Privacy Policy

1. Who We Are

OMS Software is a product of OMS Software Pty Ltd, a company incorporated in Australia, with operations in India through its related entity OMS-Business Digitalisation Pvt Ltd. References to "OMS Software", "we", "us", or "our" in this policy refer to both entities jointly.

• Australia: OMS Software Pty Ltd, 19 The Strand, Williamstown VIC 3016, Australia. Phone: +61 439 654 384. Email: sales@omssoftware.com.au
• India: OMS-Business Digitalisation Pvt Ltd, #32 YEDLA, 4th Floor, 45th Cross, 8th Block, Jayanagar, Near Sangam Circle, Bengaluru – 560070, Karnataka, India. Phone: +91 9035071747. Email: sales@omssoftware.com.au
• Website: omssoftware.com.au

2. Scope of This Policy

This Privacy Policy governs how we collect, use, store, disclose, and protect personal information in connection with:

• Your use of the OMS Software website (omssoftware.com.au)
• Demo requests, contact forms, and general enquiries
• Job applications submitted through our Careers page
• Your use of the OMS Software platform as a customer, administrator, or end user
• Access to the OMS Client Portal by your clients or third-party stakeholders

This policy applies to all visitors and users regardless of location. Additional rights and obligations apply depending on your jurisdiction — see Section 11.

3. What Personal Information We Collect

3.1 Information You Provide Directly

• Contact and enquiry forms: First name, last name, email address, phone number, company name, and message content when you submit a demo request, support enquiry, or general contact form.
• Job applications: Full name, email address, phone number, cover message, and resume/CV (in PDF, DOC, DOCX, JPG, or JPEG format) when applying for a position through our Careers page.
• Platform accounts (customers): Account credentials, organisational details, and all operational data entered by you or your team into the OMS Software platform.

3.2 Platform Operational Data

When your organisation uses the OMS Software platform, the following categories of operational data are created, stored, and managed on our infrastructure on your behalf:

• Job and workflow records: Job scopes, work orders, job status logs, client instructions, and technician assignments
• Test and inspection records: NDT results (UT, RT, MPI, PT, VT, etc.), mechanical and chemical test data, inspection findings, and associated certificates
• Calibration and equipment records: Instrument registers, calibration due dates, calibration certificates, maintenance logs, and reference standard traceability chains
• Personnel and competency records: Technician qualifications, training records, certification expiry dates, and welder qualification logs (WPQ/WQR)
• Document control records: Controlled procedures, work instructions, WPS/PQR records, method statements, and their revision histories
• Quality management records: Non-conformance reports, corrective action records, internal audit logs, and management review minutes
• Financial records: Quotations, invoices, and billing data associated with customer jobs
• Client portal access logs: Login timestamps and report download activity for third-party clients accessing test reports through the OMS Client Portal

3.3 Information Collected Automatically

• Google Analytics: We use Google Analytics (loaded via Partytown to minimise performance impact) to collect anonymised usage data including pages visited, session duration, device type, browser, and approximate geographic region. IP anonymisation is enabled. This data does not identify individual users personally.
• Server logs: Our hosting infrastructure automatically logs IP addresses, HTTP request headers, and access timestamps for security monitoring and uptime purposes. These logs are retained for 30 days and then deleted.
• Cookies and local storage: We use browser local storage to persist your language preference (EN-IN / EN-AU / EN-GB). No cross-site tracking cookies are set by OMS Software directly. See Section 8 for details.

4. How We Use Your Information

4.1 Website Visitors and Enquiries

• Responding to demo requests, support enquiries, and general contact submissions
• Sending follow-up communications relevant to your enquiry
• Improving website content and user experience based on anonymised analytics

4.2 Job Applicants

• Reviewing and evaluating applications for current and future positions
• Communicating with candidates throughout the recruitment process
• Retaining applications for future relevant roles (with your consent)

4.3 Platform Customers and Users

• Provisioning and operating the OMS Software platform for your organisation
• Processing operational data you input (jobs, tests, calibrations, documents) as instructed by you
• Delivering transactional communications (account setup, invoices, system notifications)
• Providing technical support and onboarding assistance
• Monitoring platform health, security, and availability
• Issuing software updates aligned with ISO/IEC 17025 and NABL guidelines

4.4 What We Do Not Do

• We do not sell, rent, or trade your personal information or Customer Data to third parties
• We do not use Customer Data for any purpose other than delivering our services
• We do not use operational platform data for training AI or machine learning models without explicit consent
• We do not send unsolicited marketing communications to platform users who have not opted in

5. Legal Basis for Processing

We process personal information on the following legal bases:

• Consent: Where you have actively submitted a form, opted into communications, or authorised data sharing
• Contract: To deliver the agreed platform services under a subscription agreement
• Legitimate interests: To respond to enquiries, improve our product, monitor security, and operate our business — where these interests are not overridden by your rights
• Legal obligation: Where retention or disclosure is required by applicable law or regulatory authority

6. Third-Party Service Providers

We use the following third-party processors that handle personal data on our behalf:

• SendGrid (Twilio Inc.): Transactional email delivery for demo requests, job application acknowledgements, and system notifications. Data is processed in accordance with Twilio's Data Protection Addendum.
• Google Analytics (Google LLC): Anonymised website usage analytics. IP anonymisation is enabled. Data processed under Google's Privacy Policy and applicable data processing terms.
• Netlify Inc.: Website hosting and deployment infrastructure. Server access logs may include IP addresses. Data processed under Netlify's Data Processing Agreement.
• Google Fonts (Google LLC): Web font delivery. Font requests are made directly to Google's servers and may include IP address data.
• OMS Cloud Infrastructure: Platform customer data is hosted on OMS Software's own managed cloud infrastructure.

