Privacy Policy

1. Background

Thanks for visiting our Privacy Policy (Policy), we are Wave Cards ABN 94 661 256 275 (Wave Cards, we, our, us and other similar terms). We are committed to providing you with a quality customer experience and this Policy outlines our ongoing obligations in respect of how we manage your Personal Information.
When we talk about Personal Information, we mean information or an opinion about an identifiable individual (not a company), whether or not that information or opinion is true or in a material form (Personal Information).

2. Disclaimer

While your privacy is important to us, nothing in this Privacy Policy constitutes a voluntary opt-in to any privacy laws, anywhere in the world, which we are not statutorily bound to comply with.

3. Collection of Personal Information

3.1 How we collect Personal Information

We collect Personal Information in the ordinary course of our business and in our dealings with you. Personal Information is collected when you:

(a) make purchases from our store;
(b) set up an account and enter your business card details via our online portal;
(c) contact or correspond with us via email, telephone or via our website;
(d) subscribe to our newsletters or complete surveys and online forms; or
(e) make customer service related enquiries.

Information will only be collected directly from you unless you authorise another person to provide the information.

3.2 What Personal Information is collected?

The types of Personal Information we collect include your name, address, telephone number, email, social media details and any additional information you provide to us while setting up your business cards.
Where you contact us on behalf of your employer, the information you provide often contains information about your employment, position and employers contact details. In those circumstances certain employment information is collected.

4. Collection and Usage of Images

4.1. Collection of Images:
We understand the importance of personalized representation in the digital world. Therefore, as part of our service offerings, we allow users to upload images to enhance the visual appeal of their digital business cards. Images can be collected in the form of profile photos, background photos, or any other relevant visuals that users wish to include in their digital business cards.

4.2. Purpose of Image Collection:
a. Profile Photos: A profile photo provides a personal touch and allows for easy identification. Users may choose to upload their personal image, which will be prominently displayed on their digital business card.

b. Background Photos: To ensure that each digital business card is as unique as its holder, users can personalize their cards with a chosen background photo. This gives users the creative freedom to dictate the aesthetic they wish their cards to convey.

c. Business Portfolio Photos: We understand that for many professionals, showing is just as important as telling. Thus, users have the option to add images from their business portfolio onto their digital business cards, showcasing their work, achievements, or any other visual representation of their professional journey.

4.3. Usage of the Collected Images:
The images you provide are exclusively used for the design and enhancement of your digital business card on our platform. We respect your creative rights and guarantee that your images will not be used for any other purpose, sold, or shared with third-party entities without your explicit consent. They remain integral to your digital business card and serve to represent you and your business in the digital realm.

4.4. Protection and Security:
We are committed to ensuring that your images are stored securely. We have implemented appropriate data protection and security measures to prevent unauthorized access, disclosure, alteration, or destruction of your images.

4.5. User Rights:
Users have the right to update, replace, or delete their images at any time. If a user decides to remove or replace an image, the previous image will be permanently deleted from our servers to ensure privacy and security.

By uploading images to our platform, users agree to this policy and grant us the right to display these images as part of their digital business card. If there are any concerns or questions regarding our image collection and usage policy, please reach out to our support team.

5. How Wave Cards uses Personal Information

5.1 Why we collect Personal Information

We collect your Personal Information for the primary purpose of providing the business cards to you. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure.

Examples of when we may use your Personal Information include:

  • informing you about our goods;
  • arranging for the delivery of any goods you purchase;
  • granting you access to our portal so that you may set up and alter your business card information;
  • administration needs in relation to providing you with goods, including the administration of your account;
  • dealing with requests, enquiries, complaints and other customer care related activities; and
  • carrying out any activity in connection with a legal, governmental or regulatory requirement imposed on us or in connection with legal proceedings, crime or fraud prevention, detection or prosecution.

5.2 Direct marketing

Where you provide us with consent to do so, we may send you marketing communications about goods that we feel may be of interest to you.

We (or an appointed third party) may also conduct surveys or market research and may seek other information from you on a periodic basis. These surveys will provide us with information that allows improvement in the type, quality and the manner in which our goods are offered to you.

You can opt-out of such communications if you would prefer not to receive them in the future by using the “unsubscribe” facility provided in the communication itself.

6. Cookies and browser analytics

6.1 What are cookies

Cookies are small text files that are placed on your computer by the websites you visit. They are processed and stored by your web browser. When you visit a website or engage with a business through social media, certain information is collected by cookies. This is generally anonymous information and it does not reveal your identity. In and of themselves, cookies are harmless and serve crucial functions. They are widely used in order to make websites work more efficiently and improve the user experience, as well as to provide information about the use of a website. 

6.2 Why we use cookies

By storing and using information about your use of our website, including preferences and habits, we are able to make your visit to our website more productive.

6.3 We use the following types of cookies:

  • Required cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that pass information from one web page to another.
  • Analytical cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are able to find what they are looking for easily.
  • Marketing cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you. We may use this information to make our website and communications we send to you, more relevant to your interests.

6.4 How can I remove cookies

  • Your web browser can choose whether or not to accept cookies. Most web browser software is initially set up to accept them. If you do not want your browser to use cookies, you can manage and control their use through your browser, including removing cookies by deleting them from your “browser history” (cache) when you leave the site. However, if you choose to reject cookies some parts of our website may not work properly.

