Effective date: 3 August 2026 | Version 1.0

1. Introduction

This Privacy Policy applies to the CFS Asset Management Solution mobile application (“App”), developed by 1IT Pty Ltd and operated by Cooper Fluid Systems (CFS).

The App is designed to assist authorised users in managing customer assets, viewing asset information, recording inspections and maintenance activities, scanning QR codes, and maintaining asset history records.

Cooper Fluid Systems handles personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

By using the App, you agree to the collection, use, and handling of information as described in this Privacy Policy.

2. Information We Collect

The App collects information necessary to provide asset management functionality and support authorised users.

The App also requests access to the device camera to scan QR codes and to capture asset photographs, and to the device photo library where existing images are attached to asset records. These permissions are used only for those purposes, are requested at the point of use, and may be declined or revoked at any time through device settings. The App does not access contacts, the microphone, or device location for tracking or advertising purposes.

User and Account Information

The App may collect:

• User’s name
• Email address
• Phone number (if provided)
• Company name
• Login credentials and account identifiers
  

Customer Information

The App may store limited customer information including:

• Business name
• Business address
• Contact details related to asset management activities

The App does not store payment card information, banking details, or financial account information.

Asset Information

The App may collect and store:

• Asset identification numbers
• Asset descriptions
• Serial numbers
• Equipment specifications
• Asset location details
• Installation information
• Service history
• Inspection records
• Maintenance records
• Asset status information
• Asset photographs and attachments
  

QR Code Information

The App may scan and process QR codes associated with assets to:

• Identify assets
• Retrieve asset records
• Update maintenance and inspection information
  

Device and Diagnostic Information

To support application performance and security, the App may automatically collect:

• Device type and operating system version
• Application version
• Date and time of access
• Crash reports
• Error logs
• Diagnostic information
• Network and system performance information
  

3. How We Use Information

Information collected through the App is used solely for legitimate business purposes, including:

• Providing asset management functionality
• Displaying and maintaining customer asset records
• Recording inspections, maintenance activities, and service events
• Managing asset lifecycle information
• Processing QR code asset identification
• Supporting users and responding to enquiries
• Diagnosing technical issues
• Improving application performance and reliability
• Maintaining security and preventing unauthorised access
• Meeting legal and regulatory obligations where applicable
  

Information collected through the App is not used for advertising or marketing purposes.

4. Sharing of Information

CFS does not sell, rent, or trade personal information.

Information may be shared only when reasonably necessary:

• With authorised employees and contractors of Cooper Fluid Systems
• With related Coventry Group entities supporting the provision of services
• With trusted technology providers and cloud hosting providers who assist in operating, maintaining, and securing the App
• Where required by law, regulation, court order, or governmental authority
• To protect the rights, property, or safety of Cooper Fluid Systems, its customers, or users
  

All service providers are required to maintain appropriate confidentiality and security safeguards.

5. Data Security

Cooper Fluid Systems takes reasonable technical, administrative, and organisational measures to protect information from unauthorised access, misuse, loss, alteration, or disclosure.

Security measures may include:

• Secure user authentication
• Role-based access controls
• Encrypted transmission of data
• Secure cloud-hosted infrastructure
• System monitoring and audit logging
• Regular software updates and security maintenance
  

While every reasonable effort is made to protect information, no electronic transmission or storage system can be guaranteed to be completely secure.

6. Access and Correction

Users may request access to personal information held about them and may request correction of information that is inaccurate, incomplete, or out of date.

Requests relating to personal information should be submitted using the contact details provided below.

If you believe your personal information has been mishandled, you may lodge a complaint with the Privacy Officer using those same details. Complaints will be acknowledged, investigated, and responded to in writing. If you are not satisfied with the outcome, you may refer the matter to the Office of the Australian Information Commissioner at www.oaic.gov.au.

Cooper Fluid Systems will respond to requests in accordance with applicable privacy laws and business requirements.

7. Data Retention and Deletion

Personal information is retained only for as long as it is needed for the purposes described in this Privacy Policy, or for such longer period as is required by law, contractual obligation, or record-keeping requirements. Asset, inspection and maintenance records may be retained for the working life of the asset and for any further period during which service records must be kept.

Users may request deletion of their account and the personal information associated with it by contacting the Privacy Officer using the details below. Accounts are created and administered by Cooper Fluid Systems for authorised users; on request, an account will be deactivated and the associated personal information deleted or de-identified, except where retention is required by law or for legitimate business records.

Information that is no longer required is destroyed or de-identified using secure methods.

8. Data Storage Location

Information collected through the App is stored on cloud-hosted infrastructure located in Australia. Cooper Fluid Systems does not store App data outside Australia.

Where a technology provider requires access to information in order to host, maintain, support or secure the App, that access is limited to what is reasonably necessary for those purposes and is subject to confidentiality and security obligations.

9. Contact Us

For questions regarding this Privacy Policy or the handling of personal information, please contact:

Privacy Officer
Cooper Fluid Systems
25 Redcliffe Road
Redcliffe WA 6104 Australia
Email: cfsquality@cfs.cgl.com.au
Website: https://www.cooperfluidsystems.com.au

10. Changes to the Policy

Cooper Fluid Systems may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, or application functionality.

The latest version will always be made available through the App and/or the Cooper Fluid Systems website.

Continued use of the App following publication of any changes constitutes acceptance of the updated Privacy Policy.