Last Updated: 15 April 2026
Introduction
Outscribe Pty Ltd (we, us, our) is committed to protecting your privacy and complying with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth). This Privacy Policy explains how we collect, use, disclose, and protect your personal information.
We are a Professional Services business providing Audio Transcription and Legal Secretarial Services operating in Australia, and we take our privacy obligations seriously.
1. Open and Transparent Management of Personal Information (APP 1)
We manage personal information in an open and transparent way. This Privacy Policy sets out:
- The kinds of personal information we collect and hold
- How we collect and hold personal information
- The purposes for which we collect, hold, use and disclose personal information
- How you may access and seek correction of personal information
- How you may complain about a breach of the APPs and how we will deal with such a complaint
- Whether we are likely to disclose personal information to overseas recipients
2. Anonymity and Pseudonymity (APP 2)
Where it is lawful and practicable, you have the option of not identifying yourself, or using a pseudonym when dealing with us. However, in most cases, we will need to collect your personal information to provide you with our services.
3. Collection of Solicited Personal Information (APP 3)
What Personal Information We Collect
We collect personal information that is reasonably necessary for our business functions and activities. The types of personal information we may collect include:
- Name and contact details (email, phone, address)
- Payment and financial information
- Account credentials and login information
- Location data
- Website and app usage data
- Communications and correspondence
How We Collect Personal Information
We collect personal information directly from you when you:
- Register for an account or subscribe to our services
- Make a purchase or place an order
- Contact us via email, phone, or our website
- Complete forms or surveys
- Use our website, app, or online services
- Interact with us on social media
We may also collect information automatically through cookies and similar technologies when you use our website or digital services.
Collection from Third Parties
In some circumstances, we may collect personal information from third parties, including:
- Publicly available sources
- Our service providers and business partners
- Social media platforms (if you connect your account)
- Other organisations, where you have consented to such disclosure
4. Dealing with Unsolicited Personal Information (APP 4)
If we receive personal information we did not solicit, we will determine whether we could have collected it under APP 3. If not, we will destroy or de-identify the information as soon as practicable, provided it is lawful and reasonable to do so.
5. Notification of Collection (APP 5)
When we collect personal information, we will take reasonable steps to notify you of certain matters, including:
- Our identity and contact details
- The purposes for which we collect the information
- The consequences if we do not collect the information
- The organisations to which we usually disclose information
- Information about our privacy policy
- Whether we are likely to disclose information to overseas recipients
- How you may access and seek correction of the information
- How you may complain about a breach of privacy
6. Use or Disclosure of Personal Information (APP 6)
Primary Purpose
We will only use or disclose your personal information for the purpose for which it was collected (the primary purpose), or for a related secondary purpose where you would reasonably expect us to do so.
We collect and use personal information for the following purposes:
- To provide our products and services to you
- To process transactions and orders
- To communicate with you about our services
- To respond to your inquiries and provide customer support
- To improve our products, services, and website
- To comply with legal and regulatory requirements
- To prevent fraud and ensure security
- Customer Service and communication
Secondary Purposes
We may use or disclose your personal information for secondary purposes where:
- You have consented to the use or disclosure
- You would reasonably expect us to use or disclose the information for that purpose
- The use or disclosure is required or authorised by law
- We reasonably believe the use or disclosure is necessary to prevent a serious threat to life, health, or safety
7. Direct Marketing (APP 7)
We may use your personal information to send you direct marketing communications about our products and services, including:
- Email marketing
You can opt out of receiving marketing communications at any time by:
- Using the unsubscribe link in our emails
- Replying "STOP" to SMS marketing messages
- Contacting us using the details below
- Updating your preferences in your account settings
If you opt out of marketing communications, we may still send you non-promotional messages related to our business relationship, such as service updates and administrative notices.
8. Cross-border Disclosure of Personal Information (APP 8)
We do not disclose personal information to overseas recipients. All personal information is processed and stored within Australia.
9. Adoption, Use or Disclosure of Government Related Identifiers (APP 9)
We will not adopt a government-related identifier (such as a driver's licence number or Medicare number) as our own identifier of individuals. We will only use or disclose government-related identifiers where required or authorised by law.
10. Quality of Personal Information (APP 10)
We take reasonable steps to ensure that the personal information we collect, use, or disclose is accurate, up-to-date, complete, and relevant. We encourage you to contact us if any of your personal information is incorrect or has changed.
11. Security of Personal Information (APP 11)
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.
Technical Security Measures
The specific technical measures we implement include:
- Encryption of data in transit and at rest using industry-standard protocols
- Multi-factor authentication for access to sensitive systems
- Network security controls including firewalls and intrusion detection systems
- Regular security vulnerability assessments and penetration testing
- Secure backup systems with encryption and access controls
- Access logging and monitoring of systems containing personal information
Organisational Security Measures
The specific organisational measures we implement include:
- Mandatory privacy and security training for all staff who handle personal information
- Clear policies and procedures for handling personal information
- Role-based access controls ensuring staff only access information necessary for their role
- Confidentiality agreements with employees and contractors
- Incident response procedures for security breaches and regular management review of security controls
Data Breach Response
In the event of a suspected or confirmed data breach, we will:
- Immediately investigate and contain the breach
- Assess whether the breach is likely to result in serious harm
- Notify affected individuals and the Office of the Australian Information Commissioner (OAIC) if required under the Notifiable Data Breaches (NDB) scheme
- Take remedial action to prevent similar breaches in the future
- Provide affected individuals with recommendations on steps they can take to protect themselves
Data Destruction and De-identification
When we no longer need personal information for any purpose, and we are not required by law to retain it, we will take reasonable steps to securely destroy or permanently de-identify the information.
Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to enhance your experience and collect information about how you use our services. You can control cookies through your browser settings, but please note that disabling cookies may affect the functionality of our website.
12. Access to Personal Information (APP 12)
You have the right to request access to the personal information we hold about you. To request access, please contact us using the details provided below.
We will respond to your request within a reasonable timeframe (generally within 30 days). In some circumstances, we may need to deny your request, such as where:
- Giving access would pose a serious threat to life, health, or safety
- Giving access would have an unreasonable impact on the privacy of others
- The request is frivolous or vexatious
- Giving access would be unlawful
- Legal proceedings are underway or anticipated
If we deny your request, we will provide you with written reasons for the denial and information about how you may complain about the refusal.
13. Correction of Personal Information (APP 13)
You have the right to request correction of personal information we hold about you if you believe it is inaccurate, out-of-date, incomplete, irrelevant, or misleading.
To request a correction, please contact us using the details below. We will respond to your request within a reasonable timeframe and take reasonable steps to correct the information.
If we refuse to correct personal information, we will provide you with written reasons and information about how you may complain about the refusal. You may also request that we associate a statement with the information noting that you believe it is inaccurate, out-of-date, incomplete, irrelevant, or misleading.
Automated Decision-Making
We use automated systems to make some decisions that may significantly affect you. Automated decision-making means that a decision is made by technological means (such as through the use of algorithms or artificial intelligence) without human involvement.
When We Use Automated Decision-Making
We may use automated decision-making in the following circumstances:
- Pricing or product recommendations
How Automated Systems Make Decisions
Our automated systems use algorithms and data processing to evaluate information and make decisions based on predefined criteria. These systems are designed to be fair, accurate, and transparent.
Your Rights Regarding Automated Decisions
If a decision that significantly affects you is made solely through automated means, you have the right to:
- Request information about the automated decision-making process and the logic involved
- Request human review of the decision
- Challenge the decision and have it reconsidered
- Provide additional information that may affect the outcome
- Express your point of view regarding the decision
To exercise these rights, please contact us using the details provided in this policy. We will respond to your request within a reasonable timeframe (generally within 30 days).
Data Retention
We retain personal information for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When personal information is no longer needed, we take reasonable steps to destroy or de-identify it.
Our Responsibilities Under General Data Protection Regulation (GDPR)
If you are a resident of the EU or UK you have certain rights and protections under the GDPR regarding the processing of your Personal Data.
We collect, use and store your Personal Data to enable us to provide you with our goods or services and information about them. We rely on the following lawful means of processing your Personal Data:
- Where it is necessary to fulfil a contract with you. This includes where we collect your Personal Data to enable us to send you our goods or provide you with our services.
- Where you have given us valid consent to use your Personal Data. We will rely on that consent and only use the Personal Data for the specific purpose for which you have given consent. This includes where we email newsletters or send mobile phone notifications.
- We may also process your Personal Data where it is to further our legitimate interests which could include usage statistics, analytics and internal analysis so we can improve our services to you.
Your Rights as an EU or UK Resident
If you are a resident of the EU or UK you have various rights including the:
- Right to be informed;
- Right of access;
- Right to rectification;
- Right to object;
- Right to restriction of processing;
- Right to erasure or to be forgotten;
- Right to data portability; and
- Right not to be subject to automated processing.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website (https://www.outscribetranscription.com.au/) and updating the "Last Updated" date.
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
Your Rights Under Australian Privacy Law
Right to Sue for Serious Invasions of Privacy
Since 10 June 2025, Australian law provides individuals with a statutory right to take legal action for serious invasions of privacy under the Privacy Act 1988 (Cth).
You may be able to commence legal proceedings if someone:
- Intrudes upon your personal seclusion (for example, through unauthorized surveillance or intrusive behavior), OR
- Misuses your personal information in a way that seriously invades your privacy
To establish a claim, you would need to demonstrate that the invasion of privacy was serious. The court can award damages (including compensation for emotional distress) and grant injunctions to prevent further invasions of privacy.
This statutory right operates independently from your ability to make a complaint to us or to the Office of the Australian Information Commissioner (OAIC).
Please note: If you believe Outscribe Pty Ltd has seriously invaded your privacy, we encourage you to first contact us using the process described below, so we can attempt to resolve your concerns. You may also wish to seek independent legal advice about your rights.
Complaints and Contact
How to Contact Us
If you have any questions about this Privacy Policy, wish to access or correct your personal information, or wish to make a complaint about how we have handled your personal information, please contact our Privacy Officer:
Privacy Officer: Annette Pike
Email:
Phone: 08 8121 2062
Address: PO Box 269, Littlehampton, SA 5250
Complaint Process
If you believe we have breached the Australian Privacy Principles, you may lodge a complaint with us. We will:
- Acknowledge your complaint within 7 days
- Investigate the matter thoroughly
- Respond to your complaint within 30 days (or notify you if we need more time)
- Provide you with our decision and reasons
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
Office of the Australian Information Commissioner
GPO Box 5218, Sydney NSW 2001
Phone: 1300 363 992
Email:
Website: www.oaic.gov.au
This Privacy Policy was updated on 15 April 2026 and complies with the Australian Privacy Principles under the Privacy Act 1988 (Cth).
