OPS360 Privacy Policy

Last updated: 10 September 2026

1. About this Privacy Policy

Pixel8 Digital Pty Ltd (ABN 99 617 217 839) ("Pixel8 Digital", "we", "us" or "our") operates OPS360, a workforce management platform that provides organisations with tools to manage staff, clients, shifts, locations, compliance documents, attendance and related operational activities.

This Privacy Policy explains how we collect, hold, use, disclose and protect personal information when you use OPS360, including through the OPS360 web application and mobile applications.

We aim to manage personal information in accordance with the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs), where those obligations apply to us.

This Privacy Policy applies to:

organisations that subscribe to or use OPS360 ("Customers");
employees, contractors, casual workers and other authorised personnel of Customers ("Staff Users" or "Users"); and
other individuals whose personal information is provided to OPS360 in connection with a Customer's use of the platform.

2. Our role and Customer information

OPS360 is provided to organisations as a business-to-business software service.

A Customer may enter, upload or otherwise provide personal information about its employees, contractors, casual workers, clients and other individuals into OPS360.

In many circumstances, the Customer determines why that information is collected and how it is used. The Customer is therefore responsible for ensuring that its collection and use of personal information through OPS360 is lawful and appropriate for its business.

Pixel8 Digital operates and provides the OPS360 platform and processes information as necessary to provide the service, maintain the platform, provide support, protect the security of the service and meet our legal obligations.

If you are a Staff User and have questions about why your organisation collects particular information about you, including information relating to shifts, attendance or location, you should generally contact your employer or the organisation that provided you with access to OPS360.

3. Personal information we collect

Depending on how OPS360 is configured and used by a Customer, we may collect and hold information including:

Account and identity information

name;
username;
email address;
telephone number;
user role and permissions;
organisation or workplace details;
account and authentication information;
password-reset and account-security information; and
information associated with your use of OPS360.

Authentication and identity services are provided through AWS Cognito.

Workforce information

Depending on the Customer's use of OPS360, information may include:

employment or engagement details;
staff role;
shift information;
roster and scheduling information;
attendance and clock-in/clock-out information;
location associated with work activities;
client or workplace assignments;
notes and operational records; and
compliance or qualification information.

Location information

OPS360 may collect location information associated with workforce activities, including information used to verify or record a Staff User's location when clocking in or out or performing other authorised workforce activities.

Location information may include GPS coordinates, timestamps and the relevant shift, workplace or activity with which the location is associated.

Location functionality is provided for operational purposes and may be configured or used by a Customer as part of its workforce-management processes.

Photos and documents

OPS360 may allow authorised Users to upload photographs and documents, including:

clock-in or clock-out photographs;
shift-related photographs;
licences;
certificates;
compliance documents; and
other documents uploaded by or on behalf of a Customer.

Uploaded files are stored using cloud object storage.

Contact information

OPS360 may collect contact information relating to Users and other individuals where that information is entered or provided through the platform.

Where a mobile feature requires access to information available through a device's contacts functionality, the relevant permission and feature behaviour will be presented through the mobile operating system and the OPS360 application.

OPS360 does not use contact information for unrelated marketing purposes merely because it is available to the application.

Technical and usage information

We may also collect information such as:

IP address;
browser and device information;
operating system;
application version;
login and authentication events;
timestamps;
security events;
diagnostic information;
audit records; and
information about interactions with the platform.

4. How we collect personal information

We may collect personal information:

directly from you when you create or use an OPS360 account;
from a Customer when it creates or manages your account;
when you use OPS360 features such as clocking in or out;
when you upload photographs or documents;
when you enter or update information in the platform;
automatically through your use of the web or mobile application;
through authentication and security services;
through location functionality where enabled and authorised; and
from other authorised Users or Customers in connection with the operation of OPS360.

We may also receive information from third-party services used to provide OPS360 functionality.

5. How OPS360 stores information

OPS360 uses a combination of application services and third-party cloud infrastructure.

Depending on the type of information, data may be stored or processed using:

MongoDB Atlas — the primary application database;
AWS Cognito — authentication and identity management;
Amazon S3 — storage of documents and photographs;
Vercel — hosting of the OPS360 application and API services; and
Google Maps Platform — address lookup and geocoding functionality.

OPS360's application architecture uses secure HTTPS connections between Users and the application. Authentication, authorisation and access controls are used to restrict access to information according to the applicable account and permissions.

6. Google Maps and address information

OPS360 uses Google Maps Platform for address-related functionality.

When an address is entered into an address field that uses Google Places Autocomplete, the browser may communicate directly with Google to provide address suggestions. This interaction does not necessarily pass through the OPS360 application server.

OPS360 may also use Google's Geocoding API to validate an address and obtain geographical coordinates.

The use of Google Maps functionality is subject to Google's own terms and privacy practices.

7. Why we use personal information

We may use personal information for purposes including:

providing and operating OPS360;
authenticating Users;
managing accounts and permissions;
managing staff and workforce information;
creating and managing shifts;
recording attendance and clock-in/clock-out activity;
recording or validating work locations;
managing clients and workplaces;
managing staff compliance documents;
storing photographs and other uploaded files;
providing customer support;
maintaining and improving the platform;
monitoring performance and reliability;
preventing fraud, misuse and unauthorised access;
investigating security incidents;
maintaining audit records;
communicating with Customers and Users about the service;
complying with legal obligations; and
protecting our rights and the security of OPS360.

