Privacy Policy

What Personal Information We Collect

The personal information we collect depends on how you deal with us. It may include:

• identity and contact details, including your name, business name, role, email address, phone number, delivery and billing addresses, ABN or ACN details, and nominated account contacts;
• customer account information, including customer master records, trading names, store names, delivery locations, account status, credit terms, account notes, customer-specific pricing, product visibility, sales history and account preferences;
• supplier and vendor information, including supplier master records, business registration details, authorised representative details, banking or remittance details, procurement records, product supply information, quality assurance responses, food-safety records, insurance details and compliance documentation;
• portal and system access information, including usernames, user roles, access permissions, account preferences, password reset metadata, login activity, session data and audit logs;
• ordering and delivery information, including quotes, cart contents, quick order lists, shopping lists, product preferences, sales orders, purchase orders, invoices, credits, delivery schedules, delivery routes, run information, packing or picking information, special instructions, proof of delivery, support requests and complaints;
• payment and transaction information needed to process orders, receipts, refunds, credits, account reconciliation, debt collection and account administration;
• communications information, including emails, phone notes, portal messages, support tickets, issue history, complaint records and operational correspondence;
• website and technical information, including IP address, browser and device details, pages visited, referring pages, session identifiers, cookies, analytics data, security logs and similar technologies; and
• sensitive information only where it is reasonably necessary for our functions, you have consented, or we are otherwise permitted or required by law to collect it.

How We Collect Personal Information

We usually collect personal information directly from you when you:

• create or use a website, customer portal, supplier portal, quick order or online ordering account;
• place an order, request a quote, manage a shopping list, update delivery details, request support or contact our team;
• complete customer, supplier, quality, onboarding, credit, account, product, compliance or delivery forms;
• communicate with us by email, phone, online forms, in person, through Odoo portal features, or through support channels; or
• browse our website or interact with online services that use cookies, analytics, security logs or session tracking.

We may also collect information from your employer or business, authorised representatives, customers, suppliers, logistics providers, payment providers, public registers, regulators, professional advisers and other third parties where it is lawful and reasonable to do so.

Where information is received through integrated systems, it may be collected from related business platforms such as Odoo modules, EDI or ordering integrations, accounting and finance systems, warehouse or inventory systems, supplier systems, customer systems, delivery and logistics systems, reporting tools, document storage systems, email or messaging platforms and other approved operational systems.

How We Use Odoo And Related Business Systems

UniFresh uses Odoo as part of its business operations to manage customer, supplier and operational data. Information held in Odoo may be used across functions such as CRM, sales, purchasing, inventory, invoicing, accounting, website, portal, helpdesk, delivery management, reporting and administration.

Customer data may be used to manage account setup, portal access, product availability, customer-specific pricing, order processing, invoice generation, account reconciliation, delivery planning, support requests and customer communications.

Supplier data may be used to manage vendor onboarding, purchase orders, product supply, procurement, quality assurance, food-safety checks, compliance documentation, payments, remittance advice, supplier communications and performance reporting.

Information may be exchanged between Odoo and related systems where needed for operational purposes, including EDI processing, online ordering, accounting, payments, inventory control, warehouse fulfilment, delivery scheduling, route planning, reporting, business intelligence, document management, email, SMS, security monitoring and technical support.

Why We Use Personal Information

We collect, hold, use and disclose personal information for purposes including:

• setting up, verifying and managing customer, supplier, portal, website and system accounts;
• processing quotes, orders, purchase orders, invoices, payments, refunds, credits, deliveries, returns and account adjustments;
• managing customer master data, supplier master data, contact records, account permissions, customer-specific pricing, product visibility and trading arrangements;
• managing quick order lists, product availability, delivery schedules, delivery routes, order cut-off rules and customer-specific ordering arrangements;
• supporting supplier onboarding, procurement, product supply, food-safety, quality assurance, traceability, audit and compliance processes;
• operating Odoo, customer portals, supplier portals, EDI integrations, accounting systems, reporting systems, delivery systems and related operational platforms;
• responding to enquiries, complaints, access requests, correction requests, service issues and support requests;
• sending operational messages, account notices, order confirmations, delivery updates, remittance notices, policy updates and system notifications;
• sending marketing or promotional communications where permitted, with an option to unsubscribe where required;
• maintaining website, portal and system security, preventing misuse, investigating fraud or unauthorised access, and protecting our legal rights;
• improving our website, products, services, reporting, business systems, integrations and customer experience; and
• meeting legal, regulatory, tax, accounting, food-safety, audit, insurance, traceability and record-keeping obligations.

