🚀 We've launched!50% off first 3 months50% off now! Start Free Trial!

Privacy Policy

Effective Date: 1st August 2025

Cortex Project Management Solutions Pty Ltd ACN 688 164 098 ("we", "us", or "our") values and respects the privacy of the people we deal with. We are committed to protecting your privacy and complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy (Policy) describes how we collect, hold, use and disclose your personal information, and how we maintain the quality and security of your personal information.

What is Personal Information?

"Personal information" means any information or opinion, whether true or not, and whether recorded in a material form or not, about an identified individual or a reasonably identifiable individual. In general terms, this includes information or an opinion that personally identifies you either directly (e.g., your name) or indirectly.

What is Business Information?

"Business information" means any information or opinion, whether true or not, and whether recorded in a material form or not, about an identified business or a reasonably identifiable business.

1. What Personal & Business Information Do We Collect?

The Personal & Business information we collect about you depends on the nature of your dealings with us or what you choose to share with us.

Personal Information We Collect

The Personal information we collect about you may include:

  • Name, job title, and company details
  • Mailing or street address
  • Date of birth
  • Email address and phone number
  • Login credentials and account preferences
  • Project or business data entered into the CortexPM platform
  • Usage data and device information (via cookies, logs, or analytics)

Business Information We Collect

The Business information we collect about your business may include:

  • Business name and ABN
  • Business address and phone number
  • Type of business and industry
  • Number of employees
  • Business structure and ownership details
  • Financial information for billing and payment purposes

2. How Do We Collect Your Information?

We collect your Personal & Business information directly from you when you:

  • Create an account or use our services
  • Interact with us over the phone, email, or in person
  • Visit our website (via cookies or analytics tools)
  • Subscribe to and use our platform
  • Participate in surveys or questionnaires
  • Attend a CortexPM event or webinar
  • Subscribe to our mailing list or newsletter
  • Apply for a position with us as an employee, contractor, or volunteer
  • Provide information through third-party integrations

Collecting Information from Third Parties

We may also collect your Personal & Business information from third parties or through publicly available sources, for example from relevant industry bodies, business directories, or credit reporting agencies. We collect your information from these third parties so that we can improve our products and services and provide products tailored to our market.

3. Why Do We Collect Your Information?

We use Personal & Business information for many purposes in connection with our functions and activities, including the following purposes:

  • Provide you with information or services that you request from us
  • Deliver to you a more personalised experience and service offering
  • Improve the quality of the services we offer
  • Internal administrative purposes, including billing and account management
  • Marketing and research purposes (with your consent)
  • Comply with legal obligations and regulatory requirements
  • Prevent fraud and ensure platform security
  • Provide customer support and technical assistance

4. Disclosure of Your Information

We do not sell your personal information. We may disclose your Personal & Business information to third parties in accordance with this Policy in circumstances where you would reasonably expect us to disclose your information. For example, we may disclose your information to:

  • Our third-party service providers (for example, our IT providers, hosting services, payment processors)
  • Our marketing providers (with your consent)
  • Our professional services advisors (accountants, lawyers, consultants)
  • Legal authorities if required by law or to protect our rights
  • Business partners or contractors engaged under confidentiality obligations

All data is stored securely, and third parties must comply with Australian privacy laws or equivalent protections.

Transfer of Information Overseas

Some of the third-party service providers we disclose Personal & Business information to may be based in or have servers located outside of Australia.

Where we disclose your information to third parties overseas, we will take reasonable steps to ensure that data security and appropriate privacy practices are maintained. We will only disclose to overseas third parties if:

  • You have given us your consent to disclose information to that third party; or
  • We reasonably believe that the overseas recipient is subject to a law or binding scheme that is, overall, substantially similar to the APPs; or
  • The disclosure is required or authorised by an Australian law or court/tribunal order.

5. How Do We Protect Your Information?

CortexPM will take reasonable steps to ensure that the Personal & Business information that we hold about you is kept confidential and secure, including by:

  • Having robust physical security of our premises and databases/records
  • Taking measures to restrict access to only personnel who need that information to effectively provide services to you
  • Having technological measures in place (for example, anti-virus software, firewalls, encryption)
  • Regular security audits and vulnerability assessments
  • Employee training on privacy and data protection
  • Secure data transmission using SSL/TLS encryption

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but we are committed to maintaining appropriate safeguards.

