1. Introduction
BarWeb Pty Ltd ("BarWeb", "we", "us" or "our") is committed to protecting the privacy, security and confidentiality of information entrusted to us.
This Privacy Policy explains:
a) what information we collect;
b) how we use and disclose information;
c) how we protect information;
d) the circumstances in which information may be accessed;
e) your rights regarding your information; and
f) how to contact us regarding privacy matters.
This Privacy Policy should be read together with our Terms of Service.
2. Scope
This Privacy Policy applies to:
a) visitors to our websites;
b) customers and prospective customers;
c) authorised users of services managed or provided by BarWeb;
d) Microsoft 365 users supported by BarWeb;
e) managed IT customers;
f) cloud service customers;
g) cybersecurity customers;
h) telecommunications customers; and
i) any other individual whose information is collected in connection with BarWeb services.
3. Types of Information We Collect
We may collect information including:
3.1 Personal Information
Personal information may include:
a) name;
b) business name;
c) ABN;
d) postal address;
e) email address;
f) telephone numbers;
g) billing information;
h) payment information;
i) account credentials;
j) government-issued identifiers where required for verification purposes;
k) employment or business contact information.
3.2 Service Information
We may collect information relating to the use and operation of services, including:
a) account configuration;
b) service subscriptions;
c) licensing information;
d) support requests;
e) service tickets;
f) system information;
g) security events;
h) audit logs;
i) backup information;
j) billing records.
3.3 Technical Information
Technical information may include:
a) IP addresses;
b) browser details;
c) operating system information;
d) device identifiers;
e) system configuration information;
f) login history;
g) authentication events;
h) service performance information;
i) error and diagnostic information.
3.4 Customer Content
In providing services, BarWeb may process, store, migrate, backup, secure or administer information belonging to customers, including:
a) emails;
b) documents;
c) messages;
d) files;
e) contacts;
f) calendars;
g) Teams data;
h) SharePoint data;
i) OneDrive data;
j) website content;
k) security logs;
l) backup data.
Ownership of customer content remains with the customer.
4. How Information Is Collected
Information may be collected:
a) directly from you;
b) when you apply for or purchase services;
c) when you contact BarWeb;
d) through support interactions;
e) through monitoring tools used to provide managed services;
f) through Microsoft 365 administration activities;
g) through website forms;
h) through cookies and analytics tools;
i) from authorised representatives;
j) from third-party suppliers involved in delivering services.
5. How We Use Information
We use information only where reasonably necessary to:
5.1 Deliver Services
a) provision services;
b) manage accounts;
c) provide technical support;
d) perform migrations;
e) configure services;
f) manage licences;
g) administer Microsoft 365 environments;
h) provide cybersecurity services;
i) operate backup services.
5.2 Improve Services
a) improve performance and reliability;
b) monitor service quality;
c) identify recurring issues;
d) develop new services and features.
5.3 Security
a) investigate security incidents;
b) detect fraud and abuse;
c) monitor suspicious activity;
d) respond to cyber threats;
e) maintain the security and integrity of systems.
5.4 Administration
a) invoice customers;
b) process payments;
c) manage contracts;
d) communicate service updates;
e) respond to enquiries.
5.5 Legal Compliance
a) comply with legal obligations;
b) respond to lawful requests from regulators, courts or authorities;
c) protect our legal rights.
6. Microsoft 365 and Cloud Services
6.1 BarWeb provides administration, support, licensing and management services for Microsoft 365 and other cloud platforms.
6.2 Microsoft operates the underlying cloud infrastructure and maintains its own privacy, security and data processing obligations under its contractual arrangements with customers and licensing programs. Microsoft states that customer data processing and security obligations are governed by its Product Terms and Data Protection Addendum.
6.3 BarWeb does not own customer content stored within Microsoft 365.
6.4 As part of providing services, BarWeb may perform:
a) user administration;
b) licence management;
c) mailbox administration;
d) SharePoint administration;
e) Teams administration;
f) domain administration;
g) security administration;
h) identity management;
i) migration activities;
j) incident investigation;
k) recovery and restoration activities.
7. Administrative Access
7.1 Providing managed services may require BarWeb personnel to hold administrative access to customer environments.
7.2 Administrative access may allow authorised personnel to:
a) create, modify or remove user accounts;
b) assign licences;
c) reset passwords;
d) configure authentication;
e) manage mailboxes;
f) manage Teams and SharePoint;
g) restore data;
h) investigate security incidents;
i) access customer content where reasonably necessary to perform authorised support, security, migration, recovery, compliance or administration activities.
