1. Introduction

Wolfe Systems Group Pty Ltd, including its brands and subsidiaries (“Wolfe Systems”, “we”, “our” or “us”), is committed to protecting the privacy of personal information we collect in the course of delivering our services, operating our websites (including tonerprint.com.au), and supporting our customers. 

This Privacy Policy outlines how we collect, use, store, and disclose personal information in compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. Scope and Application

This Policy applies to all Wolfe Systems services and interactions, including, but not limited to: 

• Managed IT, Cloud, Security, Communications, and Print services 

• Procurement and Project engagements 

• eCommerce transactions via TonerPrint 

• Customer service, support, onboarding, and monitoring activities 

• Website interactions and marketing communications 

From time to time, Wolfe may envelope new offerings, services, products and affiliated partnerships which will become governed by this Privacy Policy.

3. What Personal Information We Collect

The types of personal information we collect include, but are not limited to: 

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

• Physical and postal addresses for billing and delivery 

• Login credentials and account access details (where authorised) 

• Device details, usage data, system logs, and support case information 

• Content from job applications, website forms, or marketing preferences 

• Payment and order history details (e.g. via our eCommerce platforms). 

Wolfe endeavours to only collect personal information where it is pertinent to providing a service, solution or in order to allow Wolfe and its staff to better service its customers.

4. How We Collect Information

We may collect personal information through: 

• Direct communication (email, phone, forms, live chat) 

• Order placement, quote acceptance, or service onboarding 

• Support ticket lodgement and remote monitoring agents 

• Website analytics, cookies, and tracking tools 

• Temporary access to customer systems during migrations or projects 

Personal Information may be collected through both temporary and permanent activities and may be a core implementation of a product or service without explicit notice.

5. Use of Information

We use collected information to: 

• Provide, operate, and improve our services and products 

• Process orders, payments, and transactions 

• Deliver technical support, monitoring, and customer success activities 

• Contact customers for operational and billing matters 

• Send marketing communications (with opt-out options) 

• Meet legal and regulatory obligations 

Information collected may be used to determine operational or strategic measures with an aim to enhance customer experience and success.

6. Data Storage and Access

Personal data is stored securely using platforms such as Microsoft 365, SharePoint, Shopify, and our PSA software. Access is restricted to Wolfe Systems personnel or contractors with relevant authorisation. 

Our offshore employees may access customer environments and data when required to deliver services. All access is role-based, logged, and subject to security controls and no information is permanently stored offshore. Employees access data remotely within the respective platforms.

7. Disclosure to Third Parties

We use third-party service providers to support operations (e.g. cloud hosting, analytics, payment gateways, software vendors). These providers may access customer data where necessary for support, platform maintenance, or integration purposes. 

We will not sell, rent, or trade your personal information to others.

8. Security and Data Retention

We implement administrative, technical, and physical safeguards to protect information from unauthorised access, misuse, or disclosure. Wolfe Systems maintains internal security and governance documentation to enforce data handling, retention, and deletion standards. 

Customer data accessed temporarily (e.g. for migration) is securely deleted once no longer needed. 

Personal information may be retained for a minimum of seven (7) years in accordance with legal and regulatory obligations, including under applicable statutes of limitation. Wolfe Systems may also retain information longer where required for operational purposes, legal compliance, dispute resolution, or to support historical business records.

9. Cookies and Web Tracking

Our websites may use cookies and analytics tools (e.g. Google Analytics, Facebook Pixel, Shopify analytics) to track user activity and improve user experience. 

We currently do not require explicit cookie consent in accordance with Australian regulations, but may introduce consent mechanisms in future.

10. Direct Marketing and Opt-Out

We may send marketing emails or messages to existing customers. You can opt out at any time using the unsubscribe links provided. 

Operational or billing communications cannot be opted out of, as they are required for service continuity.

11. Access, Correction, and Complaints

You may request access to your personal information, request corrections, or lodge a complaint about a privacy breach by contacting us: 

Privacy Officer 
Wolfe Systems Group Pty Ltd 
Email: privacy@wolfesystems.com.au 
Phone: 1300 958 923 

We will investigate and respond to all complaints in accordance with the Privacy Act.

12. Updates to this Policy

We may update this Privacy Policy from time to time. The most recent version will be published on our website. Continued use of our services constitutes acceptance of the revised terms.

13. Questions and Contact

For any questions about this Privacy Policy, please contact us using the details above.