Privacy Notice

Last updated: 2 June 2026

This Notice explains how Hexicor Pty Ltd ("Hexicor", "we", "us") handles personal information collected through the proposal portal at proposals.hexicor.com.au. It is given under the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

Information we collect

When you open the link we send you, view a proposal, and choose to sign or decline it, we record:

• The name and email address you enter on the signing form;
• Your IP address and browser identifier (user agent string), captured automatically by our hosting platform;
• Timestamps for when you first opened the proposal, how many times you opened it, and when you signed or declined it;
• If you draw a signature, an image of that signature;
• If you decline, any reason you choose to provide.

Beyond the items above, the only data stored automatically is a short-lived access token kept in your browser's session storage, so you can refresh the page without re-clicking the email link; it is cleared when you close the browser tab. We do not use advertising cookies.

Analytics — only with your consent

The first time you open the portal we ask whether you agree to website analytics. We use them only if you select “Allow”:

• We use Microsoft Clarity to understand how this page is used — for example, which sections are read and where visitors encounter difficulty — so that we can improve it.
• Clarity records an anonymised playback of your visit (cursor movement, clicks, and scrolling) and aggregate heatmaps. Form fields — including your name, email address, and signature — are masked and are not captured.
• If you allow analytics, Clarity sets two first-party analytics cookies (_clck and _clsk) and the usage data is processed by Microsoft as the operator of the Clarity service. It is not used for advertising.

If you select “Decline”, no analytics cookies are set and no usage data is collected. You can withdraw your consent at any time by clearing this site's data in your browser, which makes us ask again.

How we use it

We use the information solely to:

• Evidence your acceptance (or decline) of the proposal under the Electronic Transactions Act 1999 (Cth);
• Confirm that the proposal you signed is the same version we sent you (an integrity hash of the document is stored alongside your acceptance);
• Fulfil the engagement you have agreed to, and contact you about it.

We do not sell or rent your information, and we do not share it with third parties for marketing.

Who we share it with

Acceptance records are stored in Hexicor's Microsoft Dynamics 365 environment, hosted by Microsoft in the Australia East region. Microsoft acts as our data processor under its own contractual data-protection commitments. If you consent to analytics, anonymised usage data is also processed by Microsoft through its Clarity service. We may also disclose information to our professional advisers (for example, legal counsel) or to regulators or law-enforcement bodies where required or permitted by law.

Storage and retention

Acceptance records are stored in Australia and retained for the period required to evidence the engagement and to meet Australian record-keeping obligations — typically seven years from the date of acceptance. After that period, records are deleted or de-identified unless we are required to keep them longer.

Your rights

You may request access to, correction of, or deletion of personal information we hold about you, subject to our legal and regulatory obligations to retain records of signed proposals. We will respond within a reasonable period and will not charge for reasonable requests. If you are unhappy with how we have handled your information, you may complain to the Office of the Australian Information Commissioner (oaic.gov.au).

Changes to this Notice

We may update this Notice from time to time. The current version is always at this URL; the "last updated" date above indicates when it was last revised. Material changes will be highlighted on the signing page.

Contact

Privacy queries: privacy@hexicor.com.au
Postal: Hexicor Pty Ltd, 3/42 Cavendish Road, Brisbane QLD 4151