ConcieraHQ Privacy Policy
Last updated: 2 October 2026
1. Introduction
ConcieraHQ is a global software-as-a-service platform owned and operated by Konnectit Pty Ltd, an Australian company ("Konnectit", "ConcieraHQ", "we", "us" or "our").
We respect the privacy of individuals whose personal information is collected, accessed, transmitted, stored or otherwise processed through our websites, applications, integrations and services.
This Privacy Policy explains how we collect, use, store, disclose and protect personal information and the rights individuals may have in relation to that information.
This Policy applies to our websites, the ConcieraHQ platform, applications, APIs, integrations, communications and related services (collectively, the "Service").
ConcieraHQ operates internationally. Depending on where an individual or Customer is located, different privacy and data protection laws may apply.
These may include the Australian Privacy Act 1988 and Australian Privacy Principles, the European Union General Data Protection Regulation ("EU GDPR"), the United Kingdom GDPR ("UK GDPR") and other applicable privacy and data protection laws.
Where mandatory local privacy laws provide additional rights, we will comply with those requirements to the extent they apply to us.
2. Our Role When Processing Information
ConcieraHQ processes information in different capacities depending on the circumstances.
Information relating to our Customers
Where we collect information directly for our own business purposes - such as account administration, billing, sales enquiries, support or operation of our website - Konnectit determines why and how that information is processed.
Information processed on behalf of Customers
ConcieraHQ also processes personal information on behalf of businesses using our Service.
For example, a hospitality, winery, retail or other business may use ConcieraHQ to connect customer information between its point-of-sale, ecommerce, loyalty, membership, reservation or other systems.
In these circumstances, the Customer generally determines why the information is collected and how it should be used, while ConcieraHQ processes the information to provide the Service requested by that Customer.
If you are an individual whose information has been provided to ConcieraHQ by one of our Customers, you may also wish to contact that business directly regarding how it uses your personal information.
3. Personal Information We May Process
The information processed through ConcieraHQ depends upon the services, integrations and functionality being used.
Information may include:
Business and Account Information
- name;
- business name;
- job title or role;
- business address;
- email address;
- telephone number;
- account information;
- user permissions;
- authentication information;
- subscription information;
- billing information; and
- communications with us.
Customer and Consumer Information
Where a ConcieraHQ Customer connects customer-facing systems to the Service, information may include:
- first and last name;
- email address;
- telephone number;
- postal or delivery address;
- country or region;
- date of birth where supplied by the Customer's systems;
- customer identifiers;
- membership information;
- subscription information;
- loyalty membership and loyalty points;
- customer tier or status;
- transaction and purchase history;
- order information;
- reservation or booking information;
- preferences;
- gift card information;
- interactions with a participating business; and
- other customer information provided through an authorised integration.
The precise information processed depends on the Customer's systems and configuration.
Transaction Information
ConcieraHQ may process information relating to commercial transactions, including:
- order identifiers;
- receipt numbers;
- transaction dates;
- products or services purchased;
- quantities;
- transaction values;
- store or venue information;
- ecommerce orders;
- loyalty transactions; and
- related transaction information.
ConcieraHQ does not need to store complete payment card details merely to provide its standard integration services. Payment transactions may be handled by third-party payment providers or commerce platforms.
Technical Information
When individuals interact with our website, platform or applications, we may collect technical information such as:
- IP address;
- browser type;
- device information;
- operating system;
- access timestamps;
- authentication events;
- application logs;
- error information;
- API activity;
- security events; and
- usage information.
We use this information to operate, secure, maintain and improve the Service.
4. How We Collect Information
We may collect personal information:
- directly from Customers and users;
- when an account is created;
- when someone subscribes to the Service;
- when someone contacts us;
- through sales and support communications;
- through our website;
- from systems connected to ConcieraHQ by a Customer;
- through authorised APIs and webhooks;
- from point-of-sale platforms;
- from ecommerce platforms;
- from membership and loyalty platforms;
- from reservation systems;
- from accounting and business systems;
- from other integrations authorised by a Customer; and
- automatically through operation and security of the Service.
Where information is obtained through an integration, ConcieraHQ only accesses information permitted by the relevant Customer, integration and third-party platform.
5. How We Use Personal Information
Depending on the circumstances, we may use personal information to:
- provide the ConcieraHQ Service;
- create and administer accounts;
- authenticate users;
- connect authorised third-party systems;
- synchronise customer information between authorised systems;
- process transactions and related information;
- manage loyalty and membership information;
- provide customer intelligence and functionality requested by Customers;
- provide support;
- troubleshoot technical problems;
- monitor Service performance;
- maintain security;
- detect and prevent fraud, abuse or unauthorised access;
- process subscription payments;
- issue invoices;
- communicate with Customers;
- improve and develop the Service;
- comply with legal and regulatory obligations;
- establish, exercise or defend legal rights; and
- perform other purposes disclosed at the time information is collected.