7.3 Administrative access is only used for legitimate operational, support and security purposes.
7.4 BarWeb does not routinely access, read, review or monitor customer emails, files or documents unless reasonably required to provide an authorised service.
7.5 We use reasonable measures to restrict administrative access to authorised personnel.
8. Confidentiality
8.1 BarWeb recognises that many customers store sensitive, confidential or legally privileged information within systems that we administer.
8.2 We will take reasonable steps to protect confidential information from unauthorised access, disclosure or misuse.
8.3 BarWeb personnel, contractors and suppliers may access confidential information only where reasonably necessary for:
a) support;
b) maintenance;
c) migration;
d) troubleshooting;
e) backup;
f) incident response;
g) recovery;
h) security investigations;
i) service delivery.
8.4 All personnel with authorised access are expected to maintain confidentiality obligations appropriate to their role.
9. Microsoft Copilot and Artificial Intelligence
9.1 BarWeb may provide licensing, implementation, support or configuration assistance for Microsoft Copilot and other AI-based services.
9.2 AI-generated outputs are produced by Microsoft or other third-party providers and not by BarWeb.
9.3 BarWeb does not review, monitor or control AI-generated content and does not guarantee its accuracy, completeness or appropriateness.
9.4 Customers remain responsible for:
a) reviewing AI-generated content;
b) verifying outputs;
c) determining whether information is suitable for processing by AI systems;
d) meeting confidentiality, privacy, professional and legal obligations.
10. Disclosure of Information
We may disclose information where reasonably necessary to:
10.1 Service Providers
Including Microsoft, telecommunications carriers, cybersecurity providers, backup providers, cloud providers, payment processors, and technical contractors.
10.2 Professional Advisers
Including accountants, auditors, insurers, and legal advisers.
10.3 Regulatory and Legal Requirements
Where disclosure is required or authorised by legislation, court orders, lawful government requests, or regulatory investigations.
Where reasonably practicable and legally permitted, we may notify affected customers before disclosure.
11. Cookies and Analytics
11.1 Our websites may use cookies, session cookies, analytics tools, and performance monitoring tools.
11.2 These technologies help us:
a) improve website functionality;
b) understand website usage;
c) improve customer experience;
d) monitor website performance.
11.3 Users may control cookies through browser settings, although some website functionality may be limited.
11.4 We may use third-party analytics services such as Google Analytics.
12. Security
12.1 BarWeb takes reasonable technical and organisational measures to protect information against unauthorised access, accidental disclosure, misuse, alteration, loss, or destruction.
12.2 Depending on the service, security measures may include Multi-Factor Authentication, role-based access controls, separate administrative accounts, encryption, audit logging, monitoring systems, backup technologies, and endpoint protection.
12.3 No internet-connected service can be guaranteed to be completely secure.
13. Data Breaches
13.1 If BarWeb becomes aware of a security incident affecting customer information within systems managed by BarWeb, we will take reasonable steps to investigate the incident, contain the incident, minimise impact, and restore services where appropriate.
13.2 Where a confirmed incident materially affects customer information, we will notify affected customers without undue delay after sufficient information is available.
13.3 The Privacy Act's Notifiable Data Breaches scheme may require certain organisations to notify affected individuals and the Office of the Australian Information Commissioner where a breach is likely to result in serious harm.
13.4 Each customer remains responsible for assessing and complying with its own legal and regulatory notification obligations.
14. Data Retention
14.1 We retain information only for as long as reasonably necessary to provide services, comply with legal obligations, resolve disputes, maintain records, and enforce agreements.
14.2 Retained information may be securely deleted or de-identified when no longer required.
14.3 Retention periods for Microsoft 365, backups and cloud services may also be governed by third-party provider policies and customer-configured retention settings.
15. Your Rights
15.1 Subject to legal and contractual restrictions, individuals may request:
a) access to personal information;
b) correction of inaccurate information;
c) information about how personal information is used;
d) withdrawal from marketing communications.
15.2 Requests should be submitted using the contact details below.
16. Contact Details
BarWeb Pty Ltd
ABN 49 146 386 058
Level 3, 183 North Quay
Brisbane QLD 4000
Phone: (07) 3292 0219
Email: helpdesk@barweb.com.au
Website: barweb.com.au
If you have a privacy concern or complaint, please contact us using the above details and we will endeavour to respond within a reasonable period.