Privacy Policy

Squirrelhog Pty Ltd (the company that builds Onestop CPE) values and respects the privacy of the people we deal with. We are committed to protecting your privacy and complying with the Privacy Act 1988 (Cth) and other applicable privacy laws and regulations.

This Privacy Policy describes how we collect, hold, use and disclose your personal information, and how we maintain its quality and security.

What is personal information?

"Personal information" means any information or opinion, whether true or not, about an identified individual or an individual who is reasonably identifiable. In general terms, this includes information that personally identifies you either directly (for example, your name) or indirectly.

What personal information do we collect?

The personal information we collect about you depends on the nature of your dealings with us and what you choose to share. It may include:

• Name
• Registration date (e.g. TPB registration date)
• Email address
• Phone number
• Personal training records
• Personal evidence of training
• Organisation membership and role information
• Training data shared with organisations
• Compliance tracking preferences

Under certain circumstances we may need to collect sensitive information about you (e.g. health information, criminal record). We will only do so with your consent, where required to prevent serious imminent threat to life or health, or as authorised by law.

You do not have to provide us with your personal information. Where possible we offer the option to interact with us anonymously or via a pseudonym, though some services cannot be provided that way.

How do we collect your personal information?

We collect your personal information directly from you when you:

• interact with us by phone, in person or online;
• register or sign in to the application;
• participate in surveys or questionnaires;
• attend a Squirrelhog event;
• subscribe to our mailing list;
• apply for a position with us;
• provide reviews or feedback on events.

Collecting personal information from third parties

We may also collect personal information from third parties or publicly available sources — for example, social media when used as a sign-in method, so you can re-use an existing account instead of creating a new one.

How do we use your personal information?

• To provide you with the information or services you request;
• To deliver a more personalised experience;
• To improve the quality of our services;
• For internal administrative purposes;
• For marketing and research purposes (with your consent).

Disclosure of personal information to third parties

We may disclose your personal information in circumstances you would reasonably expect, for example to:

• our third-party service providers (e.g. our IT and authentication providers);
• our marketing providers;
• our professional services advisers;
• organisation administrators — where you have joined an organisation and chosen to share your training data with them.

Organisation accounts and data sharing

When you join an organisation on Onestop CPE, you choose which professional role(s) to share with that organisation:

• When you share a role, training records for that role become visible to organisation administrators.
• Organisation owners and admins can view compliance status, training progress and entries for shared roles only.
• Your personal training data remains yours — you control which roles are shared with each organisation.
• If you leave an organisation or remove a shared role, the organisation loses visibility of that training data.

Transfer of personal information overseas

Some third-party service providers we work with are based outside Australia, including in Pakistan and India. Where we disclose personal information overseas we take reasonable steps to ensure data security and appropriate privacy practices are maintained. We only disclose to overseas third parties if:

• you have given us your consent; or
• the disclosure is required or authorised by Australian law or court order.

How do we protect your personal information?

We take reasonable steps to keep personal information confidential and secure, including by:

• physical security of our premises and databases;
• restricting access to personnel who need it to provide services to you;
• technological measures (anti-virus, firewalls, encryption at rest and in transit);
• using a Zero PII architecture so the most sensitive identifiers sit with specialist security infrastructure.

Zero PII architecture

Your email address and login credentials are managed by Clerk, an industry-leading authentication provider. We do not store your email address or password in our application database.

This Zero PII approach means your most sensitive personal identifiers are protected by specialist security infrastructure, separate from your training data and other application information.

Cookies and analytics

Our marketing site uses cookies for essential functionality and (with your consent) Google Analytics 4 plus Meta Pixel for traffic understanding. Tracking cookies only load after you click Accept on our cookie banner. See our Cookie Policy for the full breakdown.

Browser-side controls let you block or delete cookies. The site still works without them.

Direct marketing

We may send you direct marketing communications about our services, opportunities or events if you have requested or consented to receive them, in accordance with the Australian Spam Act 2003 (Cth).

You may opt out of marketing communications at any time using the "unsubscribe" link in any email, by emailing support@onestopcpe.com.au, or by updating your notification preferences in the app. Transactional emails (password resets, billing, security alerts) are not affected by marketing preferences.

Communications about other Squirrelhog products

By using Onestop CPE, you consent to occasional communications about other Squirrelhog products and services, educational content and product updates. Opt out at any time as described above.

Retention of personal information

We will not keep your personal information for longer than we need to. In most cases we retain your personal information for the duration of your relationship with us, unless we are required to retain it to comply with applicable laws (e.g. record-keeping obligations).

How to access and correct your personal information

We will endeavour to keep your personal information accurate, complete and up to date. If you wish to access or correct the personal information we hold about you, contact us and we will usually respond within 5 business days. We may need to verify your identity before processing the request.

Links to third-party sites

Our website may contain links to sites operated by third parties. We are not responsible for their privacy practices — please read their own privacy policies.

Inquiries and complaints

For complaints about how we handle, process or manage your personal information, please contact support@onestopcpe.com.au. We may require proof of identity and full details before we can process your complaint.

Please allow up to 5 business days for a response. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner at oaic.gov.au.

How to contact us

Email: support@onestopcpe.com.au

See also: Cookie Policy · Terms & Conditions