We do not sell personal information processed through ConcieraHQ to third parties.
6. Legal Bases for Processing
Where the EU GDPR, UK GDPR or another law requiring a lawful basis applies, personal information may be processed on one or more of the following bases:
Performance of a Contract
Processing may be necessary to provide the ConcieraHQ Service or perform obligations under a contract.
Legitimate Interests
We may process information where reasonably necessary for legitimate business interests such as:
- operating the Service;
- securing our systems;
- preventing fraud;
- supporting Customers;
- maintaining and improving the platform; and
- administering our business.
We consider the impact of such processing on individuals' privacy rights where required by applicable law.
Consent
Where required, we may process information based upon consent.
Where processing relies upon consent, an individual may withdraw that consent subject to applicable law.
Legal Obligations
We may process information where necessary to comply with legal or regulatory requirements.
Processing on a Customer's Instructions
Where ConcieraHQ processes personal information on behalf of a Customer, the Customer is responsible for establishing the appropriate lawful basis for its collection and use of that information.
7. Third-Party Integrations
ConcieraHQ is designed to integrate with third-party business platforms.
Depending on the Customer, these may include point-of-sale, ecommerce, loyalty, membership, reservation, marketing, accounting and other software providers.
Information may be received from or transmitted to these services where authorised by the Customer. Third-party services operate under their own terms and privacy policies.
ConcieraHQ is not responsible for the independent privacy practices of third-party services.
8. Service Providers and Subprocessors
We may use trusted third-party service providers to operate and support ConcieraHQ.
These providers may assist with functions such as:
- cloud infrastructure;
- data storage;
- application hosting;
- communications;
- email delivery;
- monitoring;
- logging;
- security;
- customer support;
- payment processing; and
- other infrastructure required to operate the Service.
Where these providers process personal information on our behalf, we take reasonable steps to ensure appropriate contractual, privacy and security protections are in place.
We may maintain additional information regarding material subprocessors and make that information available to Customers where appropriate.
9. Cloud Infrastructure and Data Hosting
ConcieraHQ uses cloud infrastructure to provide its Service.
We design our infrastructure with security and customer isolation in mind.
Customer environments may be deployed within specific geographic cloud regions depending upon the Customer's location, service requirements and available infrastructure.
Where ConcieraHQ has agreed to provide regional data residency, we will configure the relevant Customer environment accordingly, subject to technical requirements, backup processes, support requirements and third-party services used by the Customer.
Certain operational information may need to be processed outside a Customer's primary region where necessary to operate, secure or support the Service or where third-party services are involved.
10. International Data Transfers
Because ConcieraHQ operates internationally and uses global technology infrastructure and service providers, personal information may in some circumstances be processed in countries other than the country in which it was originally collected.
Where applicable privacy law requires safeguards for international transfers, we will use appropriate mechanisms designed to protect personal information.
These may include:
- contractual data protection obligations;
- approved standard contractual clauses;
- data processing agreements;
- recognised transfer mechanisms;
- regional infrastructure; and
- other safeguards permitted by applicable law.
The countries involved may vary depending on the Customer's location, configured integrations, infrastructure and service providers.
11. Security
We use technical and organisational measures designed to protect personal information against:
- unauthorised access;
- loss;
- misuse;
- alteration;
- disclosure; and
- destruction.
Measures may include:
- encryption in transit;
- encryption at rest;
- access controls;
- identity and authentication controls;
- infrastructure isolation;
- logging and monitoring;
- security auditing;
- restricted administrative access;
- credential protection; and
- other security controls appropriate to the Service.
No electronic system can be guaranteed to be completely secure, and Customers are also responsible for protecting their own accounts, credentials and connected systems.
12. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes for which it is processed, including to:
- provide the Service;
- maintain business and transaction records;
- provide support;
- maintain security;
- resolve disputes;
- enforce agreements; and
- comply with legal, accounting and regulatory requirements.
Retention periods may vary according to the nature of the information, Customer instructions, legal requirements and the relevant Service.
When a Customer terminates ConcieraHQ, Customer Data may be retained for a reasonable period to facilitate recovery, export, backup or administrative processes before being deleted or anonymised, subject to legal and technical retention requirements.
13. Cookies and Similar Technologies
Our websites and web applications may use cookies and similar technologies.
These technologies may be used to:
- enable essential website functionality;
- maintain sessions;
- authenticate users;
- remember preferences;
- maintain security;
- understand website performance; and
- understand how our websites and applications are used.
Where required by applicable law, non-essential cookies will be used only after appropriate notice or consent. Additional information may be provided through a separate Cookie Policy or cookie management interface.
14. Marketing Communications
We may send business Customers and prospective Customers information about ConcieraHQ, product developments or related services where permitted by applicable law.
Recipients may unsubscribe from marketing communications using the unsubscribe mechanism provided in the communication or by contacting us.
