This Privacy Policy was updated and effective as of 1st May 2017.

Company information
Maintabase Pty. Ltd.
P.O. Box 4247, Westfield Knox
Wantirna South, VIC, 3152
ABN 99 605 488 677

Phone: 1800 259 449

Welcome to Maintabase Pty. Ltd. (A/K/A “We”, “Us”, or the “Company”). This Privacy Policy has been compiled to better serve those who are concerned with how their ‘personally identifiable information’ (“PII”) is collected, disclosed, used and stored. Your privacy is of the utmost importance at Maintabase Pty. Ltd. as we understand and share Your concerns, that is why we abide by the requirements of the Australian Privacy Principles which form part of the Privacy Amendment (Enhancing Privacy Protection) Act 2012. This Privacy Policy explains why we collect information about You; how we collect and use the information collected from You; and how we protect Your information.

Personally identifiable information, as used in privacy law and information security, is information that can be used on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context. Please read our Privacy Policy carefully to get a clear understanding of why we collect information about You, how we collect and use this information, and how we protect Your PII in accordance with (the “Website”, or “Maintabase”), including, without limitation, the software application (the “Service”) and all content such as text, information, images, applications, templates and other information, services and materials (collectively, the “Service”). We do not retrieve or store Your IP address.

Collection of information

What personal information do we collect from the people that intend to use our Service?
When registering on Maintabase, as appropriate, You may be asked to enter, but not limited to, Your first and last name, mailing address, residential address, phone number, mobile phone number, facsimile number, credit card/payment details, email address, or other details to help You with Your experience.

Why is Your personal information needed?
Maintabase is currently purely web based; because of this we may require the use of Your company name, first and last names, a password and a valid email address as a login. Therefore, at a minimum, we may require such necessary personal information in order to establish Your account with us.

When do we collect Your personal information?
Maintabase Pty. Ltd. collects Your personal information from You upon registering on Maintabase to establish Your account, or and whenever You enter Your personal information on Maintabase. Maintabase will take steps to verify the email address supplied to us to ensure it is accurate.

For our paid service plans, do we store your Credit Card information?
If You have selected one of the paid service plans on the Maintabase website, we will collect Your credit card number which will be transmitted via Advanced Encryption Standard (AES) 256-bit to our merchant provider (Stripe Inc.). Maintabase Pty. Ltd does not store your Credit Card information. For further information relating to the security of our payment gateway, please click here.

How else do we collect Your personal information?
Maintabase Pty. Ltd. may also collect Your personal information if You:

  • register as a visitor on our website;
  • use our website;
  • use of our software;
  • make an enquiry;
  • purchase a service from us;
  • lodge a complaint with us;
  • provide feedback to us.

Where we collect personal information either directly from You, or from an affiliate, or from a third party, we will take reasonable steps to inform You, upon the collection of such personal information or at a reasonable time thereafter, of our contact details, the purpose for which the personal information has been collected and any other matters required by the current Australian Privacy Principles. If You choose not to provide some types of personal information, we may not be able to provide You with the services You require. General usage information is also collected by Maintabase Pty. Ltd. to help prioritise and measure the success of our features, find bugs, and spot usability issues to improve the experience of our customers.

Maintabase Pty. Ltd. may also collect Your personal information through the following methods:

  • Affiliates: In some cases we provide the Services or sell product lines jointly with other businesses. For the instances in which a third party may be collecting Your information from You, Your information is retained by Maintabase Pty. Ltd. and not by any third party. The information collected from You may be used by Maintabase Pty. Ltd. to (a) contact You, and (b) create Your account. This Privacy Policy will govern the use of Your information.

Maintabase Pty. Ltd. does not control the conduct and practices of our affiliates. If You have questions about how affiliates use the information gathered, please read their privacy policies or contact them directly.

