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Privacy Policy

1. Introduction

Fandata Pty Ltd (ABN 40 644 690 755)  trading as Engine (“Engine”, “we”, “our”, “us”) respects the privacy of individuals and is committed to protecting personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and other applicable privacy laws.

This Privacy Policy explains:

  • What personal information we collect and handle.
  • How we collect, use and disclose personal information.
  • How we store and protect personal information.
  • How individuals may access and correct their personal information.
  • How individuals may submit privacy-related enquiries or complaints.

By using our websites, services, applications, portals or otherwise interacting with Engine, you acknowledge the practices described in this Privacy Policy.

2. Our Role

Engine provides technology, fulfilment, printing, promotional, loyalty, engagement, signage, customer service and related business services to organisations throughout Australia.

In providing these services, Engine may;

  • Collect personal information directly from individuals.
  • Receive personal information from clients.
  • Process personal information on behalf of clients.
  • Operate websites, portals, applications and programs on behalf of clients.
  • Store, use, transmit and dispose of personal information in accordance with contractual, legal and regulatory obligations.

In many circumstances, Engine processes personal information solely on behalf of a client. Where this occurs;

  • The client determines the purpose for which personal information is collected and used.
  • Engine processes personal information only as authorised by the client and applicable law.
  • Requests relating to personal information may need to be directed to the relevant client.
  • Engine maintains appropriate technical and organisational safeguards to protect personal information.

2.1 Personal Information We Handle on Behalf of Clients

Engine provides services that require the handling of personal information on behalf of clients.

This information may include;

  • Names
  • Email addresses
  • Telephone numbers
  • Postal and delivery addresses
  • Transaction information
  • Order information
  • Program participation details
  • Customer support records
  • Marketing preferences
  • Other information reasonably necessary to provide contracted services

Where Engine processes information on behalf of a client;

  • The client remains responsible for determining the purposes for collection and use.
  • Engine acts in accordance with contractual obligations and client instructions.
  • Personal information is accessed only by authorised personnel with a legitimate business need.
  • Appropriate security controls are implemented to protect personal information.

3. Personal Information We Collect

The types of personal information we may collect, receive or process include;

  • Name
  • Email address
  • Telephone number
  • Postal address
  • Delivery address
  • Company name
  • Job title
  • Order and transaction details
  • Program participation information
  • Event registration information
  • Customer service communications
  • Marketing preferences
  • Payment-related information
  • IP addresses
  • Device information
  • Website and application usage information
  • Any other information voluntarily provided to us

We collect only information reasonably necessary for our business activities or the services we provide to our clients.

4. How We Collect Personal Information

Personal information may be collected;

Directly from individuals

When individuals;

  • Submit enquiries
  • Complete web forms
  • Register for programs or promotions
  • Place orders
  • Contact Engine by email, phone or online channels
  • Participate in surveys, competitions or events
  • Subscribe to communications

From Clients

Engine may receive personal information from clients for purposes such as;

  • Order fulfilment
  • Product distribution
  • Event management
  • Customer support
  • Loyalty and rewards programs
  • Promotional campaigns
  • Business reporting
  • Service administration

Through Technology

Information may be collected automatically through websites, portals and applications using cookies, analytics tools and related technologies.

4.1 Collection Through Client Websites and Platforms

Engine may design, host, manage or support websites, applications, portals, campaign sites, loyalty platforms, event registration systems and fulfilment platforms on behalf of clients.

When individuals submit information through these services, personal information may be collected for purposes including:

  • Product ordering and fulfilment
  • Delivery of products and services
  • Competition and promotion administration
  • Loyalty and rewards programs
  • Event registrations
  • Customer service activities
  • Program administration
  • Legal and regulatory compliance

Information collected through these services may be shared with the relevant client and authorised service providers where necessary to provide the requested service.

Engine collects only the information reasonably required to perform these services.

5. Website Analytics and Cookies

Engine-operated websites may use:

  • Cookies
  • Session identifiers
  • Analytics tools
  • Website performance tools
  • Security monitoring technologies

These technologies may collect information such as:

  • Browser type
  • Device type
  • IP address
  • Referring website
  • Pages visited
  • Date and time of visits
  • Website interaction information

This information assists Engine to:

  • Improve website functionality
  • Improve customer experience
  • Monitor website performance
  • Analyse usage patterns
  • Detect security threats and misuse

Users may control cookie settings through their browser. Some website functionality may be affected if cookies are disabled.

6. Why We Collect Personal Information

We collect, use and process personal information to;

  • Provide products and services
  • Process transactions
  • Deliver orders
  • Administer loyalty, rewards and engagement programs
  • Manage promotions and competitions
  • Register and manage events
  • Provide customer support
  • Respond to enquiries
  • Verify eligibility for programs and promotions
  • Maintain website and platform security
  • Prevent fraud and misuse
  • Improve our services
  • Meet contractual obligations
  • Comply with legal and regulatory requirements

Personal information will only be used for lawful purposes related to the reason it was collected unless otherwise permitted or required by law.

