Privacy Policy
PC Medic — Bell IT Pty Ltd as Trustee for The Bell Family Trust
1. Introduction
This Privacy Policy is issued by Bell IT Pty Ltd (ABN 33 515 979 510) as Trustee for The Bell Family Trust, trading as PC Medic (“PC Medic”, “we”, “us”, “our”).
Our principal place of business is located at Suite 72, C307, Level 3, Eastland Shopping Centre, 175 Maroondah Highway, Ringwood VIC 3134. You may contact us at any time by email at sales@pcmedic.com.au.
PC Medic is committed to protecting the privacy and security of the personal information we collect, hold, use, and disclose. We recognise the importance of safeguarding your personal information and handling it responsibly and in accordance with applicable Australian privacy legislation.
This Privacy Policy explains how we collect, use, store, disclose, and otherwise handle personal information. It applies to all personal information collected by PC Medic through:
- The provision of our computer repair, diagnostics, data recovery, IT support, and related services;
- Our website at pcmedic.com.au;
- Communications with us by telephone, email, in person at our premises, or through any other means.
This Privacy Policy should be read in conjunction with our Terms & Conditions, which govern the provision of our services.
By engaging our services, using our website, or otherwise providing personal information to PC Medic, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your personal information as described herein.
2. Collection of Personal Information
PC Medic may collect and hold the following types of personal information, depending on the nature of your interaction with us and the services you engage:
- Identity and contact information: Your name, residential or business address, telephone number, and email address.
- Device details: The make, model, serial number, and condition of any device submitted to PC Medic for service, including descriptions of reported faults and symptoms.
- Payment and billing information: Credit card details, debit card details, bank account information, billing addresses, and transaction records as necessary to process payments for our services.
- Service history and repair records: Records of services provided, including diagnostic reports, repair notes, quotes, invoices, correspondence, and warranty records.
- Business and company information: For business-to-business (B2B) clients, we may collect your business name, ABN or ACN, business address, and the names and contact details of authorised representatives.
- Files and data on devices: In the course of performing repairs, diagnostics, or data recovery services, our technicians may access files and data stored on your device. Such access occurs only to the extent reasonably necessary to perform the requested service. Please refer to Section 7 of this Privacy Policy for further details.
- Website usage data: When you visit our website, we may automatically collect your IP address, browser type and version, operating system, pages visited, referring URLs, time and date of your visit, and other standard web analytics data.
- Cookie and analytics data: Information collected through cookies and similar tracking technologies used on our website. Please refer to Section 12 of this Privacy Policy for further details.
We will only collect personal information that is reasonably necessary for, or directly related to, the provision of our services and the operation of our business.
3. How We Collect Information
PC Medic collects personal information through the following means:
3.1. Directly from you
We collect personal information that you provide directly to us, including when you:
- Submit a device for service at our premises;
- Contact us by telephone, email, or through our website contact forms;
- Request a quote or enquire about our services;
- Complete any forms, documents, or agreements provided by PC Medic;
- Make a payment for services or products; or
- Provide feedback, submit a complaint, or engage in correspondence with us.
3.2. From third parties
We may receive personal information about you from third parties in the following circumstances:
- When you are referred to us by another person, business, or organisation;
- From payment processors and financial institutions in connection with the processing of your payment transactions; or
- From other service providers engaged by PC Medic in connection with the provision of our services.
3.3. Automatically through our website
When you visit our website, certain information is collected automatically through the use of cookies, web analytics tools, and server logs. This may include your IP address, browser type, operating system, the pages you visit, the time and date of your visit, and referring URLs. Please refer to Section 12 of this Privacy Policy for further details regarding cookies and website tracking.
4. Purpose of Collection
PC Medic collects, holds, uses, and discloses personal information for the following purposes:
- Service delivery: To provide, manage, and improve our computer repair, diagnostics, data recovery, IT support, and related services.
- Communication: To communicate with you regarding service status, quotes, invoices, repair updates, and other matters relating to the services you have engaged.
- Payment processing: To process payments for our services, manage accounts, and issue invoices and receipts.
