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Privacy Policy

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  1. Overview
  2. Scope
  3. What information we collect
  4. How we collect information
  5. How we hold your information
  6. How we use your information
  7. How we share information
    7.1 Our staff
    7.2 External service providers
    7.3 Other purposes
  8. Your rights
  9. What happens if you do not provide us with the personal information we request?
  10. Cookies and digital tools
  11. Data breach
  12. What should you do if you have a complaint about a breach of privacy?
  13. How to contact us
  14. Changes to this privacy policy

1. Overview

ProCan Technologies is committed to protecting your privacy and handling your personal information in accordance with applicable privacy laws, and regulations applicable to your location, including the Privacy Act 1988 (Cth) (Privacy Act) and the General Data Protection Regulation (GDPR) in Europe, as amended from time to time.

2. Scope

This Privacy Policy explains the kind of information we may collect about you, how we may use that information, whether we will disclose it to anyone, and how you can contact us to select ways we interact with you and to correct the information we collect you provide to us in connection with our services, website usage, or other interactions.

3. What information we collect

“Personal information” refers to any information or data which identifies you as an individual or from which your identity can be reasonably ascertained.

We only collect personal information if it is reasonably necessary for one or more of our functions or activities as a services based, not for profit entity. 

Depending on the context of our interactions, we may collect:

  • Project or services-related information
  • Name, job title and contact details
  • Organization and business address
  • Email address and phone number
  • Payment or invoicing details

We do not collect sensitive personal information unless required for lawful and specific project purposes and with your explicit consent.

4. How we collect information

We collect personal information directly from you or your organization during:

  • Service enquiries or quotation requests
  • Project engagements and service delivery
  • Business partnering and networking events
  • Use of our website or client portals
  • Email communications or feedback submissions

We may also collect non-identifiable usage data via cookies for website analytics.

5. How we hold your information

We hold personal information electronically and in hard copy form, both at our own premises and with the assistance of our service providers. We take reasonable and appropriate security steps to protect the personal information we hold from misuse, loss, unauthorised access, modification or disclosure.

Digital records are maintained on our secure network. We maintain network security by using a network firewall, encrypted transmission of electronic data, up-to-date anti-virus software, regular monitoring of all network traffic, and strict access control policies on electronic data including authorisation of user logins and password levels.

Physical records are secured in locked locations with restricted physical access and use of security alarms, or in the case of archived records, at an external storage facility in Australia. If you send us your bank/credit card information on a physical document, we will enter this information into our secure online payment systems (see below), and then securely destroy all physical records.

We also take measures to destroy or de-identify personal information that is no longer needed for any lawful purpose.

We will take reasonable steps to protect your personal information, but please be aware that we cannot guarantee its security, particularly when transmitted through our website or other online methods. While we make efforts to safeguard this information, transmitting data over the Internet carries some risks, and we cannot guarantee complete protection.

6. How we use your information

We may collect, hold or use your personal information for purposes which are directly related to one or more of our functions or activities.

These purposes include:

  • respond to service or project enquiries;
  • manage client relationships;
  • issue quotes, invoices, and service reports;
  • improve our services and digital platforms;
  • comply with legal and regulatory requirements;
  • registration for an event, contest or activity and acknowledgement of your participation;
  • informing you about our work and activities;
  • conducting scientific research in accordance with ethics and governance approvals (see below);
  • updating our records and to keep your contact details up to date;
  • enhancing your experience of our websites and social media;
  • legal and contractual obligations;
  • business analytics and performance reporting;
  • seeking financial support for our medical research activities through donations or in-kind contributions;
  • processing of service orders and donations, including issuing tax receipts and tax invoices
  • any other purposes that we notify you of, or that you consent to;
  • to comply with any law, regulation, lawful and binding determination, or in cooperation with any lawful direction of a governmental authority; and
  • otherwise as permitted by law.

We may also use personal information collected in any way to contact you for any of our purposes and to seek your participation in future in any one of these activities.

Where you no longer wish to receive some or any communications from us, you may contact us at any time to change your preferences or opt out. To do this, please use the contact details provided at the end of this Privacy Policy.

7. How we share information

In connection with the purposes set out above, we may disclose your information to:

  • ProCan Technologies staff for operational purposes
  • External IT and cloud service providers supporting our business
  • Legal or regulatory authorities if required by law

If we transfer your data internationally (e.g., to cloud services), we ensure that appropriate safeguards are in place.

7.1 Our staff

We will only disclose your personal information to our staff (which include our paid employees, students, volunteers and contractors) to the extent necessary for them to perform their duties and for required business functions or activities. We ensure our staff are bound by and comply with our policies and procedures regarding personal information and confidentiality.