Unsubscribing from marketing communications does not prevent us from sending necessary service, billing, security or account communications.
15. Children's Privacy
ConcieraHQ is a business software platform and is not intended to be used directly by children. We do not knowingly solicit children to create ConcieraHQ business accounts.
Customer systems connected to ConcieraHQ may contain information relating to individuals of different ages. Customers are responsible for ensuring that collection and processing of such information is lawful and appropriate.
Where we become aware that information has been collected or processed contrary to applicable children's privacy requirements, we will take appropriate steps in accordance with applicable law.
16. Automated Processing and Artificial Intelligence
ConcieraHQ may provide analytics, recommendations, automation or artificial intelligence functionality designed to assist Customers in understanding business and customer information.
Where such functionality is provided, its purpose is generally to assist the Customer with business operations, customer service, analysis or marketing decisions.
Unless expressly stated otherwise for a particular feature, ConcieraHQ does not independently make decisions intended to produce legal effects or similarly significant effects concerning individuals.
Where applicable law requires additional information regarding automated decision-making or artificial intelligence processing, we will provide that information.
17. Individual Privacy Rights
Depending on where an individual is located, they may have rights concerning their personal information. These may include the right to:
- request access to personal information;
- request correction of inaccurate information;
- request deletion of information;
- restrict certain processing;
- object to certain processing;
- withdraw consent where processing is based on consent;
- request portability of certain information;
- object to direct marketing;
- request information about how personal information is processed; and
- lodge a complaint with an applicable privacy or data protection authority.
These rights are subject to applicable law and may not apply in every circumstance.
18. Requests Relating to Customer-Controlled Data
If your personal information is held within ConcieraHQ on behalf of one of our Customers - for example, a venue, winery, retailer or hospitality business - that Customer may be the organisation primarily responsible for responding to your privacy request.
You should generally contact the relevant business directly.
Where appropriate, ConcieraHQ will assist our Customer in responding to valid privacy requests in accordance with our contractual and legal obligations.
If you contact us directly regarding Customer-controlled data, we may need to identify the relevant Customer and refer or coordinate your request with them.
19. Access and Correction
Individuals may contact us to request access to or correction of personal information that Konnectit controls. We may need to verify your identity before responding.
We will respond to valid requests within the time required by applicable law.
In some circumstances, applicable law may permit or require us to refuse access or correction. Where required, we will explain the reason for the refusal.
20. Privacy Complaints
If you have concerns about how Konnectit or ConcieraHQ has handled your personal information, please contact us using the contact information provided below.
Please provide sufficient information for us to understand and investigate your concern.
We will review privacy complaints and respond within a reasonable period and within any period required by applicable law.
You may also have the right to lodge a complaint with the privacy or data protection regulator in your jurisdiction.
Australian individuals may have the right to contact the Office of the Australian Information Commissioner (OAIC).
Individuals in the European Economic Area or United Kingdom may have the right to contact their applicable data protection supervisory authority.
21. Disclosure Required by Law
We may disclose personal information where reasonably necessary to:
- comply with applicable law;
- comply with a valid court order or lawful government request;
- investigate fraud or unlawful activity;
- protect the security of ConcieraHQ;
- protect the rights or safety of Konnectit, our Customers or others; or
- establish, exercise or defend legal rights.
Where legally permitted and reasonably practicable, we will seek to protect the confidentiality of information subject to such requests.
22. Business Transfers
If Konnectit or ConcieraHQ is involved in a merger, acquisition, restructuring, financing, sale of business or assets, or similar corporate transaction, information may be transferred as part of that transaction.
Any recipient will be required to handle personal information in accordance with applicable privacy laws and contractual obligations.
23. De-Identified and Aggregated Information
We may create aggregated or de-identified information from information processed through the Service where permitted by law.
Where information has been effectively de-identified so that an individual is no longer reasonably identifiable, we may use that information for purposes such as:
- service performance analysis;
- product development;
- security;
- reliability;
- statistical analysis; and
- improving ConcieraHQ.
We do not attempt to re-identify information that has been properly de-identified except where necessary for security testing or where permitted or required by law.
24. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect:
- changes to ConcieraHQ;
- new functionality;
- changes to our information handling practices;
- changes to service providers;
- changes to technology; or
- legal and regulatory requirements.
The current version will be published on the ConcieraHQ website with the date it was last updated.
Where changes materially affect how personal information is processed, we will provide additional notice where required by applicable law.
25. Contact Us
ConcieraHQ is owned and operated by:
Konnectit Pty Ltd
Australia
Trading brand: ConcieraHQ
Website: concierahq.com
Questions, privacy requests or complaints concerning this Privacy Policy or the handling of personal information may be submitted using the contact information published on the ConcieraHQ website.
Where required by applicable privacy law, additional regional contact details or representatives may be provided.