Privacy Policy

Version: 1.2
Last Updated: 15 January 2025

This Privacy Policy outlines our dedication to safeguarding your privacy and the way we handle your personal information collected through our website coinbyte.com.au, mobile apps, email, or any information you provide directly to us. By submitting your personal information, you confirm that you have had an adequate opportunity to review this Privacy Policy and that you understand and agree to its terms.

1. What information do we collect and how we use it

1.1 We may collect personal information directly from you or from third parties.

1.2 We may collect such information when you: a. Register on our website or app; b. Communicate with us through correspondence, chats, emails, or share information with us from other social platforms, services, or websites; c. Interact with our sites, services, content, and advertisements.

1.3 Additionally, when you apply for a job or position with us, we may collect certain personal details (such as your name, contact information, work history, and relevant background checks) from recruitment consultants, former employers, or other sources who can provide information that helps us assess your suitability for a job offer or contract. This Privacy Policy does not apply to the management of employee records for current or former employees, as these are exempt from the Privacy Act.

When using CoinByte, you may provide us with the following personal information, which we may collect and use in accordance with this Privacy Policy and for the purposes outlined:

Type of Data	Kinds of information might be involved	Why we collect and how we use it
Identity Data	Your name, date of birth Australian or New Zealand Government related identifiers and identity documents Foreign government identifiers and identity documents	To set up your account and enable you to use the Services To maintain comprehensive and accurate records To comply with our anti-money laundering and know your customer (KYC) obligations
Contact Data	This may include: address, email address, phone number, and date of birth.	To create and manage your account For marketing and service updates To contact you with issues or queries To provide support and notifications regarding Terms, Policies, or platform changes
Financial Data	Employment, income, assets, liabilities, sources of funds Bank or government statements for verification	Process payments and transactions Manage service fees Recover outstanding amounts
Profile Data	Deposits, withdrawals, wallet addresses, and transaction history	Operate and improve our services Develop new features and analytics
Behavioural Data	Login failure, IP patterns, session anomalies Call recordings and user feedback logs	Identify issues, bugs, or attacks Improve services and user experience Investigate complaints and feedback
Biometric Data	Fingerprints, facial recognition data, voiceprints, or other biometric identifiers used for identity verification	To comply with KYC and AML/CTF obligations Enhance account security and fraud prevention Prevent identity theft and unauthorized access
Political Exposure Data	Information regarding political exposure (e.g., whether you are or have been a politically exposed person, or related to one)	To comply with AML/CTF regulatory requirements Assess risk and strengthen due diligence checks

1.4 If you choose not to provide us with your personal information, you are not obligated to do so; however, this may affect your ability to use our products and services. We reserve the right to update this Privacy Policy at any time. Any changes will take effect as soon as the revised policy is posted. If there are significant changes that may affect you, we may notify you via email or other means to ensure you are informed

2. Protecting Your Personal Information

2.1 We are committed to maintaining the relevance, reliability, accuracy, completeness, and timeliness of the personal information we hold. Our goal is to protect its privacy and security.

2.2 We only retain personal information for as long as it is reasonably necessary to fulfill the purpose for which it was collected or to comply with applicable legal or ethical requirements, such as reporting or document retention.

2.3 We store the personal information we collect in highly secure data centres operated by a third-party provider.

2.4 We manage access to your information with strong security protocols, including identity and access management, permissions, and security credentials. Only CoinByte employees who need access to personal information for customer support purposes are granted access. Access is protected with multi-factor authentication, and it is revoked when no longer needed.

2.5 In addition to multi-factor authentication and access controls, we apply encryption of data both at rest and in transit, regular penetration testing and vulnerability assessments, and continuous monitoring of access logs.

3. Disclosure of Personal Information

3.1 When using our Services, we may need to share your personal information with the following types of third parties:

a. Our employees and affiliated companies. b. Third-party suppliers and service providers, including those involved in the operation of our websites or in providing products and services to you. c. Banks and financial institutions. d. Providers of fraud prevention and identity verification services. e. Professional advisers, brokers, and agents. f. Operators of payment systems (e.g., merchants processing card payments). g. Our current or potential agents, business partners, or collaborators. h. Sponsors or promoters of any competitions we organize through our services. i. Parties to whom our assets or businesses (or parts thereof) may be transferred. j. Specific third parties you have authorized to receive information held by us. k. Other entities, including government bodies, regulatory authorities, law enforcement agencies, or as required, authorized, or permitted by law.

