JDM Software Privacy Policy
JDM Software takes your privacy seriously. This policy explains what personal information we collect, how we use it, who we share it with, and the choices you have. It applies to our website (jdmsoftware.com.au), our enquiry and careers forms, and the way we handle information when you contact us or work with us.
We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). We have written this policy in plain English because we think you should be able to understand it without a law degree.
1. Who we are
JDM Software is a custom software development company based in Toowoomba, Queensland. In this policy, "we", "us" and "our" refer to JDM Software (ABN 48 572 165 119).
2. What personal information we collect
"Personal information" is any information about an identified person, or a person who is reasonably identifiable. The information we collect depends on how you interact with us.
If you make an enquiry
When you submit a form on our website, email us, call us or connect with us on LinkedIn, we collect your name, email address, phone number, company name and role, and the contents of your message.
If you apply for a job
When you apply for a role with us, we collect your name, contact details, résumé or CV, cover letter, employment history, qualifications, references, work rights information and anything else you choose to include in your application. We only collect sensitive information (such as health information) where it is relevant to the role and you have consented, or where the law requires it.
If you are a client or supplier
If you engage us, or we engage you, we collect the business contact details of the people we deal with, along with billing information, project correspondence and records of the services provided. Most of this is collected under a written agreement that sets out how we will treat it.
If you visit our website
Like most websites, ours collects some technical information automatically. This includes your IP address, device and browser type, the pages you visit, how long you spend on them, the site that referred you, and general location (city or region level). See Section 5 for more on cookies and analytics.
3. How we collect it
We collect personal information in three ways:
• Directly from you — through our website forms, email, phone, video calls, meetings, LinkedIn and events.
• Automatically — through cookies, analytics tools and our website hosting platform when you browse the site.
• From third parties — for example, when a client, referral partner, recruiter or publicly available source (such as LinkedIn or a company website) provides your business contact details.
If you give us personal information about someone else — a colleague, for example — please make sure you are authorised to do so and that they know we hold it.
4. Why we collect it and how we use it
We collect and use personal information so that we can:
• respond to your enquiries and provide quotes and proposals
• design, build, deliver and support software for our clients
• manage our client and supplier relationships, including invoicing and payment
• assess job applications and manage recruitment
• send you updates about our services, projects and news, where you have opted in or would reasonably expect it (you can opt out at any time — see Section 12)
• understand how our website is used so we can improve it
• comply with our legal obligations and protect our legal rights, and
• run our business day to day.
We will only use your personal information for the purpose we collected it for, a related purpose you would reasonably expect, a purpose you have consented to, or a purpose permitted by law.
5. Cookies and analytics
Our website uses cookies and similar technologies. Cookies are small text files stored on your device that help the site work properly and tell us how it is being used. We use:
• Essential cookies — needed for the site to function, including form submission and security.
• Analytics cookies — help us understand which pages are useful and how visitors move through the site. This data is aggregated and does not identify you personally to us.
• Marketing cookies — may be used to measure the reach of our campaigns and show relevant content on other platforms.
You can control cookies through your browser settings, including blocking or deleting them. If you do, some parts of the site may not work as intended. Our website is built and hosted on the Duda platform; Duda's own privacy practices are described at duda.co/privacy-policy.
6. Information we hold in software for clients
This one matters to us, so we want to be clear about it. When we build or support a system for a client, that system may hold personal information about the client's customers, staff or other people. That information belongs to our client, not to us. We access it only to the extent needed to build, test, support and maintain the system, in line with our agreement with the client and their instructions.
We treat that information with the same care described in this policy — including the security measures in Section 10 — but the client's own privacy policy governs how it is collected and used. If you have a question about information held in a system we built for another organisation, please contact that organisation in the first instance.
7. Who we share it with
We do not sell personal information. We may share it with:
• our team members and contractors who need it to do their job
• service providers who help us run our business, such as website hosting, cloud infrastructure, email, document storage, accounting, recruitment and customer relationship tools.
• our professional advisers, including lawyers, accountants and insurers
• a client, where you are a contact for a project we are delivering for them
• courts, regulators, law enforcement and government agencies where the law requires or permits it, and
• a buyer or successor if our business, or part of it, is sold or restructured.
Where we share information with service providers, we take reasonable steps to make sure they protect it and only use it for the purpose we have shared it.
8. Overseas disclosure
Some of the service providers we use store or process data outside Australia. Our website platform, Duda, hosts data in the United States. Before we disclose personal information overseas we take reasonable steps to ensure the recipient handles it in a way that is consistent with the Australian Privacy Principles.
Where we build systems for clients, the hosting location is agreed with the client and set out in our agreement with them.
9. Automated decision-making
We do not use computer programs to make decisions about you, or to substantially assist in making decisions about you, that could significantly affect your rights or interests, based on your personal information. If that changes, we will update this policy to explain what decisions are involved and what information is used.
10. How we keep secure
As a software company, security is part of how we work, not an afterthought. We protect personal information with a combination of technical and organisational measures, including:
• access controls, so only people who need information can see it
• multi-factor authentication and strong password requirements on our systems
• encryption of data in transit and, where appropriate, at rest
• secure, reputable cloud providers with their own certified security controls
• regular software updates, backups and monitoring, and
• staff training and internal policies covering acceptable use, data handling and incident response.
No system is completely secure, and we cannot guarantee that information will never be accessed without authorisation. If a data breach occurs that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in line with the Notifiable Data Breaches scheme.
11. How long we keep it
We keep personal information only for as long as we need it for the purposes described in this policy, or as long as the law requires. Financial and contract records are generally kept for at least seven years. Recruitment records for unsuccessful applicants are retained for twelve months unless you ask us to keep your details on file for future roles. When information is no longer needed, we take reasonable steps to securely destroy or de-identify it.
12. Marketing and how to opt out
From time to time we may send you news about our work, services and events. We only do this where you have opted in, or where you are an existing client or contact who would reasonably expect it.
Every marketing email includes an unsubscribe link, and you can also opt out at any time by emailing hello@jdmsoftware.com.au.
Opting out will not affect any services we are providing to you. We may still send you non-marketing messages that relate to work we are doing for you, such as project updates, invoices and service notices.
13. Assessing and correcting information
You can ask us for access to the personal information we hold about you, or ask us to correct it if it is inaccurate, out of date, incomplete or misleading. Contact us using the details in Section 17.
We will respond within 30 days. We do not usually charge for access, but if a request is complex we may ask you to cover our reasonable costs, and we will tell you in advance. In some circumstances the law allows us to refuse a request; if that happens, we will explain why.
14. Links to other websites
Our website may contain links to other sites, including LinkedIn and client sites. We are not responsible for the privacy practices or content of those sites and encourage you to read their privacy policies.
15. Children
Our website and services are aimed at businesses and are not directed at children under 18. We do not knowingly collect personal information from children. If you believe a child has given us their personal information, please contact us and we will delete it.
16. Questions and complaints
If you have a question or concern about how we have handled your personal information, please contact our Privacy Officer using the details below. We take complaints seriously and will acknowledge yours promptly, investigate it and aim to respond within 30 days.
If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
16. Contact us
Privacy Officer: David Berting
Email: hello@jdmsoftware.com.au
Phone: (07) 4529 0130
Post: 123 Margaret Street, Toowoomba QLD 4350
17. Changes to this policy
We review this policy regularly and may update it as our business, the law or the technology we use changes. The current version will always be published at jdmsoftware.com.au/privacy-policy, with the date it was last updated shown at the top. Where a change is significant, we will take reasonable steps to let you know.