6. Online Activity and Cookies

Cookies

The CortexPM website uses cookies. A cookie is a small file of letters and numbers the website puts on your device if you allow it. These cookies recognise when your device has visited our website(s) before, so we can distinguish you from other users of the website. This improves your experience and the CortexPM website(s).

We do not use cookies to identify you, just to improve your experience on our website(s). If you do not wish to use the cookies, you can amend the settings on your internet browser so it will not automatically download cookies. However, if you remove or block cookies on your computer, please be aware that your browsing experience and our website's functionality may be affected.

Analytics and Tracking

Our website uses Google Analytics and other analytics tools to help us better understand visitor traffic, so we can improve our services. Although this data is mostly anonymous, it is possible that under certain circumstances, we may connect it to you.

Third-Party Cookies

Third parties may also use their own cookies to collect non-personal information about your activities on our website. This information, which may be combined with information acquired from third parties, may be used to serve you promotional material that we believe you might be interested in based on the content you have viewed.

7. Direct Marketing

We may send you direct marketing communications and information about our services, opportunities, or events that we consider may be of interest to you if you have requested or consented to receive such communications. These communications may be sent in various forms, including mail, SMS and email, in accordance with applicable marketing laws, such as the Australian Spam Act 2003 (Cth).

You consent to us sending you those direct marketing communications by any of those methods. If you indicate a preference for a method of communication, we will endeavour to use that method whenever practical to do so.

You may opt-out of receiving marketing communications from us at any time by following the instructions to "unsubscribe" set out in the relevant communication, or by contacting us directly.

In addition, we may also use your Personal & Business information or disclose your information to third parties for the purposes of advertising, including online behavioural advertising, website personalisation, and to provide targeted or retargeted advertising content to you (including through third-party websites).

8. Retention of Your Information

We will not keep your Personal & Business information for longer than we need to. In most cases, this means that we will only retain your information for the duration of your relationship with us unless we are required to retain your information to comply with applicable laws, for example, record-keeping obligations.

When we no longer need your information, we will take reasonable steps to destroy or permanently de-identify it.

9. How to Access and Correct Your Information

CortexPM will endeavour to keep your Personal & Business information accurate, complete and up to date.

If you wish to make a request to access and/or correct the information we hold about you, you should make a request by contacting us at legal@cortexpm.com.au and we will usually respond within 14 days.

We may require proof of your identity before we can provide you with access to your information.

10. Links to Third Party Sites

CortexPM website(s) may contain links to websites operated by third parties. If you access a third-party website through our website(s), Personal & Business information may be collected by that third-party website.

We make no representations or warranties in relation to the privacy practices of any third-party provider or website and we are not responsible for the privacy policies or the content of any third-party provider or website. Third-party providers and websites are responsible for informing you about their own privacy practices and we encourage you to read their privacy policies.

11. Inquiries and Complaints

For complaints about how CortexPM handles, processes or manages your Personal & Business information, please contact legal@cortexpm.com.au. Note we may require proof of your identity and full details of your request before we can process your complaint.

Please allow up to 14 days for CortexPM to respond to your complaint. It will not always be possible to resolve a complaint to everyone's satisfaction. If you are not satisfied with CortexPM's response to a complaint, you have the right to contact the Office of Australian Information Commissioner (at www.oaic.gov.au) to lodge a complaint.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Effective Date" above and notify users where appropriate. We will notify you of any material changes by email or by posting a notice on our website.

Your continued use of our services after any changes to this Policy constitutes acceptance of the updated Policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy, please contact:

Privacy Officer
Cortex Project Management Solutions Pty Ltd
Email: legal@cortexpm.com.au
Phone: 0421 823 326

💡 Need Help?

If you have any questions about how we handle your personal information or if you need to make changes to your account, our support team is here to help. Contact us at support@cortexpm.com.au or call 0421 823 326.