Privacy Policy

1. Overview

Oxana ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth). It applies to all visitors to oxana.com.au and to clients, prospects and contacts who provide personal information to us in the course of our managed IT, cybersecurity, Microsoft cloud and AI consulting services.

Oxana is the operator of this website and acts as the data controller for the personal information described in this policy. Our Australian Business Number is ABN 14 622 882 058.

2. Information We Collect

We only collect personal information that is reasonably necessary to provide our IT services and to respond to enquiries. This may include:

• Contact details: Name, email address, phone number, and mailing address.
• Business details: Company name, job title, and IT infrastructure details provided via support tickets or consultation forms.
• Technical data: IP addresses, browser type, and usage data collected via cookies to improve our website experience.
• Enquiry and submission data: Information you submit through contact forms, workshop promotion forms, support requests, and proposal requests.
• Service delivery data: Logs, configuration records and ticketing information generated while delivering managed IT support, where relevant to providing the service you have engaged us for.

3. How We Use Your Information

We use your personal information to:

• Respond to support requests and enquiries.
• Provide and manage our IT services, cybersecurity assessments, and Microsoft cloud engagements.
• Deliver and confirm promotion workshop bookings and consulting assessments.
• Send occasional service updates or marketing communications (which you can opt out of at any time).
• Meet our legal, regulatory and cybersecurity compliance obligations.

We do not use your personal information for any secondary purpose unless that secondary purpose is related to the primary purpose and you would reasonably expect it, or you have consented.

4. Cookies and Analytics

Our website uses cookies and similar technologies to understand how visitors use the site and to improve its performance. We use Google Analytics 4 and Google Tag Manager to collect aggregate, de identified usage data such as pages visited, referral sources and approximate geographic region. These analytics tools do not identify you personally. You can disable cookies in your browser settings, although some features of the site may not function as intended if you do.

5. Security of Your Personal Information

As a managed IT and cybersecurity provider, security is central to our business. We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access. This includes encrypted storage, secure communication channels, access controls limiting personal information to staff who need it to deliver our services, and the same cybersecurity frameworks we implement for our clients. Oxana itself holds SMB1001 Gold certification, demonstrating our own documented security posture.

6. Disclosure to Third Parties

We do not sell your data. We may share information with trusted third party service providers only as necessary to perform our services, and only where those providers are bound to protect your information. This may include providers such as Zoho Desk for ticketing, Microsoft for cloud services, and email delivery platforms for transactional or marketing email. Support data submitted through our ticketing system is processed via Zoho's infrastructure in accordance with their security and privacy standards. We may also disclose information where required by law or to protect our legal rights.

7. International Data Transfers

Some of our service providers may store data on servers located outside of Australia, including in the United States and the European Union. Where this occurs, we take reasonable steps to ensure those providers maintain high standards of data protection consistent with the Australian Privacy Principles.

8. Data Retention

We retain personal information only for as long as is necessary to fulfil the purpose for which it was collected, to provide ongoing services, and to meet our legal, regulatory and cybersecurity obligations. Enquiry and contact data is generally retained while you remain an active contact or client and for a reasonable period afterwards. You may request that we delete your personal information where it is no longer needed and no legal obligation requires us to keep it.

9. Your Rights Under the Australian Privacy Principles

Under the Australian Privacy Principles, you have the right to:

• Access the personal information we hold about you.
• Request correction of personal information that is inaccurate, out of date, incomplete, irrelevant or misleading.
• Request that we limit how we use or disclose your information.
• Withdraw consent to direct marketing communications at any time.
• Request that we destroy or de identify your personal information where it is no longer needed.

To exercise any of these rights, contact us using the details in section 13 below. We will respond to your request within a reasonable timeframe and at no cost to you in most circumstances.

10. Complaints

If you believe we have mishandled your personal information, you can make a complaint by contacting us using the details below. We will investigate and respond to your complaint in writing. If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC). Further information is available at www.oaic.gov.au.

11. Children's Privacy

Our services are provided to businesses and our website is not directed at children. We do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.

12. Links to Third Party Websites

Our website may contain links to third party websites such as Microsoft, LinkedIn and our partner marketplaces. We are not responsible for the privacy practices of those websites and encourage you to read their privacy policies before providing any personal information to them.

13. Contact Us

If you have questions regarding this policy or wish to exercise any of your privacy rights, please contact us at:

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology or legal requirements. The updated policy takes effect when published on this page. We encourage you to review this page periodically. The date above shows when the policy was last updated.