Privacy policy.
Last Updated: March 24, 2026
1. Introduction
This Privacy Policy sets out the commitment of Fileman Pty Ltd, trading as File Republic ("we," "us," or "our"), to protect the privacy of personal information we collect and process. This policy applies to our website, software applications, and related B2B Software-as-a-Service (SaaS) products (collectively, the "Services").We are committed to complying with applicable data protection laws, including the Australian Privacy Act 1988 (Cth), the New Zealand Privacy Act 2020, Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial legislation, and the United Kingdom General Data Protection Regulation (UK GDPR).By accessing or using our Services, you acknowledge that you have read and understood this Privacy Policy. If you use our Services as part of an entity or organization that has an agreement with us (such as your employer), the terms of that organization’s contract with us govern our collection and use of your personal information.
2. Our Role: Controller vs. Processor
To accurately reflect how we handle data, it is important to distinguish between the two roles we play under global privacy frameworks:
File Republic as a Data Controller: When we collect your personal information for our own business purposes—such as when you visit our website, create a billing account, or contact our sales and support teams—we act as the Data Controller. This Privacy Policy primarily governs this data.
File Republic as a Data Processor: When our clients use our SaaS platform to upload, store, and manage their own files and records, the client is the Data Controller of that information, and we act solely as a Data Processor on their behalf. We process this data strictly in accordance with our client’s instructions and our Terms of Service. If you are an individual whose data has been uploaded to our platform by one of our clients, please direct any privacy requests directly to that client.
3. Information We Collect, How We Use It, and Our Legal Basis
When you use our Services, we may collect personal information directly from you, from third parties, or automatically. Under the UK GDPR and other applicable laws, we rely on specific legal bases to process this data.
A. Information you provide directly to us:
Contact & Account Data: Includes your name, business email, phone number, job title, business name, and billing details.
Purpose: To set up accounts, process payments, provide customer support, and manage our business relationship.
Legal Basis: Performance of a contract.
Communications: Includes information submitted via support tickets, web forms, or emails.
Purpose: To respond to your inquiries, troubleshoot issues, and provide requested information.
Legal Basis: Legitimate interest (customer support); Performance of a contract.
Marketing Data: Includes your email address and contact preferences.
Purpose: To send promotional materials, newsletters, and product updates.
Legal Basis: Consent (which may be withdrawn at any time); Legitimate interest.
B. Information collected automatically:
Log & Device Data: Includes your IP address, browser type, operating system, pages viewed, and access times.
Purpose: For security, troubleshooting, and ensuring the stability of the Services.
Legal Basis: Compliance with a legal obligation; Performance of a contract.
Usage Analytics: Includes data on how users navigate and interact with the platform.
Purpose: To analyze trends, understand platform usage, and develop new features.
Legal Basis: Legitimate interest (service improvement).
C. Information processed on behalf of clients (Processor Role):
Client Files & Records: Includes documents, files, and matter information uploaded into the SaaS platform by our clients.
Purpose: To facilitate the core functionality of the Services on behalf of our clients.
Legal Basis: Performance of a contract (acting on client instructions).
For detailed information about our use of cookies and tracking technologies to collect automatic data, please review our cookie policy.
4. Disclosure and Data Sharing
We do not sell your personal information. Where permitted by applicable law, we share personal information with third parties to deliver the Services or pursue our legitimate interests:
Service Providers (Sub-processors): We engage trusted third-party vendors to assist us in operating our business. This includes cloud hosting providers (e.g., AWS/Azure), payment gateways, CRM systems, and email delivery services. These providers are contractually obligated to protect your data.
Business Transfers: If File Republic is involved in a merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction.
Legal Requirements: We may disclose your information to regulatory authorities or law enforcement if required to do so by law, subpoena, or to protect the safety, rights, and property of File Republic, our clients, or the public.
5. International Data Transfers
File Republic operates globally. Your personal information may be transferred to, processed, and stored in countries outside of your jurisdiction of residence, including Australia and [Insert other relevant server locations, e.g., the US or UK].When we transfer personal data originating from the UK, Canada, or New Zealand to other countries, we ensure appropriate safeguards are in place to protect your information to the standard required by your local laws. This includes implementing Standard Contractual Clauses (SCCs), UK International Data Transfer Agreements, or relying on adequacy decisions where applicable.
6. Data Security and Retention
Security: We implement robust, industry-standard technical and organizational measures to protect your personal information against unauthorized access, loss, destruction, or alteration. This includes data encryption, secure access controls, and regular system monitoring. However, no internet transmission is completely secure, and you share information at your own risk.
Retention: We retain personal information only for as long as is necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law. Once the data is no longer necessary, it is securely deleted or anonymised.
7. Children
Our Services are intended for business use and are not directed to individuals under the age of 18. We do not knowingly collect personal information directly from minors. If we become aware that an individual under 18 has provided us with personal information, we will take steps to delete it.
8. Your Privacy Rights
Depending on your location, you have specific rights regarding your personal information:
United Kingdom (UK GDPR): You have the right to request access to, rectification of, or erasure of your personal data. You may restrict or object to processing, and request data portability. You have the right to withdraw consent and lodge a complaint with the Information Commissioner's Office (ICO).
Canada (PIPEDA & Provincial Laws): You have the right to access the personal information we hold about you, request corrections to inaccurate data, and withdraw your consent for future processing.
Australia and New Zealand: You have the right to request access to and correction of your personal information. You also have the right to complain to the Office of the Australian Information Commissioner (OAIC) or the NZ Office of the Privacy Commissioner (OPC).
Note: For personal information that we process on behalf of our clients (as a Processor), we do so on the instructions of the client. If you wish to exercise your data protection rights regarding that specific data, please contact the relevant client directly.To exercise your rights regarding data we hold as a Controller, please contact our Privacy Officer. We may require you to verify your identity before fulfilling your request.
9. Contact Us & Privacy Officer
If you have any questions, concerns, or requests regarding this Privacy Policy, our data practices, or international transfers, please contact our designated Privacy Officer:
Fileman Pty Ltd - Trading as File Republic
ABN: 74 117 675 779
Address: 14 Bruce Avenue, Paradise Point, 4216, QLD, Australia
Email: enquiries@filerepublic.com