  • Security Information: Maintabase also collects certain standard information about Your computer for security and identification purposes. This information may include: IP addresses, domain names, access times and cookies. This information is used for the operation of the Service, to identify and protect our customers and to control unauthorized use or abuse of our services. All information is encrypted during transmission and is stored securely within the servers of our third party IT providers.
  • Google Analytics: Google Analytics is a web analysis service provided by Google. Google utilizes the data collected to track and examine the use of, to prepare reports on its’ activities and share them with other Google services. Google may use the data collected such as cookie and usage data to contextualize and personalize the ads of its’ own advertising network. You can prevent Your data from being used by Google Analytics on websites by installing the Google Analytics opt-out browser add-on here. You can also use Ads Settings to manage the Google ads You see and opt-out of interest-based ads. For more information in regards to Google Analytics, please refer to Google’s Privacy Policy here.
  • Web Beacons: Web beacons are tiny graphics with a unique identifier, similar in function to cookies, and are used to track the online movements of Web users. In contrast to cookies, which are stored on a user’s computer hard drive, web beacons are embedded invisibly on Web pages and are about the size of the period at the end of this sentence. The web beacons used in connection with our web analytics services do not share any personally identifiable information about our website visitors with third parties. These tools may gather data such as what browser a person uses, what operating systems are used, what is downloaded, and what content, products and services are reviewed when visiting or registering for services at one of our websites. This information is used solely to assist Maintabase Pty. Ltd. in maintaining a more effective and useful website for our customers. We track aggregate traffic patterns throughout our website but we do not correlate this information with personally identifiable data about individual users. We also track domain names, browser types and MIME type.
  • Cookies: A cookie is a small data file that certain websites write to Your hard drive when You visit them. We use cookies to hold certain registration information. When You register on Maintabase, we use cookies to store unique, randomly assigned user IDs that we generate for administrative purposes. These cookies enable You to enter the Service without having to log on each time. We do not store passwords or any personal information about You in the cookies. We may also use cookies in partnership with selected marketing companies to help us track the effectiveness of our websites, generate visitor traffic, or as part of a referral program.

We have no control over the use of third party tracking technologies after they are placed on our website. The Help section on the menu bar of most browsers will tell You how to prevent Your browser from accepting new cookies, how to have the browser notify You when You receive a new cookie and how to disable cookies altogether. You can still review the website if You choose to set Your browser to refuse all cookies; however, You must enable cookies in order to establish an account and to download and install any of the software.

  • Testimonials: With Your consent we may post Your testimonial along with Your name and Company name. We may also request for an image of Your Company’s logo which will be used to accompany Your testimonial on our website. If You wish to update or delete Your testimonial, You can contact us via one of the methods listed in this Privacy Policy.

How do we use Your personal information?
Maintabase Pty. Ltd. may use Your personal information to:

  • verify Your identity;
  • process Your registration to our Service at Your request; 
  • contact You if there are any queries regarding Your registration information; 
  • improve our customer service;
  • improve our support service;
  • make suggestions about products and services that we think may be of interest to You;
  • maintain and develop our business systems;
  • send You direct marketing offers for our products and services by mail, email and telephone (unless You have asked not to receive them)
  • conduct market research
  • conduct research about our products and services;
  • address Your feedback;
  • address Your complaints;
  • assess, monitor and react to any emerging potential legal liabilities.

How does Maintabase Pty. Ltd. protect my information from loss, misuse or alteration?
Maintabase Pty. Ltd. uses industry-standard efforts to safeguard the confidentiality of personally identifiable information, including encryption, firewalls and EV SSL (Extended Verification Secure Sockets Layer). Nevertheless, we remind You that no security measure is perfect. Maintabase Pty. Ltd. is not liable for loss of passwords due to user carelessness. If You lose control over Your password, You may lose control over Your personally identifiable information. On occasions, You may provide personal information to us over the internet (including by email). Whilst we strive to protect such information, we do not warrant and cannot guarantee the security of any information which You transmit to us in this way. Accordingly, any such information You transmit to us is transmitted at Your own risk. Nevertheless, once we receive Your transmission, we will take reasonable steps to preserve the security of such information.

How do we protect visitor information?
Maintabase is scanned on a regular basis for security holes and known vulnerabilities in order to make Your visit to Maintabase as safe as possible. Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems, and are required to keep the information confidential. In addition, all sensitive information that You supply transferred to secure data centers via encrypted 256-bit Extended Validation Secure Socket Layer (EV SSL) technology.