- Legal and regulatory compliance: To comply with our obligations under applicable Australian laws, regulations, and industry standards, including tax reporting, consumer protection, and record-keeping requirements.
- Marketing communications: To send you marketing and promotional communications about our services, products, and special offers, but only where we have obtained your express consent or where consent can reasonably be inferred, in accordance with the Spam Act 2003 (Cth). You may opt out of marketing communications at any time (see Section 13).
- Internal administration: For internal record-keeping, staff training, quality assurance, business planning, and general business administration purposes.
- Legal rights and enforcement: To protect our legal rights, enforce our Terms & Conditions, and to defend or pursue legal claims as necessary.
- Enquiries and complaints: To respond to your enquiries, feedback, and complaints in a timely and appropriate manner.
We will not use or disclose your personal information for purposes other than those described in this Privacy Policy, unless we have obtained your consent or are otherwise required or authorised to do so by law.
5. Disclosure of Personal Information
PC Medic may disclose your personal information to the following categories of third parties, where reasonably necessary for the purposes described in Section 4 of this Privacy Policy:
- Cloud-based productivity, email, and communication platforms: Third-party service providers that host or facilitate our email, document management, and internal communication systems.
- Customer relationship management (CRM) and job management systems: Third-party service providers that we use to manage customer records, service requests, job tracking, and invoicing.
- Project and task management tools: Third-party platforms used by PC Medic for internal task coordination and workflow management.
- Payment processors and point-of-sale systems: Third-party payment service providers that facilitate the processing of credit card, debit card, and other electronic payment transactions.
- Remote access and remote support tools: Third-party platforms used to provide remote technical assistance and remote access services where required to perform our services.
- Website hosting and analytics providers: Third-party service providers that host our website and provide website analytics and usage measurement services.
- Professional advisers: Our lawyers, accountants, auditors, and insurers, where necessary for legal, financial, or insurance purposes.
- Debt collection agencies: Where amounts remain outstanding and overdue, we may disclose your personal information to a debt collection agency engaged to recover the outstanding debt on our behalf.
- Credit reporting agencies: Where permitted or required by law, we may disclose your personal information to credit reporting agencies in connection with outstanding debts or creditworthiness assessments.
- Government agencies, regulators, and law enforcement: Where we are required or authorised to do so by law, court order, subpoena, or regulatory requirement, we may disclose your personal information to relevant government agencies, regulators, or law enforcement bodies.
PC Medic will not sell, rent, or trade your personal information to any third party for marketing purposes.
Where we disclose personal information to third-party service providers, we take reasonable steps to ensure that those providers are bound by obligations of confidentiality and handle your personal information in a manner consistent with this Privacy Policy and applicable Australian privacy legislation.
6. Overseas Data Transfer
Some of the third-party service providers engaged by PC Medic may store or process personal information on servers located outside of Australia. These servers may be situated in various jurisdictions, including but not limited to the United States of America, the European Union, and other international locations where our service providers maintain infrastructure.
By using our services or providing personal information to PC Medic, you acknowledge and consent to the transfer of your personal information to overseas locations where our third-party service providers operate. Such transfers are necessary for PC Medic to provide its services effectively and efficiently.
PC Medic takes reasonable steps to ensure that any overseas recipients of personal information are bound by obligations that are substantially similar to the Australian Privacy Principles. However, you acknowledge that overseas recipients may be subject to the laws of their own jurisdiction, which may differ from Australian privacy laws. In the event that an overseas recipient handles your personal information in breach of the Australian Privacy Principles, you may not be able to seek redress under the Privacy Act 1988 (Cth) against that overseas recipient.
7. Data on Customer Devices & Temporary Recovered Data
7.1. Access to data on devices
In the course of providing repair, diagnostic, and data recovery services, our technicians may access data stored on your device. Such access occurs only to the extent reasonably necessary to perform the service you have requested. PC Medic does not intentionally copy, retain, or share customer data except as required for service delivery.
7.2. Incidental exposure
You acknowledge that incidental access to file lists, directory structures, file previews, thumbnails, and document snippets is technically unavoidable during the diagnostic, testing, and troubleshooting process. Where your specific service requests require the opening of files or applications, the data within those files will necessarily be visible to our technicians. PC Medic will keep all such information strictly confidential and will not disclose it to any third party unless required by law.
