Last updated: May 2026
1. Our Commitment to Your Privacy
1.1 BayPort Business Solutions is committed to protecting the privacy of individuals whose information we collect. This Privacy Policy (Policy) explains how we collect, use, store, and disclose personal information, and how you can contact us if you have a concern or question.
1.2 We adhere to the Privacy Act 1988 (Cth) (the Privacy Act) and the Australian Privacy Principles (APPs). This statement applies to personal information collected through our website, through direct client engagements, and through the delivery of our services.
1.3 A copy of the Australian Privacy Principles may be obtained from the website of the Office of the Australian Information Commissioner (OAIC) at https://www.oaic.gov.au/.
1.4 In this Privacy Policy, personal information and sensitive information have the meanings given to those terms in the Privacy Act.
2. About Us
2.1 BayPort Business Solutions (ABN 34 211 363 078) is a trading name of Definitive Trading Pty Ltd (ACN 111 953 069), a data and workflow consultancy based in Australia. We help businesses make their existing software and data work together more effectively through data transformation, automation, systems administration, and bespoke tool development.
3. What Personal Information We Collect
3.1 The types of personal information we may collect include:
(a) Website Visitors
(i) When you visit our website, we may collect:
(ii) Your name and contact details if you submit an enquiry form or contact us by email
(iii) Technical data such as your IP address, browser type, and pages visited (collected automatically via website analytics tools)
(iv) We do not collect sensitive information through our website unless you choose to provide it in a message to us.
(b) Clients and Prospective Clients
(i) In the course of providing our services, we may collect:
(ii) Business contact details including name, email address, phone number, and business address
(iii) Information about your business systems, workflows, and processes
(iv) Data files and datasets provided to us for transformation, analysis, or automation work
(v) Where a dataset you provide to us contains personal information about third parties (such as your customers or employees), that information is handled strictly in accordance with this Privacy Policy and any applicable data processing agreements.
4. Why We Collect Personal Information
4.1 We collect personal information only for purposes directly related to our business activities. These purposes include:
(a) Responding to website enquiries and providing information about our services
(b) Delivering agreed services under a client engagement
(c) Managing our business relationship with clients, including invoicing and communications
(d) Improving our website and understanding how visitors use it
(e) Complying with legal and regulatory obligations
(f) We will not use your personal information for any purpose that is unrelated to why it was collected, unless we have your consent or are required to do so by law.
(g) You may unsubscribe from our mailing or marketing communications at any time by contacting us in writing using the details in clause 13.
5. Sensitive Information
5.1 Sensitive information is defined in the Privacy Act to include information or opinion about an individual’s racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record, or health information.
5.2 We do not intentionally collect sensitive information in the course of our business activities. Where sensitive information is provided to us incidentally (for example, within a dataset supplied for transformation work), it will be used only:
(a) For the primary purpose for which it was obtained;
(b) For a secondary purpose that is directly related to the primary purpose; or
(c) With your consent, or where required or authorised by law.
6. Collection from Third Parties
6.1 Where reasonable and practicable to do so, we will collect your personal information directly from you. However, in some circumstances we may receive personal information about you from third parties, such as referral partners, other businesses, or publicly available sources. Where this occurs, we will take reasonable steps to ensure you are made aware of the information provided to us and the circumstances of its collection.
7. How We Store and Protect Your Information
7.1 We take the security of personal information seriously. Measures we take include:
(a) Storing files and data in secure, access-controlled cloud environments
(b) Using password protection and encryption where appropriate
(c) Limiting access to personal information to only those who need it to perform their role
(d) Maintaining Cyber Insurance to provide additional protection in the event of a data breach or incident
(e) We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Personal information held in client engagement files will be retained for a minimum of seven (7) years. When information is no longer needed, we dispose of it securely by deletion or permanent de-identification.
8. Who We Share Personal Information With
8.1 We do not sell, rent, or trade personal information.
8.2 We may share personal information with:
(a) Subcontractors or specialist service providers engaged to assist with the delivery of a client engagement — these parties are required to handle personal information in a manner consistent with this Policy
(b) Third-party software platforms used in the ordinary course of delivering services (such as Microsoft 365, Power BI, Power Automate, or Make) — these platforms operate under their own privacy policies
(c) Legal or regulatory authorities where required by law
(d) Where we engage subcontractors who may have access to personal information, we take reasonable steps to ensure they are bound by appropriate confidentiality and privacy obligations.
9. Overseas Disclosure
9.1 Some third-party platforms we use to deliver services may store or process data on servers located outside of Australia. Where this is the case, we take reasonable steps to ensure those platforms maintain privacy standards consistent with the Australian Privacy Principles.
9.2 By engaging our services or using our website, you acknowledge that your information may be processed or stored by these platforms in overseas locations.
10. Cookies and Website Analytics
10.1 Our website may use cookies and analytics tools to help us understand how visitors use the site. This information is collected in aggregate and is not used to identify individuals.
10.2 You can disable cookies through your browser settings, though this may affect the functionality of some parts of the website.
11. Your Rights
11.1 Under the Australian Privacy Principles, you have the right to:
(a) Request access to the personal information we hold about you
(b) Request that we correct any personal information that is inaccurate, out of date, or incomplete
(c) Make a complaint if you believe we have mishandled your personal information
11.2 To make a request or enquiry regarding your personal information, please contact us in writing using the details in clause 13. We will respond within a reasonable timeframe and in accordance with our obligations under the Privacy Act.
11.3 We will not charge a fee for processing your access request. However, we may charge a reasonable administrative fee for providing a copy of your personal information where the request requires significant effort to fulfil.
11.4 In order to protect your personal information, we may require you to verify your identity before we release any information requested.
12. Maintaining the Quality of Your Personal Information
12.1 It is important to us that your personal information is accurate, complete, and up to date. We will take reasonable steps to ensure the personal information we hold remains current. If you find that information we hold about you is not accurate, complete, or up to date, please advise us as soon as practicable so we can update our records and continue to provide you with quality services.
13. Notifiable Data Breaches
13.1 BayPort Business Solutions is subject to the Notifiable Data Breaches scheme under the Privacy Act. If we become aware of a data breach that is likely to result in serious harm to any individual whose information is involved, we will notify the affected individual(s) and the OAIC as required by law.
14. Contact and Complaints
14.1 If you have a question, concern, or complaint about how we have handled your personal information, please contact us:
Email: info@bayportsolutions.com.au
Phone: 0413 482 049
14.2 We take privacy complaints seriously and will investigate any complaint promptly. If you are not satisfied with our response, you may refer the matter to the Office of the OAIC at www.oaic.gov.au.
15. Updates to This Policy
15.1 We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The date at the top of this page indicates when it was last revised. We encourage you to review this Policy periodically.
15.2 In particular, if we introduce new services or practices that involve the collection of personal information not described in this Policy, we will update this Privacy Policy before those practices commence.
BayPort Business Solutions is a trading name of Definitive Trading Pty Ltd