Cookies And Website Analytics

Our website and portals may use cookies, session storage and similar technologies to keep you signed in, maintain shopping cart and quick order sessions, remember preferences, protect the website, measure usage and improve online services. These technologies may also support Odoo website, portal, eCommerce, security and analytics functions.

You can control cookies through your browser settings, but some website, portal, cart, checkout, ordering and account features may not work correctly if cookies are disabled.

Automated Processing And Decision-Support

Some of our systems may use configured business rules, workflows or automated processing to support customer account permissions, supplier onboarding, product visibility, customer-specific catalogues, pricing, stock availability, order validation, delivery scheduling, route availability, credit or account controls, security checks and order processing.

These systems support our business processes and may affect what products, delivery dates, account functions or supplier workflows are shown to you. You can contact us if you want to discuss a decision, rule, workflow or outcome that affects your account, supplier record, order or delivery.

Who We Disclose Personal Information To

We may disclose personal information where reasonably necessary to:

• our staff, contractors, related bodies corporate and authorised representatives;
• IT, hosting, software, Odoo implementation, system administration, integration, payment, banking, email, SMS, analytics, security and support service providers;
• transport, logistics, warehousing, delivery, fulfilment and proof-of-delivery providers;
• customers, suppliers or business partners where needed to manage orders, purchase orders, supply, delivery, quality, compliance, account or support matters;
• professional advisers, insurers, auditors, debt collection providers and dispute resolution advisers;
• regulators, government agencies, law enforcement bodies, courts and other parties where required or authorised by law; and
• a purchaser or prospective purchaser of all or part of our business, subject to appropriate confidentiality controls.

We do not sell personal information.

Overseas Disclosure

Some technology, hosting, software, analytics, payment, communications, Odoo, integration or support providers may store or process personal information outside Australia. Where practicable to identify, likely overseas locations may include New Zealand, the United States, the United Kingdom, countries in the European Union and other countries where our service providers or their support teams operate.

We take reasonable steps to require service providers to handle personal information consistently with applicable privacy obligations.

How We Protect And Retain Personal Information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure. These steps may include access controls, user permissions, role-based access in Odoo and related systems, system monitoring, backups, staff training, confidentiality obligations, secure hosting arrangements, audit logging, technical safeguards and other controls appropriate to the information and risk.

We retain personal information for as long as needed for the purposes described in this policy, including customer and supplier account management, ordering, purchasing, invoicing, finance, quality, legal, tax, accounting, audit, insurance, traceability and food-safety record-keeping requirements.

When information is no longer required, we take reasonable steps to destroy or de-identify it, unless we must retain it by law or for legitimate business record-keeping purposes.

Accessing Or Correcting Your Information

You may request access to personal information we hold about you, or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. We may need to verify your identity before responding.

In some circumstances, the Privacy Act or another law may allow or require us to refuse access or correction, and we will explain our reasons where required.

You can also update some account, contact, delivery and portal details through the customer portal, supplier portal or by contacting our team.

Anonymity And Pseudonymity

You may browse general website pages without identifying yourself. However, we usually need accurate personal and business information to provide customer accounts, supplier accounts, portal access, quotes, online ordering, deliveries, purchasing, supplier onboarding, support, compliance and account administration services.

Privacy Complaints

If you have a privacy concern or complaint, please contact us using the details below and include enough information for us to understand and investigate the issue. We will acknowledge your complaint and aim to respond within a reasonable time, usually within 30 days.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au.

Notifiable Data Breaches

If we become aware of a data breach that is likely to result in serious harm, we will assess the incident and, where required by law, notify affected individuals and the Office of the Australian Information Commissioner.

Changes To This Policy

We may update this Privacy Policy from time to time to reflect changes to our practices, Odoo configuration, related business systems, integrations, service providers or legal obligations. The current version will be published on this page with the last updated date.