3.2 Sometimes, we may send your information overseas, including to: a. service providers or third parties who store data or operate outside Australia (for example, we may use cloud storage to store the personal information we hold about you. The cloud storage and the IT servers may be located outside Australia); b. complete international transactions, such as currency exchanges; c. organizations we partner with to provide products and services; and d. comply with laws and help government or law enforcement agencies.

If we do this, we make sure there are appropriate privacy, data handling and security arrangements in place to protect your information. We enter into contractual arrangements to safeguard your information, consistent with international standards such as the GDPR.

3.3 Any cross-border disclosure of personal information is managed in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

4. Direct Marketing

From time to time, we may use your contact details to send you offers, service updates, newsletters, announcements, promotions, or other information about our products, features, or services that we believe may be of interest or benefit to you.

We may also provide you with regular email updates regarding platform changes, security alerts, or relevant market activity.

You will always have the option to choose not to receive these types of communications. You can unsubscribe at any time by by notifying us that you wish to do so.

5. Accessing or correcting your personal information

5.1 Accessing Your Personal Information: Upon receiving your written request and sufficient information to identify the data, we will disclose to you the personal information we hold about you.

5.2 Correcting, Amending, or Deleting Personal Information: If we agree that any personal information we hold is inaccurate, irrelevant, outdated, or incomplete, we will correct, amend, or delete it. Additionally, you can update or delete certain personal information directly on our platform by logging into your CoinByte account and navigating to the settings section.

5.3 Retaining Historical Information: In some instances, to maintain the security and integrity of our platform, we may need to retain certain historical personal information that you have previously provided. If you deactivate your CoinByte account, we will mark it as "Deactivated" in our database, but retain your account information for a period of 7 years. This retention is essential to prevent fraud, ensuring that individuals attempting fraudulent activities cannot evade detection by simply closing their account and opening a new one.

5.4 Accessing or Correcting Information via Support: You can also request access to or correction of your personal information by submitting a support request through CoinByte's website.

5.5 No Charges for Access or Correction Requests: We do not charge you for submitting a request to access your personal information or for fulfilling a correction request.

5.6 Refusal of Access or Correction Requests: In some rare cases, we may need to refuse access to your personal information or decline a correction request. If this occurs, we will notify you as soon as possible, providing the reasons for the refusal.

6. Cookies

6.1 We may also use "cookies" or other similar tracking technologies on our website to monitor your usage and remember your preferences. Cookies are small files stored on your computer, TV, mobile phone, or other devices. They allow the entity that placed the cookie on your device to recognize you across different websites, services, devices, and browsing sessions. While you can disable cookies through your internet browser settings, please note that doing so may affect the functionality of our website and prevent it from working as intended.

6.2 In some cases, we may use cookies to collect data that could include personal information. For instance, if a cookie is associated with your account, the information gathered will be treated as personal information under the Privacy Act. Any personal information collected via cookies will be handled in the same way as all other personal information, as outlined in this Privacy Policy.

7. Links

Our website may include links to third-party websites and apps. Please be aware that this Privacy Policy does not apply to those external sites or apps. We are not responsible for the privacy practices or policies of any third-party websites or apps. Before providing any personal information to those sites, we recommend reviewing their respective privacy policies.

8. Updates to this Privacy Policy

We may update this Privacy Policy from time to time. Material changes will take effect no earlier than 14 days after notification to users, except where immediate updates are required for compliance with laws or to protect security. Updated versions will be posted on our website with a new “Last Updated” date.

9. Associated Policies

This Privacy Policy should be read in conjunction with our associated compliance policies, including our AML/CTF Program & KYC Policy, Terms of Service, Law Enforcement Request, and Risk Disclosure Statement. These documents provide additional details on our regulatory obligations, customer verification processes, and how we handle complaints.

10. Making a Complaint

If you believe we have violated the Privacy Act, or if you wish to file a complaint about how we have handled your personal information, you can reach out to us using the contact details provided in our platform. Please include your name, email address, and/or phone number, along with a clear description of your complaint. We will acknowledge receipt of your complaint and provide a response within a reasonable timeframe. If you are not satisfied with the resolution of your complaint, we will inform you of the additional steps you can take.

11. Contact us

You can make requests to access or correct your personal information by contacting our Privacy Officer at [email protected] or inform us via Our Support Center.