7.2 Our external service providers

We may be required to disclose your personal information to our external service providers, such as organisations who assist us with printing and mailing, data analysis and processing, email, social media or telephone contacts, advertising and marketing, and IT services. We only disclose your personal information to the extent necessary for these services to be performed.

We take reasonable steps to ensure that your personal information is protected and handled by third party service providers in accordance with applicable privacy laws. This includes putting in place appropriate contractual terms with these third parties.

Our websites may contain links to other websites that we do not control. Our Privacy Policy does not apply to these other websites. If we refer you to a third-party service provider, they are responsible for informing you about their own privacy policy. We are not responsible for the privacy practices or the content of these websites.

7.3 Other lawful purposes

At any time, we may be required by law or legal demand to provide personal information to another party, such as a regulatory authority.

8. Our rights

ProCan Technologies takes reasonable steps to ensure the personal information we collect is accurate, complete and up to date.

If you would like to access the personal information we hold about you, please contact us using the details below. For security purposes, we will ask you to verify your identity, such as by providing your date of birth or answering a security question, before we share any information.

If you believe any of the personal information we hold about you is incorrect or incomplete, you can request an update. You may also ask us to delete or de-identify your information. We will take reasonable steps to ensure accuracy and completeness, though we may still need to retain the original record.

In some cases, we may refuse access or changes if required by privacy or other relevant laws. If we cannot make the requested changes, you may provide a statement outlining your concerns, which we will attach to our records. We will also inform you of our reasons for any refusal.

If you would like to update your communication preferences for our fundraising activities, including the topics and frequency of contact, please let us know.

To authorise another person (including family members) to access your details, please notify us in writing, and we will record your request. You may request access to, or correction of, your personal information at any time by contacting us (see Section 12).

9. What happens if you do not provide us with the personal information we request?

Where lawful and practicable, you may choose to remain anonymous or interact with us without providing personal information. However, if you choose not to provide some or all of the requested details, we may be unable to offer certain services or respond effectively.

For example, if you do not provide the required personal information when donating or purchasing merchandise, products, or services, we may be unable to process your transaction correctly or issue a tax-deductible receipt or invoice. Similarly, if you apply for a volunteer or paid position and do not provide the necessary information, we may be unable to process your application or respond in a timely manner.

When necessary and where reasonably possible, we will inform you of any consequences of not providing certain information.

10. Cookies and digital tools

We use cookies to enhance user experience and track aggregate website usage. You can manage cookie settings through your browser preferences.

Like many websites, we collect information about your usage when you view our websites or social media pages. Some of this data may be stored on your device in form of cookies or similar files.

We use cookies and other tracking tools to gather aggregated statistical data, such as the number of visitors, their location (country, city or region), browser and operating system, and which webpages are viewed and for how long. This helps us improve our services and enables remarketing or similar audience features to reach previous visitors.

Cookies also help maintain browsing continuity – such as keeping items in your shopping cart – and remember your details and preferences for a better user experience. They may also allow us to contact you with relevant information in the future.

Most internet browsers, including Microsoft Edge and Google Chrome, allow you to delete cookies, block them entirely, or receive a warning before one is stored. Check your browser’s help section for instructions. However, blocking cookies may affect certain website functions.

We may use external service providers to analyse this data and allow them to use cookies for targeted messaging when you visit other websites. You may opt out of this advertisement targeting technology by using the opt out page of the Australian Digital Advertising Alliance at www.youronlinechoices.com.au or by contacting ProCan Technologies (details below).

11. Data breach

If we believe a data breach may have occurred, we will carefully review the situation within 30 days of becoming aware of the potential issue. If it is confirmed that a breach has occurred and where required by law, we will notify the Australian Privacy Commissioner and any affected individuals, ensuring we meet our legal responsibilities.

12. What should you do if you have a complaint about a breach of privacy?

If you have any questions, comments, or concerns about our Privacy Policy or how we handle your personal information, please contact the ProCan Technologies Privacy Officer (details below) and provide relevant details so we can investigate and address the issue. We will treat your enquiry or complaint confidentially and respond within a reasonable timeframe.

If your concerns are not resolved to your satisfaction, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au and on 1300 363 992.

13. How to contact us

Write to us: ProCan Technologies
Address: 214 Hawkesbury Rd Westmead NSW 2145 Australia
Phone: 1800 436 437 (during regular business hours)
Email: info@procantech.com

14. Changes to this privacy policy

ProCan Technologies may amend this Privacy Policy from time to time, with or without notice to you. We encourage you to review this Privacy Policy from time to time. Any changes will be updated on our website. (The revised versions will take effect immediately upon publication).

Policy updated – August 2025