This Privacy Policy explains how 5FOLD LIMITED handles personal information through OLLO / AskOllo. It is designed to align with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) to the extent they apply, and we use those principles as our baseline privacy standard.
We collect only information reasonably needed to operate AskOllo, verify organisations, provide accounts and paid services, process jobs/events/enquiries, communicate with users, secure the platform and meet legal obligations. Charity certificate AI review assists a human reviewer and does not automatically approve an application.
Who this policy applies to
This policy applies to personal information collected through askollo.com.au and plugin-managed AskOllo pages, accounts, forms, organisation applications, listings, jobs, events, reviews, newsletters, support requests and paid services.
For the purposes of this policy, “personal information” has the meaning given by applicable Australian privacy law: information or an opinion about an identified individual, or an individual who is reasonably identifiable.
Information we collect and hold
- Account and contact data: name, email, phone number, login/account identifiers, preferences and account status.
- Organisation data: legal and trading names, ABN, ACN or registration details, role/authority, website and social links, addresses, service areas, category, description, opening hours and business contact information.
- Verification material: ABN lookup results, charity/not-for-profit certificates, supporting documents, verification outcomes and reviewer notes.
- User and community content: reviews, ratings, photos, comments, saved items, reports, event or job submissions and other content you choose to provide.
- Job and event information: application or registration details where the relevant feature collects them, including contact information and files you choose to submit.
- Billing information: plan, subscription status, payment transaction/reference data, invoice details and Stripe customer/subscription identifiers. AskOllo does not store full payment card numbers.
- Technical and usage data: IP address or a protected/hash representation where used, device/browser information, security logs, timestamps, page interactions, referrers, search activity, ad impressions/clicks and cookie or local-storage identifiers.
- Communications: support messages, complaints, newsletter consent records, preferences and records of important account or service communications.
Sensitive information and unnecessary data
We do not intentionally seek sensitive information about individuals unless it is reasonably necessary for a legitimate function and collection is permitted by law, including where consent is required. An organisation’s public classification as a church, religious organisation, charity or community group is not automatically treated as an individual’s personal belief or sensitive information.
Please do not upload health information, government identifiers, criminal history, financial account details or other sensitive third-party information unless a specific AskOllo process requires it and you are authorised to provide it.
How we collect information
We usually collect information directly from you when you register, apply, submit content, contact us, subscribe, purchase a plan or use the platform. We may also receive information from an organisation you represent, other users, public registers, publicly available sources, service providers and technical tools used to operate AskOllo.
Where practical, you may browse public information without identifying yourself. Some services cannot reasonably operate anonymously because account, payment, verification, application, moderation or security processes require identity or contact information.
Why we collect, use and disclose information
- Create, authenticate, secure and support user and business accounts.
- Review and verify organisation applications, claims and listing ownership or authority.
- Publish and manage directory listings, reviews, jobs, events, community content and advertising.
- Process subscriptions, billing, invoices, cancellations, refunds and payment support.
- Deliver enquiries, account notifications, service messages and consented marketing communications.
- Personalise search, saved items and local discovery features.
- Measure service performance, detect abuse, prevent fraud, investigate incidents and maintain audit records.
- Comply with laws, court/tribunal orders, regulatory requirements and legitimate dispute or complaint handling.
- Develop, test and improve AskOllo using aggregated, de-identified or appropriately protected information where reasonably practicable.
Organisation verification and public registers
AskOllo may use the Australian Business Register or other official/public sources to check an ABN, legal entity name, status or related registration details. Information returned from a public register may be stored with the application so reviewers can understand the basis of the verification decision.
Verification certificates and supporting documents are review records and are not intended to be published as part of the public listing unless you separately provide that material for publication or disclosure is authorised or required by law.
We may also compare information you provide against publicly available organisation information where reasonably necessary to prevent impersonation, fraud or misleading listings.
AI-assisted certificate review
For registered charities and not-for-profit applications, AskOllo may use a configured AI service to help read an uploaded certificate and extract the entity name, ABN and certificate type. The extracted data is compared with the submitted application and shown to an authorised reviewer.
The AI check is not an automated approval decision. It is an administrative review aid. A human reviewer remains responsible for the approval or rejection of the organisation application.
Where the AI service is enabled, only information reasonably necessary for that review should be sent to the provider. We aim to avoid using certificate material to train public AI models where provider settings and contractual controls allow. If we later introduce automated decisions that significantly affect an individual’s rights or interests, we will update this policy and comply with applicable disclosure obligations before using that process.
