Policy owner and approver: Adam Cogan
Last updated: 15 October 2026
Superior Software For Windows Pty Limited (ABN 21 069 371 900) and the SSW businesses operating worldwide ("SSW", "we" or "us") respect your privacy. This policy explains how we handle personal information across our consulting services, websites, products, recruitment, employment, events and other business activities. It includes TinaCMS, YakShaver, EagleEye, SugarLearning and TimePro.
We comply with the privacy laws that apply to our activities, including the Australian Privacy Act 1988 (Cth) and Australian Privacy Principles where applicable. Local legal requirements take precedence where necessary. This policy does not limit your legal rights and should be read alongside our Terms and Conditions and any notices given when we collect information.
Where we process information on behalf of a client, we follow our agreement with that client and applicable law. The client's privacy notice may also apply. The SSW entity responsible for your information is the entity you deal with, as identified in your contract or collection notice. Our privacy contact below can help identify it.
We do not rent, trade or sell your email address. We only publish identifying information, such as staff profiles, speaker biographies or testimonials, with appropriate permission or another lawful basis.
Personal information is information or an opinion about an identified or reasonably identifiable person. Depending on your dealings with us, we may collect:
We collect information directly when you contact us, use our products or services, apply for a role, register for an event or otherwise deal with us. We may also receive information from your employer, our clients, referees or service providers where permitted by law. We collect only information reasonably necessary for our activities. Where we need sensitive information, such as health information for workplace safety or reasonable adjustments, we obtain consent unless the law permits or requires another basis.
You may deal with us anonymously or use a pseudonym where lawful and practicable. If you do not provide information needed for a particular service, application or request, we may be unable to proceed with it.
Payment providers process online payments. We receive the transaction and billing information needed to manage your order; the provider's privacy notice explains its own handling of payment information.
We use personal information to:
We use and disclose information for the purpose for which it was collected, or another purpose permitted by law. You can unsubscribe from marketing using the unsubscribe link or by contacting us. This does not prevent necessary service or account communications.
We may record or transcribe calls, meetings and job interviews using Microsoft Teams. We notify everyone on the call before recording or transcription starts and obtain consent where required by law. Please tell the organiser if you have concerns so that we can discuss an alternative.
We use AI tools including ChatGPT, Claude, Microsoft Copilot and YakShaver to assist our work, such as preparing summaries, drafting material and delivering client services. Personal or client information may be processed by these tools where relevant to the authorised work. We obtain client permission through signed terms and conditions before using client information in these tools. That permission does not replace any consent or other legal basis required for an individual's personal information.
We do not use our data or client data to train AI models. We use provider terms and settings that prevent the information we submit from being used to train their models. Our use of AI remains subject to confidentiality obligations, applicable privacy law and agreed client restrictions.
Our websites use cookies and similar technologies to operate site features, remember preferences, understand usage and support advertising. We use Google Analytics for website analytics and Meta tracking technologies for advertising measurement and relevant advertising. These tools may collect information such as device identifiers, IP addresses and interactions with our websites. Embedded third-party content may also use cookies.
You can manage cookies through your browser settings and advertising preferences through the relevant provider. Blocking cookies may affect some features. Where applicable law requires consent for non-essential tracking, that consent must be obtained before the tracking is used. See Google's Privacy Policy and Meta's Privacy Policy for their handling of information.
We may share personal information with SSW staff and businesses, contractors and service providers where needed for the purposes described in this policy. These include providers of hosting, cloud storage, business systems, payment processing, communications, AI, analytics, marketing and professional advice.
We may also disclose information to your authorised representatives, regulators or authorities where required or permitted by law, and parties involved in a business transfer subject to appropriate protections. We take reasonable steps to require service providers handling information for us to protect it and use it only for authorised purposes.
Personal information may be accessed, stored or processed in Australia, France, China and the United States by SSW staff, related businesses or service providers. We take the steps required by applicable privacy law to protect information disclosed overseas.
Clients can request restrictions on processing locations. Any such restriction must be agreed with SSW and reflected in the relevant service arrangements before the affected processing occurs. Contact us to discuss your requirements.
Where European or UK data protection law applies, transfers must use a lawful transfer mechanism, such as an applicable adequacy decision or approved contractual safeguards, with any additional measures required by law. You can contact us for information about the safeguards relevant to your information.
We take reasonable technical and organisational measures to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Information may be held in our systems, service providers' systems and paper records. Access is limited to people who need it for their work.
We keep personal information only as long as needed for its purpose and any legal obligations, then securely delete or de-identify it. Retention depends on the information and the applicable contractual, employment, accounting and legal requirements.
If a data breach occurs, we will assess and respond to it and notify affected individuals and regulators where required by applicable law.
Contact us to request access to or correction of your personal information. We may need to verify your identity before responding. We will respond within the time required by applicable law. There is no fee to make a request. Where Australian law permits a reasonable charge for providing access, we will explain it in advance. We do not charge for correcting information.
If we cannot grant a request, we will explain the reason and available complaint options, unless the law prevents us from doing so. If we decline a correction, you may ask us to associate a statement of your disagreement with the record.
Where the EU GDPR or UK GDPR applies, our legal basis depends on the activity. It may be performance of a contract with you, steps you request before entering a contract, compliance with a legal obligation, consent, or legitimate interests such as providing and improving services, securing systems and managing business relationships. We rely on legitimate interests only where your rights and interests do not override them. Sensitive information requires an additional lawful condition.
Subject to applicable conditions, you may request access, correction, erasure, restriction or portability of your information, and object to processing. You may object to direct marketing at any time. Where processing relies on consent, you can withdraw it without affecting the lawfulness of earlier processing. You also have rights concerning decisions based solely on automated processing that have legal or similarly significant effects.
We normally respond to these rights requests within one month. If a lawful extension is needed, we will explain why within that initial period. Requests are normally free of charge, subject to exceptions allowed by law. You may complain to your local supervisory authority, including CNIL in France or the ICO in the UK.
Our privacy contact is Adam Cogan, at info@ssw.com.au. Access to this mailbox is restricted to trusted personnel authorised to handle enquiries. Please identify your message as a privacy enquiry or complaint and include enough detail for us to understand it.
We will consider your complaint, investigate as appropriate and respond within 30 days of receiving it. If further work is needed, our response will explain the next steps and expected timing. Any shorter legal deadline will apply.
If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) or the relevant privacy regulator in your jurisdiction. You do not have to use our complaints process before contacting a regulator where the law allows a direct complaint.
We may update this policy as our practices or legal requirements change. We will publish the current version here and provide additional notice where required by law.