7.3. Temporary recovered data
Where PC Medic performs data recovery services, recovered data may be temporarily held on PC Medic’s secure in-house systems for the purpose of completing the service and transferring the recovered data to you. PC Medic will endeavour to securely erase all copies of recovered data from its systems within thirty (30) days of the Customer collecting the completed job. The timing of secure erasure is subject to operational requirements, and PC Medic does not guarantee erasure within any specific timeframe.
7.4. Disclaimer
PC Medic is not responsible for the security, integrity, or backup of data stored on client devices. It is your sole responsibility to maintain adequate backups of your data before submitting your device for any service. Please refer to the data loss provisions in our Terms & Conditions for further details.
8. Health Records Act 2001 (Vic) Compliance
In the course of providing computer repair and IT support services to health, medical, and allied-health business clients, PC Medic may incidentally access or interact with systems, software, or files that contain health or medical records as defined under the Health Records Act 2001 (Vic).
Where such access occurs, PC Medic acts strictly as a temporary technical processor. The primary healthcare business that engages PC Medic’s services remains the legally responsible entity for the protection and management of health information under the Health Records Act 2001 (Vic) and the Health Privacy Principles contained therein.
PC Medic will treat any health information encountered in the course of providing its services with the same confidentiality obligations that apply to all other client data under this Privacy Policy. Our technicians will not copy, retain, or disclose any health information unless expressly instructed to do so by the authorised representative of the healthcare business client, and only to the extent necessary to perform the requested service.
9. Data Security & Breaches
9.1. Security measures
PC Medic takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, and disclosure. Our security measures include, but are not limited to:
- Password-protected computer systems and software;
- Access controls that restrict access to personal information to authorised personnel only;
- Secure storage of physical documents and records;
- Use of encryption and secure protocols where appropriate; and
- Regular review and updating of our security practices.
9.2. No absolute guarantee
While PC Medic takes reasonable precautions to safeguard personal information, no data transmission over the internet or method of electronic storage is completely secure. Accordingly, we cannot guarantee the absolute security of your personal information. You acknowledge that the provision of personal information to PC Medic is at your own risk.
9.3. Notifiable Data Breaches
In the event of an eligible data breach under the Notifiable Data Breaches (NDB) scheme established by Part IIIC of the Privacy Act 1988 (Cth), PC Medic will take reasonable steps to comply with all applicable statutory requirements, including the obligation to notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required. PC Medic will investigate any suspected or actual data breach promptly and take appropriate remedial action.
10. Australian Privacy Principles (APPs) — Voluntary Compliance
PC Medic acknowledges that, as a business with an annual turnover below the threshold prescribed under section 6D of the Privacy Act 1988 (Cth), it may currently qualify for the small business exemption under that Act.
Notwithstanding any such exemption, PC Medic voluntarily commits to handling all personal information in accordance with the spirit and intent of the Australian Privacy Principles (APPs) as set out in Schedule 1 of the Privacy Act 1988 (Cth). We adopt this commitment as a matter of best practice and in recognition of the trust that our customers place in us when they share their personal information.
This voluntary commitment is also made in anticipation of proposed legislative reforms that may remove or narrow the small business exemption in the future. By aligning our practices with the APPs now, PC Medic ensures that our privacy practices will be consistent with any future legislative requirements.
11. Your Rights (Access, Correction, Deletion)
11.1. Right of access
You have the right to request access to the personal information that PC Medic holds about you. To make an access request, please contact us at sales@pcmedic.com.au. We may require you to verify your identity before providing access to your personal information.
11.2. Right of correction
You have the right to request the correction of any personal information that PC Medic holds about you that is inaccurate, incomplete, out of date, or misleading. If we are satisfied that the information requires correction, we will take reasonable steps to correct the information promptly.
11.3. Right of deletion
You may request the deletion of personal information that PC Medic holds about you. However, please be aware that we may be required to retain certain personal information to comply with our legal obligations, including our obligation to retain service and financial records for a minimum period of seven (7) years for tax, legal, and warranty purposes. Where deletion is not possible due to legal or legitimate business requirements, we will inform you of the reasons.
