Legal
Privacy Policy
1. About this policy
Medical Operations and Content Consulting Australia Pty Ltd, trading as MOCCA Systems ("MOCCA", "we", "us", "our"), is committed to protecting the privacy of individuals who interact with our website and services. This Privacy Policy explains how MOCCA collects, uses, stores, and discloses personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
By using our website or submitting an enquiry, you consent to the collection and handling of your personal information as described in this policy.
2. What personal information we collect
We may collect the following categories of personal information:
- Contact information: name, email address, phone number, business name and address
- Enquiry information: details you provide through our contact or enquiry forms, including descriptions of your business, services, and communication challenges
- Newsletter subscription information: name and email address, and optionally your business name, if you sign up to our newsletter
- Technical information: IP address, browser type, pages visited, and time spent on our website (collected via standard web analytics)
- Correspondence: records of emails, messages, or other communications between you and MOCCA Systems
We do not collect sensitive information (as defined under the Privacy Act) through our website. Any sensitive information shared in the course of a professional engagement is handled under the terms of a separate services agreement. Please do not include health information or other sensitive information about yourself or any other person in our website enquiry or newsletter sign-up forms.
3. How we collect personal information
We collect personal information directly from you when you:
- Submit an enquiry through our website contact form
- Sign up to our newsletter, or subscribe to our paid newsletter tier
- Email us directly at hello@moccasystems.com.au
- Engage with us through social media or professional networks
- Enter into a service agreement with us
We may also collect information from publicly available sources (such as business websites or professional directories) when researching prospective clients.
4. How we use your personal information
We use personal information for the following purposes:
- To respond to your enquiry and communicate with you about our services
- To send newsletter content you have signed up to receive
- To prepare proposals, quotes, or service agreements
- To deliver services under an agreed contract
- To comply with our legal and regulatory obligations
- To improve our website and services
We do not use your personal information for direct marketing without your consent. We do not sell, rent, or trade personal information to third parties.
5. Disclosure of personal information
We may disclose personal information to:
- Subcontractors or professional advisors engaged by MOCCA Systems to assist with service delivery, who are bound by confidentiality obligations
- Service providers who help us operate our website and communications, including our newsletter and payment providers (see section 7 below)
- Legal, financial, or regulatory authorities where required by law
- Parties involved in the sale or transfer of our business, subject to confidentiality obligations
Our analytics and advertising providers (see section 11) process website usage data on MOCCA Systems' behalf, to measure and improve our website and our advertising. MOCCA Systems does not sell personal information.
6. Storage and security
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, and disclosure. These steps include:
- Secure email and communication practices
- Password-protected file storage
- Limiting access to personal information to those who need it to perform their role
- Secure disposal of personal information when it is no longer required
While we take reasonable precautions, no data transmission over the internet can be guaranteed to be completely secure. By submitting information via our website or email, you accept the inherent risks of electronic communication.
7. Newsletter and subscription services
Our free newsletter signup is processed by Mailchimp (The Rocket Science Group LLC), and our paid newsletter subscription is processed by Stripe, Inc. When you sign up to either, your name and email address (and business name, if provided) are stored and processed by these providers on our behalf, in order to send you the content or manage your subscription and payment.
Mailchimp and Stripe are based in the United States and may store or process your information on servers located outside Australia. Each provider maintains its own privacy and security practices, and by signing up you consent to your information being handled by these providers under their respective privacy policies, in addition to this policy.
You can unsubscribe from the free newsletter at any time using the link in any email we send, or by contacting us directly. Paid subscriptions can be managed or cancelled through Stripe's subscriber tools or by contacting us.
8. Retention of personal information
We retain personal information for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting obligations. Enquiry information from prospective clients who do not proceed to engagement is generally retained for up to 12 months. Information relating to active or completed client engagements is retained for a minimum of 7 years in accordance with Australian tax and business record obligations. Newsletter subscriber information is retained for as long as you remain subscribed, and for a reasonable period afterwards in accordance with our providers' standard practices.
9. Access and correction
You have the right to request access to the personal information MOCCA Systems holds about you, and to request correction of any information that is inaccurate, incomplete, or out of date. To make such a request, please contact us at hello@moccasystems.com.au. We will respond to access and correction requests within 30 days. In some circumstances, we may be unable to provide access (for example, where doing so would affect the privacy of another individual or where legal privilege applies), in which case we will explain our reasons in writing.
10. Complaints
If you believe we have not handled your personal information in accordance with this policy or the Australian Privacy Principles, you may contact us in writing at hello@moccasystems.com.au. We will investigate your complaint and respond within 30 days. If you are not satisfied with our response, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.
11. Website analytics, advertising and cookies
For visitors browsing from Australia, non-essential cookies are switched on by default when you first arrive, and stay on unless you choose to decline them through the cookie notice. We consider this consistent with the Australian Privacy Principles, given the notice, the ability to decline at any time, and the limited, business-focused nature of the data collected. Visitors browsing from outside Australia start with non-essential cookies switched off, and these are only turned on if you actively accept them. Either way, you can change your choice at any time using the cookie notice or the "Cookie settings" link in our website footer.
Our website uses the following third-party tools, which place cookies or similar technologies on your device:
- Google Analytics 4 (Google LLC): collects information about pages visited, device and browser type, approximate location, and how you arrived at our website, to help us understand and improve how the site is used.
- Google Ads (Google LLC): measures clicks and conversions from our advertising, and may be used for remarketing, showing our ads to people who have previously visited our website, where enabled.
- Microsoft Clarity (Microsoft Corporation): records sessions and generates heatmaps of clicks, scrolls, and other interactions on our website, to help us understand how the site is used. Form field inputs are masked and are not captured by Clarity.
- Zoom Scheduler (Zoom Video Communications, Inc.): if you book a call through our website, the booking details you enter, such as your name, email address, and preferred time, are collected and processed by Zoom to schedule and manage that booking.
These providers may store or process your information on servers located outside Australia, including in the United States. Each provider maintains its own privacy and security practices. The overseas handling of newsletter and payment information by Mailchimp and Stripe is set out in section 7.
You can opt out of non-essential cookies in the following ways:
- Using the cookie notice shown when you first visit our website, or the "Cookie settings" link in our website footer, to decline or change your preference at any time
- Adjusting your browser settings to block or delete cookies
- Visiting Google's Ad Settings (adssettings.google.com) to manage how Google uses your data for advertising
- Installing the Google Analytics Opt-out Browser Add-on
Declining non-essential cookies may affect the functionality of some website features, but will not prevent you from browsing our website or submitting an enquiry.
12. Third-party links
Our website may contain links to third-party websites. MOCCA Systems is not responsible for the privacy practices of those websites and encourages you to review the privacy policies of any third-party site you visit.
13. Changes to this policy
We may update this Privacy Policy from time to time. The most current version will always be available on our website. Continued use of our website or services following any changes constitutes your acceptance of the updated policy. We encourage you to review this policy periodically.
14. Contact us
For any privacy-related enquiries, please contact:
MOCCA Systems
Email: hello@moccasystems.com.au
ABN: 41 699 126 826
Queensland, Australia