We do not sell personal information to third parties.

8. Disclosure of personal information

We may disclose personal information where reasonably necessary to operate OPS360 or for the purposes described in this Privacy Policy.

This may include disclosure to:

the Customer that authorised your use of OPS360;
authorised Users within the Customer's organisation;
cloud hosting and infrastructure providers;
authentication and identity service providers;
cloud storage providers;
mapping and address service providers;
technology, security and support providers;
professional advisers where reasonably necessary;
regulators, government agencies, law enforcement or other parties where required or authorised by law; and
a purchaser or successor entity in connection with a business sale, restructuring, merger or similar transaction.

We do not permit third-party service providers to use OPS360 Customer information for their own unrelated purposes.

9. Overseas processing and disclosure

Some of the service providers used by OPS360 may process or store information outside Australia.

Depending on the services, configuration and location of infrastructure used at the relevant time, personal information may be processed in countries including the United States and other countries in which our technology providers or their infrastructure operate.

We take reasonable steps to select and manage service providers appropriately and to protect personal information when it is processed outside Australia.

Because cloud infrastructure and service-provider locations can change, the specific country in which particular information is processed may vary.

Where required by applicable privacy law, we will take appropriate steps in relation to overseas disclosures.

10. Security of personal information

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure.

Depending on the circumstances, security measures may include:

authentication and access controls;
role-based permissions;
encrypted communications;
secure cloud infrastructure;
controlled access to stored files;
authentication token controls;
audit logging;
security monitoring;
secure credential management;
environment and infrastructure controls; and
procedures for responding to security incidents.

No internet-based system can be guaranteed to be completely secure. You should protect your account credentials and notify your organisation or us if you believe your account has been compromised.

11. Retention of personal information

We retain personal information for as long as reasonably necessary to provide OPS360, meet contractual and legal obligations, maintain appropriate business and audit records, resolve disputes, protect the security of the platform and for other legitimate business purposes.

Customer termination

When a Customer stops using OPS360, access to the Customer's operational data through the OPS360 application may be disabled.

Unless otherwise agreed in writing, we may retain Customer data and associated personal information for up to 7 years after termination.

This retention period is intended to support:

audit and historical records;
legal and regulatory requirements;
dispute resolution;
security investigations;
contractual matters;
financial and business records; and
protection of our legal rights.

During the retention period, information may no longer be accessible to the former Customer through the normal OPS360 application and may be subject to restricted access.

At the end of the applicable retention period, we will take reasonable steps to delete or de-identify personal information where it is no longer required, subject to legal, regulatory, security, backup or other legitimate requirements.

12. Access to personal information

You may request access to personal information that we hold about you, subject to applicable legal exceptions.

If your personal information is held in OPS360 on behalf of a Customer, we may refer your request to that Customer where appropriate.

Requests can be made using the contact details at the end of this Privacy Policy.

We will generally respond to access requests within a reasonable period and in accordance with applicable privacy requirements.

13. Correction of personal information

We take reasonable steps to ensure personal information is accurate, complete and up to date for the purposes for which it is used.

If you believe information we hold about you is incorrect, incomplete or out of date, you may ask us to correct it.

Where the information is controlled or maintained by a Customer, we may direct you to that Customer so that it can make the required correction.

14. Privacy complaints

If you have a concern about how we have handled your personal information, please contact us first.

We will:

acknowledge your complaint;
investigate the relevant circumstances;
work with you and, where applicable, the relevant Customer to resolve the issue; and
provide you with the outcome of our investigation.

You may contact us using:

Pixel8 Digital Pty Ltd

ABN: 99 617 217 839

Privacy enquiries: admin@pixel8digital.com

Website: pixel8digital.com

If you are not satisfied with our response, you may be able to make a complaint to the Office of the Australian Information Commissioner (OAIC).

15. Data breaches

We maintain procedures for identifying, responding to and managing information-security incidents.

Where a data breach occurs and applicable law requires notification, we will take the steps required by law, including notifying affected individuals and/or the relevant regulator where appropriate.

16. Children

OPS360 is a business workforce-management platform and is not intended to be used by children as a consumer service.

Customers are responsible for ensuring that individuals given access to OPS360 are appropriately authorised to use the platform.

17. Cookies and similar technologies

OPS360 may use cookies, session technologies and similar mechanisms that are necessary to operate the platform, maintain authentication, protect security and provide a reliable user experience.

We may also use technical information to diagnose errors, monitor system performance and improve the service.

We do not use personal information collected through OPS360 for unrelated third-party advertising.

18. Third-party services

OPS360 relies on third-party technology providers to provide parts of the service.

These currently include:

Vercel;
MongoDB Atlas;
Amazon Web Services, including AWS Cognito and Amazon S3; and
Google Maps Platform.

Third-party providers may have their own privacy policies and terms that apply to their handling of information.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to OPS360, our information-handling practices, technology providers, legal requirements or business operations.

The latest version will be made available through the relevant OPS360 or Pixel8 Digital website or application.

Where appropriate, we may provide additional notice of material changes.

20. Contact us

For privacy questions, access or correction requests, or privacy complaints, contact:

Pixel8 Digital Pty Ltd

ABN 99 617 217 839

Email: admin@pixel8digital.com

Website: pixel8digital.com

This Privacy Policy was last updated on 10 September 2026.