7. Disclosure of Personal Information

Engine may disclose personal information to;

  • Clients
  • Delivery service providers
  • Logistics providers
  • Printing and fulfilment partners
  • Payment processors
  • Cloud hosting providers
  • Technology service providers
  • Professional advisers
  • Auditors
  • Regulatory authorities
  • Government agencies
  • Law enforcement agencies where required by law

Engine takes reasonable steps to ensure service providers handling personal information maintain appropriate privacy and security standards.

Engine does not sell personal information.

7.1 Client-Owned Information

Where Engine processes personal information on behalf of a client, the information remains under the ownership and direction of that client.

Engine does not use client-owned personal information for its own marketing activities, profiling activities or unrelated commercial purposes unless:

  • Explicitly authorised by the client; or
  • Required by law.

Access to client-owned information is limited to authorised personnel who require access to perform their duties and is subject to confidentiality obligations and security controls.

8. Overseas Disclosure

Engine primarily stores and processes information within Australia.

Some approved service providers may process or store information outside Australia. Where this occurs, Engine takes reasonable steps to ensure appropriate privacy and security protections are in place consistent with Australian privacy obligations.

9. Direct Marketing

Engine may send communications regarding:

  • Products and services
  • Industry information
  • Events
  • Promotions
  • Business updates

Where required by law, marketing communications will only be sent with appropriate consent.

Individuals may opt out of marketing communications at any time by:

  • Selecting the unsubscribe option provided; or
  • Contacting Engine directly.

Administrative or service-related communications may continue where required.

10. Security of Personal Information

Engine takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.

Security measures include;

  • Role-based access controls
  • Multi-factor authentication
  • Encryption
  • Security monitoring
  • Vulnerability management
  • Secure backup processes
  • Staff security awareness training
  • Secure disposal procedures
  • Third-party security assessments

Engine maintains an Information Security Management System (ISMS) aligned with ISO/IEC 27001 requirements.

11. Retention of Personal Information

Engine retains personal information only for as long as necessary to:

  • Deliver products and services
  • Fulfil contractual obligations
  • Meet legal and regulatory requirements
  • Resolve disputes
  • Enforce agreements
  • Support legitimate business operations

When personal information is no longer required, it is securely deleted, destroyed or de-identified in accordance with Engine’s Data Management Policy and applicable legal requirements.

12. Data Breaches

Engine maintains procedures for identifying, investigating and responding to privacy and security incidents.

Where an eligible data breach occurs, Engine will respond in accordance with:

  • The Privacy Act 1988 (Cth)
  • The Notifiable Data Breaches Scheme
  • Applicable contractual requirements

Where required by law, affected individuals, clients and regulators will be notified.

13. Access and Correction

Individuals may request access to personal information held by Engine and may request correction of inaccurate, incomplete or outdated information.

Engine may require identity verification before granting access or making corrections.

Where access or correction is refused, Engine will provide reasons unless prohibited by law.

13.1 Requests Relating to Client Data

Where Engine holds personal information solely on behalf of a client, Engine may be unable to independently action requests relating to:

  • Access
  • Correction
  • Deletion
  • Restriction of use
  • Withdrawal of consent

In these circumstances, Engine may:

  • Refer the individual to the relevant client; or
  • Assist the client in responding to the request.

14. Children

Engine does not knowingly collect personal information from children unless;

  • Required as part of a client service;
  • Necessary for participation in a client program or promotion; or
  • Appropriate consent has been obtained from a parent or guardian

15. Complaints

If you believe Engine has breached your privacy rights or mishandled your personal information, you may submit a complaint to our Privacy Officer.

Engine will:

  • Acknowledge receipt of the complaint;
  • Investigate the matter;
  • Respond within a reasonable timeframe.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

Office of the Australian Information Commissioner (OAIC)
Website: https://www.oaic.gov.au

16. Contact Us

Privacy Officer
Fandata Pty Ltd T/A Engine
Email: dataprotection@weareengine.com.au
Website: https://www.weareengine.com.au

17. Changes to this Privacy Policy

Engine may update this Privacy Policy from time to time to reflect:

  • Changes to business operations;
  • Legal or regulatory requirements;
  • Technology changes;
  • Changes to services or products.

The current version will always be available on our website.

Continued use of our websites, products or services constitutes acceptance of the current Privacy Policy.

Privacy Collection Notice
The following collection notice should be displayed on online forms, portals, campaign sites, loyalty platforms, registrations and ordering systems;

Privacy Collection Notice
Engine collects and processes personal information on behalf of the program owner and/or for the purpose of providing requested products or services, administering programs, fulfilling orders, communicating with participants and complying with legal obligations.

Personal information may be disclosed to the program owner and authorised service providers involved in delivering the relevant service.

Personal information will be handled in accordance with this Privacy Policy and applicable privacy laws. By submitting your information, you acknowledge and agree to the collection, use and disclosure of your personal information for these purposes.

Review Cycle

This policy shall be reviewed on an annual basis or when significant changes occur.

Version: 3.0. Date: 14 August 2026. Description: Update. Author: Monique Smoors. Approved by: Neil Collyer