globally, personal information may occasionally be disclosed to overseas entities (e.g., cloud service providers or affiliated business units).

Unless exempted under the Australian Privacy Principles, we will ensure reasonable steps are taken so that any overseas recipient complies with equivalent privacy standards.

Entities we work with may be based in Australia, the United States, or other jurisdictions in which RepDefender operates.

Accessing or Correcting Your Information

You may request access to or correction of your personal information by contacting us using the details below.

• We do not charge for making an access request, though we may charge for time and resources involved in compiling data.
• We will take reasonable steps to ensure the information we hold is accurate, up-to-date, and complete.
• If you believe your data is inaccurate, incomplete, or outdated, you may request a correction.
• In limited cases, we may decline access or correction in accordance with the Privacy Act. If so, we will provide written reasons and record any request for amendment.

Complaints and Concerns

If you have a concern or complaint about how your personal information has been handled, please contact us using the details below.

Our privacy officer will:

• Attempt to resolve the issue promptly, typically within one week
• If more detailed investigation is required, respond with acknowledgement within 7 days
• Aim to resolve the matter within 30 days, or inform you if it requires more time

 
If you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):

• Phone: 1300 363 992
• Website: www.oaic.gov.au

Policy Updates

RepDefender may amend this Privacy Policy at any time without notice. Please review the latest version on our website periodically.

Contacting RepDefender

For enquiries, data access or correction requests, or to make a privacy complaint:

Head of Customer Experience
Email: [email protected]

Last updated: 11th of March, 2025