Privacy Policy

Version: 1.0

Effective Date: 12 April 2026

Controller: Softside Tech Pty Ltd (ACN 606961077) (“Softside Tech”, “we”, “us”, “our”), a company registered in New South Wales, Australia.

This Privacy Policy explains how we collect, use, retain, and disclose personal information in connection with bilbycast.com and the Bilbycast software (bilbycast-edge, bilbycast-manager, bilbycast-relay, and associated tools and gateways). It is written with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) in mind, and acknowledges the rights of data subjects in the European Economic Area, the United Kingdom, and other jurisdictions where applicable.

1. Scope

This policy applies to:

Visitors to bilbycast.com and related marketing sites.
Customers and prospective customers who contact us, request a quote, or sign an Order for any Bilbycast product.
Licensees of bilbycast-manager, bilbycast-edge, bilbycast-relay, or associated tooling (together, the “Software”), in relation to operational telemetry reported by the Software.

This policy does not apply to the operational data you process through the Software itself. When you install the Software on your own infrastructure, you control that data and you act as the data controller with respect to it. We do not have access to operational streams, device credentials, or audit logs stored within your instance of the Software.

2. Information we collect

Information you give us directly. When you contact us, register interest, sign an Order, or use a support channel, we collect: your name, employer or entity, email address, phone number (where provided), job title (where provided), and the content of your correspondence. When you purchase a licence, we also collect billing details as needed to issue invoices and process payment.

Information collected automatically when you visit our website. Our web hosting provider logs standard access information including IP address, approximate geographic location (derived from IP), user-agent string, referring URL, and pages visited. We may use privacy-respecting analytics to understand aggregate traffic patterns; where analytics cookies are used, they are disclosed through our cookie notice.

Licence and telemetry information from the Software. When you install and use bilbycast-manager with a Licence Key, the Software may report operational telemetry to us, including: software version, active feature set, Node Limit, number of Managed Nodes in use, Licence Key identifier, and the IP address of the outbound connection. This telemetry is described in Section 5.3 of the bilbycast-manager End-User Licence Agreement. Open-source components (bilbycast-edge, bilbycast-relay) do not report telemetry to us.

We do not knowingly collect personal information from children. The Software is not intended for individual consumer use.

3. How we use your information

We use personal information for the following purposes, each of which is permitted under the Australian Privacy Principles and, where applicable, Article 6 of the UK / EU General Data Protection Regulation:

Purpose	Lawful basis (APP / GDPR)
Responding to enquiries and delivering the services you have requested	Necessary for performance of a contract; legitimate interests
Issuing invoices, processing payments, and meeting tax / accounting obligations	Legal obligation (including the Taxation Administration Act 1953 (Cth))
Verifying compliance with Licence terms, including Node Limit and feature scope	Performance of a contract; legitimate interests
Providing technical support, incident response, and release notifications	Performance of a contract; legitimate interests
Detecting and preventing fraud, abuse, or security incidents affecting the Software or our systems	Legitimate interests; legal obligation
Improving our products, including aggregate usage analysis (where telemetry is not tied to an identified individual)	Legitimate interests
Sending product and commercial communications to existing customers about directly related services	Legitimate interests (subject to opt-out)
Sending marketing communications to prospects who have opted in	Consent

We do not sell personal information. We do not use personal information for automated decision-making that produces legal or similarly significant effects.

We share personal information only with categories of recipients necessary to operate our business:

Infrastructure providers who host our website and operational systems, under contractual confidentiality and security obligations.
Payment processors who handle transaction processing when you purchase a licence or support contract.
Email and communications providers used to send invoices, support messages, and (where subscribed) product updates.
Professional advisers such as lawyers, accountants, and auditors, under professional duties of confidentiality.
Authorities and other parties where we are required by law, court order, or lawful regulatory request, or where disclosure is necessary to establish, exercise, or defend legal claims, or to protect the rights, property, or safety of any person.

We do not share personal information with third parties for their own marketing purposes.

A current list of our material subprocessors is available on request from contact@bilbycast.com.

5. International transfers

Softside Tech is based in Australia, and our primary data-processing activities take place in Australia and the European Economic Area. When personal information is transferred to a country outside your own jurisdiction, we take reasonable steps to ensure an equivalent level of protection, including through contractual safeguards with our service providers. If you are based in the EEA or the UK, transfers outside your region rely on Standard Contractual Clauses or another lawful transfer mechanism recognised under the GDPR or the UK GDPR.

6. How long we keep information

We retain personal information only for as long as reasonably necessary for the purposes described in this policy:

Customer billing and licence records — retained for seven (7) years from the end of the financial year to which they relate, to comply with tax and corporate record-keeping obligations, consistent with Section 12.6(b) of the bilbycast-manager End-User Licence Agreement.
Operational telemetry — deleted or irreversibly anonymised within ninety (90) days of the termination or expiry of the applicable Licence, except for the subset retained under the licence records obligation above.
Support correspondence — retained for three (3) years from the most recent interaction, unless associated with an active commercial relationship.
Website logs — retained for no longer than twelve (12) months, except where logs are preserved as part of an active security investigation.
Marketing-list records — retained until you unsubscribe or otherwise withdraw consent, after which we retain a minimal suppression record to honour your opt-out.

After the applicable retention period, personal information is securely deleted or irreversibly anonymised.

7. Your rights

Subject to applicable law, you have the following rights in relation to your personal information:

Access and correction. You may request access to the personal information we hold about you and ask us to correct any information you believe is inaccurate.
Deletion. You may ask us to delete personal information, subject to exceptions where we are required to retain it for legal, accounting, or security reasons.
Objection and restriction. You may object to, or ask us to restrict, certain processing of your personal information.
Portability. Where processing is based on your consent or a contract and is carried out by automated means, you may request a machine-readable copy of the personal information you provided to us.
Withdrawal of consent. Where processing is based on your consent, you may withdraw it at any time.
Marketing opt-out. You may unsubscribe from marketing communications at any time via the link in any marketing email, or by emailing contact@bilbycast.com.

To exercise any of these rights, contact us at contact@bilbycast.com. We will respond within the timeframes required by applicable law (generally within 30 days).

8. Security

We use reasonable technical and organisational measures to protect personal information from unauthorised access, disclosure, alteration, and destruction, including access controls, encryption in transit (TLS) and at rest for sensitive fields, and internal access logging. However, no method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security.

If we become aware of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act 1988 (Cth), and comply with equivalent notification obligations applicable in your jurisdiction.

9. Cookies and similar technologies

Our website uses a small number of essential cookies to provide core functionality. We may additionally use privacy-respecting analytics to understand aggregate visitor patterns. Where we use cookies that are not strictly necessary for the operation of the website, we seek your consent through a cookie notice before setting them. You can control cookies through your browser settings at any time.

10. Changes to this policy

We may update this policy from time to time. The “Effective Date” above indicates the date of the current version. Where we make material changes, we will give reasonable notice, for example by posting a notice on this page or by contacting you directly where we hold your contact details and the change is material to our relationship with you.

11. Contact us

For questions about this policy, or to exercise your rights, contact us:

Softside Tech Pty Ltd
Email:    contact@bilbycast.com
Website:  https://bilbycast.com

If you are unsatisfied with our response to a privacy enquiry, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au. Individuals in the European Economic Area or the United Kingdom may also lodge a complaint with their national supervisory authority.

This policy is a draft that requires review by a qualified Australian privacy lawyer before being relied on in paid commercial relationships, and any related cookie banner or data-processing agreement should be drafted consistently with it.