Payments and Stripe
Paid AskOllo plans use Stripe-hosted payment services. Stripe receives the payment details needed to process the transaction. AskOllo receives transaction, customer and subscription references and billing status but is not designed to receive or store full card numbers.
Stripe handles personal information under its own privacy terms. We use billing data to provide entitlements, reconcile payments, manage cancellations/refunds and meet accounting or legal obligations.
Email, newsletters and direct marketing
We may send service messages that are reasonably necessary to operate your account, such as verification, security, billing, moderation or transactional notices. These are not treated as optional marketing where they are necessary to provide the service.
Marketing and newsletter messages are sent in accordance with applicable law, including the Spam Act 2003 (Cth). Where consent is required, we seek it before sending marketing. Marketing messages identify the sender and provide an unsubscribe method. You can unsubscribe from marketing without closing your account.
Cookies, analytics and online tracking
AskOllo uses cookies, local storage and similar technologies for login, security, preferences, forms, analytics and platform operation. Where enabled, analytics or advertising measurement may collect device, page, referral and interaction information.
We aim to minimise the personal information disclosed through third-party analytics or tracking tools and to avoid including sensitive form contents in tracking parameters. See the Cookie Policy for more detail and available choices.
Who we may disclose information to
- Technology, hosting, security, backup and infrastructure providers used to operate AskOllo.
- Stripe and other payment/accounting providers involved in billing and payment support.
- Email, communications, analytics and support providers used for authorised platform functions.
- AI or document-processing providers used for configured organisation verification workflows.
- Businesses, employers, event organisers or organisations when you intentionally submit an enquiry, application or registration to them.
- Professional advisers, insurers, auditors, regulators, law enforcement or courts where disclosure is authorised or required by law or reasonably necessary to protect legal rights.
- A successor or transaction counterparty in connection with a genuine restructure, merger or transfer, subject to appropriate confidentiality and legal safeguards.
We do not sell personal information to data brokers or advertisers. Advertisers do not receive access to your private AskOllo account data merely because their advertising appears on the platform.
Overseas processing and cross-border disclosure
Some cloud, payment, analytics, email or AI providers may process or store information outside Australia. Depending on provider configuration, overseas recipients may be located in the United States and other jurisdictions where those providers operate.
Where the Privacy Act requires it, we take reasonable steps before cross-border disclosure to assess and manage privacy risk, subject to applicable exceptions. Provider locations can change, so contact us if you need current information about a particular service relevant to your data.
Security
We take reasonable steps appropriate to the nature of the information to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure. Measures may include access controls, authenticated administration, encryption or protected transport, logging, backups, software updates, role separation and provider security controls.
No internet service can guarantee absolute security. You are responsible for protecting your own credentials and notifying us promptly if you suspect unauthorised account access.
Data breaches
We maintain processes to assess suspected data breaches. Where the Notifiable Data Breaches scheme or another law applies, we will assess suspected eligible breaches and notify affected individuals and the Office of the Australian Information Commissioner when required.
Retention, deletion and de-identification
We retain information for as long as reasonably necessary for the purpose for which it was collected, active account or subscription administration, fraud/security controls, legal obligations, accounting, dispute handling and legitimate audit requirements.
When information is no longer reasonably required and no law or legitimate requirement requires retention, we take reasonable steps to delete or de-identify it. Deletion from active systems may not immediately remove information from secure backup cycles, immutable audit records or records required by law.
Access and correction
You may request access to personal information we hold about you and ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. We may need to verify your identity and may refuse or limit a request where permitted by law, in which case we will explain the reason where legally required.
Business listing information can also be updated through available dashboard tools, subject to moderation and verification where relevant.
Privacy complaints
If you believe AskOllo has mishandled personal information, contact us through the Contact Us page and identify the issue as a privacy complaint. We will acknowledge and investigate the complaint and aim to provide a substantive response within a reasonable period.
If you are not satisfied with our response and the Privacy Act applies, you may be able to complain to the Office of the Australian Information Commissioner (OAIC).
Children and young people
AskOllo is not designed to knowingly collect unnecessary personal information from children. Users under 16 should use account features with the involvement of a parent or legal guardian. We may remove or restrict an account where we reasonably believe appropriate consent or authority is missing.
Changes to this Privacy Policy
We review this policy when our information handling practices, service providers, technology or legal obligations materially change. The effective date will be updated when a revised policy is published. Where a change materially affects how existing account information is handled, we will take reasonable steps to notify affected users before or when the change takes effect.