Third party disclosure
Maintabase Pty. Ltd. does not sell, trade, or otherwise transfer to outside parties Your PII unless we provide You with advance notice. This does not include website hosting partners and other parties who assist us in operating Maintabase, conducting our business, or servicing You, so long as those parties agree to keep this information confidential. We may also release Your information if Maintabase Pty. Ltd. has a good-faith belief that the disclosure is (a) required by law, regulation, or legal process; (b) appropriate to detect, prevent, or remedy violations of our Terms of Service, fraud, security, or technical issues; or (c) permitted in order to protect Maintabase, other Users, or the public.
However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.

We may transfer or disclose information we hold about You as follows:

  • To our employees, independent contractors, subsidiaries, affiliates, consultants, business associates, service providers, and suppliers, if the disclosure will enable that party to perform a business, professional, or technical support function for us. These companies are subject to strict controls that protect Your information from unauthorized use or disclosure, and we limit their access to Your personal information to the extent necessary to do their job.

There may be occasion where some of the parties mentioned above are located overseas. In these cases we ensure these parties are subject to controls that limit access to Your information to the extent strictly necessary to perform the relevant function and that Your personal information is handled at all times consistently with the current Australian Privacy Principles.

  • As necessary if we have reason to believe that such disclosure is necessary to identify, contact, or bring legal action against someone who may be causing injury to or interference with our rights and property, other users of our website, or anyone else who could be harmed by such activities.
  • To respond to judicial process and provide information to law enforcement agencies or regulatory authorities in connection with an investigation on matters related to public safety, as permitted by law, or otherwise as required by law.
  • In the event of a re-organization, merger or sale, we may transfer any and all personal information we have collected from You to the relevant third party.
  • From time to time third party service providers who assist us with our activities, such as website hosts, IT back up service providers, and other IT or payment service providers, may also have access to personal information held by us and may use this information on our behalf.

Where is Your data and information stored?
Maintabase Pty. Ltd. has chosen to use Amazon Web Services (AWS) and store all data on Amazon’s Virtual Private Cloud (VPC) because of its industry standard security levels, 99.95% uptime SLA (Service Level Agreement), and speed. Additionally, Your data is obfuscated on Amazon’s servers.
You can read more about Amazon’s security measures here:
We may also hold Your personal information in electronic databases, such as our customer relationship management system, in which we take all reasonable steps to keep any personal information we hold about You secure.

What does Maintabase Pty. Ltd. do with the information You use to Invite new contacts?
Maintabase Pty. Ltd. does not collect or store any personal information as part of our Invite feature. If You would like to send an invite to a friend or colleague to join Maintabase, we provide You with a standard email template that You can send to them from Your email account.

Does Maintabase Pty. Ltd. own, access, and/or use the data that You compile on the Service?
Maintabase Pty. Ltd. does not own, access, and/or use the data that You compile within Your account on the Service. We understand that the data that You compile is unique to You, and data such as asset knowledge, asset history, preventative maintenance tasks and records, and work order tasks and records are both private and sensitive to Your business.

How long does Maintabase Pty. Ltd. retain data?
Maintabase Pty. Ltd. will retain Your information for as long as Your account is active. We will retain and use Your information as necessary to comply with our legal obligations, resolve disputes, and enforce our Agreements.
If You elect to deactivate Your account at any point in time by selecting the ‘Edit’ button in Your Company Profile screen within the Service, your data will remain dormant until Yourself or Maintabase Pty Ltd reactivates Your account. More information can be found in our Terms of Service.

Access and correction of information
You can request access to personal information that we hold about You. We will provide this except in the limited circumstances in which we are permitted not to.
We will use reasonable endeavors to ensure that all personal information we collect, use and/or disclose is accurate, complete and up to date, whether stored electronically or physically.
To assist us in achieving our data quality objective, please contact us at the address below if You believe that Your details are not accurate, up to date and complete.
If You request that we delete Your personal information, we will take all reasonable steps to do so unless we need to keep it for legal, auditing or internal business purposes.

Changes to Privacy Policy
Maintabase Pty. Ltd. reserves the right to update this Privacy Policy without notice from time to time to take into account of new laws and technology, changes to our operations and practices and the changing business environment. Any changes we may make to our Privacy Policy in the future will be posted on this page, we will send an email, and we will update the modification date below.

Last updated: 1st May 2017

If You have any questions or complaints about this Privacy Policy, please contact us at We take Your privacy seriously and we will respond to Your complaint as soon as we can.