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We have created our privacy policy (Policy) to ensure that we communicate to You, in the clearest way possible, how we treat personal information. We encourage You to read this Policy carefully. It will help You make informed decisions about sharing Your personal information with us.

The defined terms in this Policy have the same meaning as in our Terms of Use, which You should read together with this Policy. By accessing our Website and using our Service, You consent to the terms of this Policy and agree to be bound by it and our Terms of Use.

ChilliDB will allow you to capture Data about people, organisations and the services you offer them and your interactions with the. That Data can include personal information. “Personal information” is information about an identifiable individual, and may include information such as the individual’s name, email address, telephone number, gender and qualifications.

Polymorphic Solitions may collect personal information directly from You when You:

  • Subscribe to the Service,

  • use the Service,

  • Lodge requests on the ChilliDB Helpdesk,

  • contact the ChilliDB support team, and

  • visit our Website.

You can always choose not to provide Your personal information to Polymorphic Solutions, but it may mean that we are unable to provide You with the Service.

If You capture personal information about someone else in ChilliDB, You must ensure that You are authorised to store that information in ChilliDB and that, without Polymorphic Solutions taking any further steps required by applicable data protection or privacy laws, Polymorphic Solutions can store such information for the purposes described in this Policy.

Where requested to do so by Polymorphic Solutions, You must also assist Polymorphic Solutions with any requests by the individual to access or update the personal information You have collected from them and entered into the Service.

Opting out of any email communications

Polymorphic Solutions sends invoices and product information to You via email. Our emails contain an unsubscribe link which can be used to be removed from the mailing list which can be used at anytime.

Your personal information is collected, held and used for limited purposes

Polymorphic Solutions collects Your personal information so that we can provide You with the Service and any related services You may request. In doing so, Polymorphic Solutions may use the personal information we have collected from You for purposes related to the Services including to:

  • verify Your identity,

  • comply with laws and regulations in applicable jurisdictions, and

  • notify You of new or changed services offered in relation to the Service,

  • administer the Service,

  • assist with the resolution of technical support issues or other issues relating to the Service,

  • communicate with You.

By using the Service, You consent to Your personal information being collected, held and used in this way and for any other use You authorise. Polymorphic Solutions will only use Your personal information for the purposes described in this Policy or with Your express permission.

It is Your responsibility to keep Your password to the Service safe. Password ageing, complexity, etc can all be defined in the administration pages. If You become aware of any misuse of Your password, You should immediately change your password within the Service or lodge a ticket in the ChilliDB Helpdesk.

Aggregation of Your non-personally identifiable data

By using the Service, You agree that Polymorphic Solutions can access, aggregate and use non-personally identifiable data Polymorphic Solutions has collected from You. This data will in no way identify You or any other individual.

Polymorphic Solutions may use this aggregated non-personally identifiable data to:

  • assist us to better understand how our customers are using the Service,

  • enhance small business productivity, including by creating useful business insights from that aggregated data and allowing You to benchmark Your business’ performance against that aggregated data, and

  • provide our customers with further information regarding the uses and benefits of the Service,

  • otherwise to improve the Service.

Polymorphic Solutions holds your personal information on internal servers located in Australia

Your information is stored on our servers locked in a secure data centre in Brisbane which is monitored 24 hrs, 7 days per week. All server management is done using authorized internal staff with no activities outsourced or sub contracted. 

ChilliDB uses cookies

In providing the Service, ChilliDB utilises "cookies". A cookie is a small text file that is stored on Your computer for record-keeping purposes. A cookie does not identify You personally or contain any other information about You but it does identify Your computer.You can set your browser to notify You when You receive a cookie so that You will have an opportunity to either accept or reject it in each instance. However, You should note that refusing cookies may have a negative impact on the functionality and usability of the Website.

Disclosure of Your Personal Information in limited circumstances

Polymorphic Solutions will only disclose the personal information You have provided to us to third party entities if it is necessary and appropriate to facilitate the purpose for which Your personal information was collected pursuant to this Policy, including the provision of the Service. Polymorphic Solutions will not otherwise disclose Your personal information to a third party unless You have provided Your express consent. However, You should be aware that Polymorphic Solutions may be required to disclose Your personal information without Your consent in order to comply with any court orders, subpoenas, or other legal process or investigation including by tax authorities, if such disclosure is required by law. Where possible and appropriate, we will notify You if we are required by law to disclose Your personal information.

Requesting access to Your personal information

It is Your responsibility to ensure that the personal information You provide to us is accurate, complete and up-to-date. You may request access to the information we hold about You, or request that we update or correct any personal information we hold about You, by setting out Your request in writing and sending it to us at

Polymorphic Solutions will process Your request as soon as reasonably practicable, provided we are not otherwise prevented from doing so on legal grounds. If we are unable to meet Your request, we will let you know why. For example, it may be necessary for us to deny Your request if it would have an unreasonable impact on the privacy or affairs of other individuals, or if it is not reasonable and practicable for us to process Your request in the manner You have requested. In some circumstances, it may be necessary for us to seek to arrange access to Your personal information through a mutually agreed intermediary (for example, the Subscriber).

We’ll only keep Your personal information for as long as we require it for the purposes of providing You with the Service. However, we may also be required to keep some of Your personal information for specified periods of time, for example under certain laws relating to corporations, money laundering, and financial reporting legislation.

Protecting your personal information

Polymorphic Solutions is committed to protecting the security of Your personal information and we take all reasonable precautions to protect it from unauthorised access, modification or disclosure. Your personal information is stored on secure servers that have SSL Certificates issued by leading certificate authorities Digicert, and all Data transferred between You and the Service is encrypted. You can find out more about our security arrangements and our data protection measures on our security page.

However, the Internet is not in itself a secure environment and we cannot give an absolute assurance that Your information will be secure at all times. Transmission of personal information over the Internet is at Your own risk and You should only enter, or instruct the entering of, personal information to the Service within a secure environment. We will advise You at the first reasonable opportunity upon discovering or being advised of a security breach where Your personal information is lost, stolen, accessed, used, disclosed, copied, modified, or disposed of by any unauthorised persons or in any unauthorised manner.

Polymorphic Solutions has a privacy complaints process

If You wish to complain about how we have handled Your personal information, please provide our Privacy Officer with full details of Your complaint and any supporting documentation:

  • by e-mail at or

  • by letter to The Privacy Officer, Polymorphic Solutions, PO Box 10077, Adelaide St, Brisbane, QLD, 4000

Our Privacy Officer will endeavour to:

  • provide an initial response to Your query or complaint within 10 business days, and

  • investigate and attempt to resolve Your query or complaint within 30 business days or such longer period as is necessary and notified to you by our Privacy Officer.

You are responsible for transfer of Your data to third-party applications

The Service may allow You, the Subscriber, or another Invited User within the relevant subscription to the Service to transfer Data, including Your personal information, electronically to and from third-party applications. Polymorphic Solutions has no control over, and takes no responsibility for, the privacy practices or content of these applications. You are responsible for checking the privacy policy of any such applications so that You can be informed of how they will handle personal information.

Policy updates may occur from time to time

Polymorphic Solutions reserves the right to change this Policy at any time, and any amended Policy is effective upon posting to this Website. Polymorphic Solutions will make every effort to communicate any significant changes to You via email or notification via the Service. Your continued use of the Service will be deemed acceptance of any amended Policy.

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