Privacy Policy

Effective Date: 1 November 2025

Last Updated: 7 November 2025

This Privacy Policy describes how VAI PACIFIC CONSULTING PTY LTD (“we”, “us”, “our”) collects, uses, discloses, and protects your personal information when you use FLO – Your Compliance in Motion (the “Platform”) and our related websites, applications, and services (collectively, the “Services”).

We are committed to protecting your privacy and handling your personal information responsibly and transparently.

1. Who We Are

FLO is a web-based compliance management platform operated by VAI PACIFIC CONSULTING PTY LTD.

We also operate in Papua New Guinea through VAI IP COMMERCIAL.

If you have any questions, you can contact us at:

📧 Email: flo@vaipacific.com

📍 Address: Heliconia Suite Office 7, Airways Residence, 7 Mile Port Moresby

🌐 Website: https://vaipacific.com

2. What Information We Collect

We collect personal and business information necessary to provide and improve the FLO platform.

(a) Information You Provide

When you register, interact with our platform, or contact us, we may collect:

• Name, email address, phone number, job title, and company name

• Entity and compliance details (e.g., company registrations, license numbers)

• Payment and billing information (if you subscribe to a paid plan)

• Uploaded files, forms, and other content you voluntarily submit

• Support requests, feedback, or enquiries

(b) Information Collected Automatically

When you use the Platform, we may automatically collect:

• Device information (e.g., browser type, IP address, operating system)

• Usage data (e.g., pages viewed, time spent, features used)

• Cookies and similar technologies (to improve your experience and security)

(c) Information from Third Parties

We may receive information from:

• Integrated services such as Zapier, Xero, Gravity Forms, or Clio

• Partner firms (lawyers, accountants, compliance professionals) where you request assistance through the “Get Help” feature

• Public registers (e.g., IPA, ASIC, IP offices) where required to verify data

3. How We Use Your Information

We use personal information for purposes including:

• To operate and improve the FLO Platform and related services

• To register users and manage accounts

• To send compliance alerts, reminders, and notifications

• To process payments and subscriptions

• To provide customer support and respond to enquiries

• To analyse usage trends and improve functionality

• To communicate updates, offers, or legal notices

• To comply with legal, regulatory, or professional obligations

We will not use or share your personal information for unrelated purposes without your consent.

4. Legal Basis for Processing

We process your information:

• To perform a contract (e.g., provide your FLO account or subscription)

• To comply with legal obligations (e.g., record keeping, tax laws)

• For our legitimate interests (e.g., improving the platform, analytics, fraud prevention)

• With your consent, where required by law

5. Data Storage and Security

We store data securely using reputable cloud providers and take reasonable steps to protect it from unauthorised access, loss, misuse, or disclosure.

Security measures include:

• Encryption (in transit and at rest)

• Password protection and access controls

• Regular system updates and monitoring

Despite our efforts, no system is completely secure. You use the Platform at your own risk and are responsible for keeping your login details confidential.

6. Sharing and Disclosure

We may share your information with:

• Our employees, contractors, and affiliates who assist in delivering FLO

• Third-party service providers (e.g., hosting, payment, analytics)

• Professional partners (lawyers, accountants) when you request support

• Regulatory or law enforcement authorities when required by law

We do not sell, rent, or trade personal data to third parties.

7. International Transfers

As we operate across Australia and Papua New Guinea, your data may be transferred between these jurisdictions.

We take reasonable steps to ensure such transfers comply with applicable privacy laws and that adequate data protection standards are maintained.

8. Data Retention

We retain personal information for as long as necessary to:

• Fulfil the purpose it was collected for,

• Comply with legal or accounting requirements, or

• Resolve disputes.

When no longer needed, data is securely deleted or anonymised.

9. Your Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you

• Request correction of inaccurate information

• Request deletion of your data (subject to legal obligations)

• Withdraw consent for certain processing

• Lodge a complaint with a privacy regulator (e.g., OAIC in Australia or NCDC Data Protection Authority if applicable)

To exercise these rights, contact us at [insert email].

10. Cookies and Tracking

FLO uses cookies and similar technologies to:

• Keep you signed in,

• Remember preferences, and

• Collect analytics data.

You can adjust your browser settings to refuse cookies, but some features may not function properly.

11. Third-Party Links

The Platform may contain links to third-party sites or tools.

We are not responsible for the privacy practices or content of these third parties, and encourage you to review their privacy policies before providing any information.

12. Children’s Privacy

FLO is intended for business and professional use only. We do not knowingly collect information from children under 18. If we become aware of such data, we will delete it promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be published on our website with a revised effective date. Continued use of the Platform constitutes your acceptance of the changes.

14. Contact Us

For questions, requests, or complaints about this Privacy Policy, contact:

VAI PACIFIC CONSULTING PTY LTD

Email: flo@vaipacific.com

Address: Heliconia Office Suite 7, Airways Residence 7 Mile, Port Moresby

Website: https://vaipacific.com