11.4. Withdrawal of consent for marketing
You may withdraw your consent to receive marketing communications from PC Medic at any time. You may do so by using the unsubscribe mechanism contained in any marketing communication, or by contacting us at sales@pcmedic.com.au. Please refer to Section 13 of this Privacy Policy for further details.
11.5. Response timeframe
PC Medic will acknowledge receipt of any access or correction request promptly, and will provide a substantive response to such requests within thirty (30) days of receipt. If we are unable to provide access or make the requested correction, we will provide you with written reasons for our decision.
13. Marketing Communications (Spam Act 2003 Compliance)
PC Medic may send you marketing and promotional communications about our services, products, and special offers. We are committed to complying fully with the Spam Act 2003 (Cth) and will only send marketing communications in accordance with the following principles:
- Consent: Marketing messages will only be sent where we have obtained your express consent, or where consent can reasonably be inferred from your existing business relationship with PC Medic or from other conduct, business, or other relationships.
- Identification: All marketing communications sent by PC Medic will clearly identify PC Medic as the sender, and will include our ABN (33 515 979 510) and accurate contact details.
- Unsubscribe mechanism: Every marketing communication will contain a functional, free, and easy-to-use unsubscribe mechanism that allows you to opt out of receiving future marketing communications from PC Medic.
- Honouring unsubscribe requests: All unsubscribe requests will be processed and honoured within five (5) business days of receipt. Once you have unsubscribed, PC Medic will not send you further marketing communications unless you subsequently provide fresh consent.
Please note that opting out of marketing communications will not affect our ability to send you non-marketing communications, such as service notifications, invoices, receipts, and other transactional or administrative messages related to the services you have engaged.
14. Data Retention & Destruction
PC Medic will retain personal information for as long as it is reasonably necessary to fulfil the purposes for which it was collected, as described in Section 4 of this Privacy Policy.
In particular, service records, repair logs, invoices, and related financial documentation will be retained for a minimum period of seven (7) years from the date of the relevant transaction. This retention period is maintained for the purposes of complying with our obligations under Australian tax law, legal requirements, warranty administration, and other legitimate business purposes.
Where personal information is no longer required for any purpose for which it was collected, and we are not otherwise required by law to retain it, PC Medic will take reasonable steps to securely destroy or permanently de-identify the information. Destruction methods may include secure digital erasure, physical destruction of records, or other appropriate means designed to prevent unauthorised access to or recovery of the information.
15. Changes to This Policy
PC Medic reserves the right to update, amend, or replace this Privacy Policy from time to time at its sole discretion. Any changes to this Privacy Policy will become effective immediately upon posting of the revised policy on our website at pcmedic.com.au.
The “Last Updated” date displayed at the top of this Privacy Policy will be revised to reflect the date of the most recent amendment. The version number will also be updated to reflect any material changes.
We encourage you to review this Privacy Policy periodically to stay informed about how PC Medic collects, uses, and protects your personal information. Your continued use of our services or website following the posting of any changes to this Privacy Policy constitutes your acceptance of those changes.
16. Contact & Complaints
If you have any questions, concerns, or complaints about this Privacy Policy, our privacy practices, or the way PC Medic has handled your personal information, please contact us using the details below:
Bell IT Pty Ltd (ABN 33 515 979 510) as Trustee for The Bell Family Trust, trading as PC Medic
Suite 72, C307, Level 3, Eastland Shopping Centre
175 Maroondah Highway, Ringwood VIC 3134
Email: sales@pcmedic.com.au
16.1. Complaints process
PC Medic takes all privacy complaints seriously. Upon receipt of a complaint, we will:
- Acknowledge receipt of your complaint within five (5) business days;
- Investigate the matter and provide you with a substantive written response within thirty (30) days of receipt; and
- Take appropriate remedial action where we determine that your complaint is well-founded.
16.2. External complaints
If you are not satisfied with our response to your complaint, or if you wish to make a complaint directly to the relevant regulatory authority, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
- Website: www.oaic.gov.au
- Phone: 1300 363 992