7. Data retention and security

7.1 Security mechanisms we employ

Generally, we store your Personal Information using secure servers protected from unauthorised access, modification and disclosure. However, like most businesses, we hold some information on our staff’s computers (such as emails from you) and where necessary as hard copy files (such as printed invoices).

In our dealings with third party service providers, we take care to work with subcontractors and service providers who we believe maintain an acceptable standard of data security compliance.

7.2 How long we keep your Personal Information

  • We retain your Personal Information for as long as is necessary to provide our goods to you, as required for our internal business operations, and to comply with our legal obligations.

    If we hold Personal Information about you, and we do not need that information for any purpose, we will take reasonable steps to destroy or de-identify that information, in accordance with the Australian Privacy Principles (APP) and the European Union General Data Protection Regulation (GDPR), unless we are prevented from doing so by law.

    Under Australian law, financial records must be retained for 7 years after the transactions associated with those records are completed.

    If you no longer want us to use your Personal Information, you can request that we erase it. However, where you request the erasure of your Personal Information we will retain information from deleted accounts as necessary for our legitimate business interests, to comply with the law, prevent fraud, collect fees, resolve disputes, troubleshoot problems, assist with investigations or requests by government, a court of law, or law enforcement authorities and take other actions permitted by law. Any information we retain will be handled in accordance with this Policy.

8. Disclosure of your Personal Information

8.1 Who we share your Personal Information with?

  • Your Personal Information may be disclosed to:

    • our employees, a related company and our professional advisers (lawyers, accountants, financial advisers, etc.);
    • regulators and government authorities in connection with our compliance procedures and obligations, including law enforcement agencies to assist in the investigation and prevention of criminal activities;
    • a third party, in order to enforce or defend our rights, or to address legal, financial or reputational risks;
    • third party contractors, suppliers and service providers with whom we have a business association, including:
      • delivery and transportation providers;
      • payment gateway providers;
      • administration service providers;
      • marketing service providers; and
      • information technology service providers, including cloud application providers.

We will not disclose your Personal Information other than in accordance with this Policy without your consent.

8.2 Offshore transfers

We may disclose your Personal Information to third party contractors, service providers and suppliers with whom we have a business association. Our engagement of service providers, such as those who operate cloud services, may have international data centres and disaster recovery sites. Consequently, these providers may have access to your information offshore. We rely solely on reputable organisations for such cloud services.

9. Anonymity and use of pseudonyms

If you contact us with a general enquiry, we may interact with you anonymously or through the use of pseudonyms. However, you are required to provide true and accurate details when requesting the supply of our goods. You agree you will provide accurate information if we require it.

10. Access to Personal Information and corrections

We endeavour to only hold Personal Information that is accurate, complete and up-to-date. You have the right to make a request to access Personal Information which we hold about you and to request corrections of any errors in that data. To make an access or correction request, contact us using the contact details provided at the end of this Policy.

If you have an account with us, you can access some of the Personal Information that we collect about you. By logging into your account, you can update or correct certain information.

In order to protect your Personal Information, when you contact us, we may require identification from you before releasing the requested information or making the correction.

11. Additional rights for EU residents and citizens

For the purposes of the GDPR, we are a ‘data controller’ of Personal Information. If you’re a citizen or resident of the European Economic Area, the following rights apply to you.

You are entitled to ask us to port your Personal Information (i.e. to transfer in a structured, commonly used and machine-readable format, to you), to erase it, or restrict its processing. You also have rights to object to some processing that is based on our legitimate interests, such as profiling that we perform for the purposes of direct marketing, and, where we have asked for your consent to process your data, to withdraw this consent.

These rights are limited in some situations – for example, where we can demonstrate that we have a legal requirement to process your Personal Information. In some instances, this means that we may retain some data even if you withdraw your consent.

Where we require your Personal Information to comply with legal or contractual obligations, then provision of such data is mandatory and if you do not provide it then we will not be able to manage our contractual relationship with you or to meet obligations placed on us. In those cases, you must provide us with your Personal Information, otherwise the provision of requested Personal Information is optional.

If you have unresolved concerns, you also have the right to complain to data protection authorities. The relevant data protection authority will be the data protection authority in the country:

  • of your habitual residence;
  • of your place of work; or
  • in which you consider the alleged infringement has occurred.

12. Communications and privacy concerns

Your privacy is important to us. If you have any complaints, concerns or questions about our handling of your Personal Information, we ask that you first contact our privacy officer whose contact details are listed below. We will investigate your complaint and reply to you in writing if you provide us with contact details and request us to do so.

Email:              support@wavecards.com.au

Post:              Suite 7, Level 19/10 Eagle St, Brisbane City QLD 4000

If, after we have conducted our investigations you are still not satisfied, then we ask you to consult with the Office of the Australian Information Commissioner:

Email:              enquiries@oaic.gov.au

Telephone:      1300 363 992 (from overseas +61 2 9284 9749)

Post:                GPO Box 5218

Sydney NSW 2001

13. Variations to this Policy

We will need to change this Policy from time to time in order to make sure it stays up to date with the latest legal requirements and any changes to our privacy management practices.

When we do change the Policy, we’ll make sure to notify you about such changes, where required. A copy of the latest version of this Policy will always be available on this page.

This Policy was last updated on 4 October 2022