All processors are bound by confidentiality obligations and are permitted to process data only for the purposes we specify. Enterprise customers requiring a signed Data Processing Agreement (DPA) for GDPR compliance or internal governance may contact us at sales@omssoftware.com.au to request one.

7. Client Portal and Third-Party Access

The OMS Software platform includes a Client Portal that allows your end-clients (e.g., the organisations for whom your lab conducts tests or inspections) to access and download their test reports and certificates securely.

When you grant a third-party client access to the portal, that client's login activity (email address, access timestamps, downloaded documents) is logged within the platform as part of the audit trail. You, as the platform customer, are responsible for ensuring that your clients are made aware that their portal activity is logged.

8. Cookies and Local Storage

OMS Software uses the following:

• Browser local storage (essential): Stores your language preference (EN-IN, EN-AU, or EN-GB) so the correct regional content is shown. This is not a tracking cookie and contains no personal identifiers.
• Google Analytics cookies (_ga, _gid, _gat): Anonymised usage measurement. These are third-party cookies set by Google. You can opt out via your browser settings or Google's opt-out browser add-on.

We do not use advertising, retargeting, or third-party marketing cookies.

9. Data Security

We implement industry-standard security measures to protect personal information and Customer Data, including:

• Encryption in transit: All data transmitted between your browser and our servers is encrypted using HTTPS/TLS
• Role-based access control: Platform access is controlled by role-based permissions — users can only access data relevant to their role
• Secure data backups: Regular automated backups to protect against data loss
• Security monitoring: Continuous monitoring with alerting for anomalous activity

While we take all reasonable steps to protect your data, no method of transmission over the internet is completely secure. If you become aware of any security incident involving your account, please contact us immediately at sales@omssoftware.com.au. OMS Software does not use automated decision-making or profiling in relation to your personal data.

10. Data Retention

We retain personal information only for as long as necessary for the purposes for which it was collected, or as required by applicable law or regulation. Default retention periods are:

• Website enquiry and contact form data: 30 days after last contact
• Job application data: 90 days, or longer with your consent for future roles
• Platform Customer Data: Retained for the duration of your active subscription, plus 30 days after termination — during which you may request an export. After this period, data is permanently deleted.
• Server access logs: 30 days (see Section 3.3)
• Google Analytics data: Governed by Google's own retention settings; aggregated anonymised data only

Where accreditation body requirements mandate longer retention periods — for example, ISO/IEC 17025 requires calibration and test records to be retained for defined durations — OMS Software supports your organisation in meeting those obligations within the platform, and your Subscription Agreement may specify different retention terms accordingly. You may contact us at any time to enquire about the personal information we hold about you.

11. Your Rights and Applicable Law

11.1 Australia — Privacy Act 1988 (Cth) and Australian Privacy Principles (APPs)

If you are located in Australia, you have rights under the Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles (APPs), including the right to access and correct personal information we hold about you. To make a request, contact us at sales@omssoftware.com.au. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

11.2 India — Information Technology Act 2000 and Digital Personal Data Protection Act 2023 (DPDPA)

If you are located in India, your personal data is processed in accordance with the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules 2011 and the Digital Personal Data Protection Act 2023 (DPDPA). You have the right to access, correct, and under certain conditions, erase your personal data. You also have the right to nominate a representative for data rights purposes. To exercise these rights, contact sales@omssoftware.com.au.

11.3 United Kingdom and European Union — UK GDPR / GDPR

If you are located in the UK or EU, you have rights under the UK GDPR or EU GDPR, including rights of access, rectification, erasure, restriction, portability, and objection. You also have the right to lodge a complaint with your local supervisory authority (e.g., the ICO in the UK at ico.org.uk).

11.4 How to Exercise Your Rights

Regardless of your location, you may contact us at any time to:

• Request a copy of the personal information we hold about you
• Correct inaccurate or outdated information
• Request deletion of your personal information (subject to legal retention obligations)
• Withdraw consent for marketing communications
• Object to processing based on legitimate interests

We will respond to all requests within a reasonable timeframe. Contact us at sales@omssoftware.com.au.

12. Cross-Border Data Transfers

OMS Software operates from offices in Australia and India and is actively expanding to serve organisations globally. Personal information you provide may be stored and processed in either or both countries. When transferring data between jurisdictions, we apply appropriate protections consistent with applicable privacy law. Where data is transferred to processors in other countries (e.g., Google in the US for Analytics, Twilio/SendGrid), we ensure appropriate contractual safeguards are in place.

13. Children's Privacy

The OMS Software website and platform are intended solely for business use by adults. We do not knowingly collect personal information from individuals under 18 years of age. If you believe we have inadvertently received information from a minor, please contact us immediately.

14. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or business operations. When we make material changes, we will update the "Last updated" date at the top of this page and, for active platform customers, provide notification before the changes take effect. Continued use of the website or platform after changes are posted constitutes acceptance of the updated policy.

15. Contact Us

For privacy-related questions, requests, or complaints:

• Australia Office: OMS Software Pty Ltd, 19 The Strand, Williamstown VIC 3016 | +61 439 654 384 | sales@omssoftware.com.au
• India Office: OMS-Business Digitalisation Pvt Ltd, #32 YEDLA, 4th Floor, 45th Cross, 8th Block, Jayanagar, Near Sangam Circle, Bengaluru – 560070 | +91 9035071747 | sales@omssoftware.com.au

You may also wish to review our Disclaimer and Terms of Use.