Legal
Altivane Collection Notice for Sign-Up and Activation
In force from
Contents
This notice tells you what we collect about you when you create an Altivane account, order a licence, activate Altivane or check for updates, why we collect it, and where it goes. The Altivane app sends us nothing from your Microsoft tenants.
1. About this notice
This is our notice under Australian Privacy Principle 5 (APP 5) of the Privacy Act 1988 (Cth). We give it, or a link to it, at each point where we collect your details:
- on the sign-up page, when you create an account on our website (section 3);
- on each quote and invoice we issue, and in the text partners give their clients, when you or a partner order a licence (section 4);
- in the Licence window, when you activate Altivane (section 5);
- in the invitation email, when we ask you to sign a form (section 7); and
- in our first email to you, when someone else gives us your details (section 12).
It is for each person whose details we collect at those points: the person who signs up, the people named on an order, the Windows users who activate Altivane, and the people we invite or write to.
Our privacy policy at [Website address]/privacy is the full account of how we handle personal information, including how to see or correct it and how to complain. For a customer, the Altivane data processing and security statement covers the same data in more detail. Where this notice and those documents meet, they say the same thing.
This notice is a notice, not a contract. It does not form part of the Altivane website and account terms of use, the end user licence agreement or any other agreement, and it changes none of them.
We follow the Australian Privacy Principles whether or not the Privacy Act requires it of us. No law requires you to give us any of the details in this notice; each section says what happens if you don't.
2. Who we are
We are [Legal entity] (ABN [ABN]) of [Address] ("we", "us", "our"). We make Altivane, a Windows desktop app for managing Microsoft cloud tenants, and we run its website, licensing service, update service and forms service.
| For | Contact |
|---|---|
| Privacy, access, correction and complaints | [Privacy contact email] |
| Questions about this notice or your account | [Contact email] |
| Support for Altivane | [Support email address], or your partner if you bought through one |
| Post | [Legal entity], [Address] |
3. When you create an account
You create an account with your name, email address and a password. Microsoft Entra External ID, Microsoft's sign-in service for customer accounts, runs the sign-up and sign-in pages for us and holds those details. We never see your password.
| What we collect | Why | Where it is held | How long |
|---|---|---|---|
| Your name, email address and password, and the account ID Microsoft gives your account | To create your account, check your email address, sign you in and reset a forgotten password | Microsoft Entra External ID, which may hold it outside Australia (section 10) | While your account exists, then up to 30 days after it closes |
| Your name, email address and account ID, which Microsoft gives the website each time you sign in | To keep you signed in and show your account details | A cookie in your browser | Up to 8 hours, or until you sign out |
| Short-lived cookies | To complete a sign-in, and to protect the website's forms from forged submissions | Your browser | Short-lived |
| Each request to the website and the forms service: the page, the time, the IP address it came from and the browser's User-Agent | To keep the website and the forms service running and secure | Our hosting's request logs, Microsoft Azure, Australia East | Up to 30 days |
You must be 18 or older to hold an account. The sign-up page links to this notice, our privacy policy and the website and account terms of use beside its tick box. Ticking it accepts those terms.
If you don't give these details, you can't create an account or use the account portal, with its user guide, licences and downloads. You can still read the public pages without an account. Altivane itself runs without one: your licence key comes from us or your partner.
Linking your account to a licence. Your account is linked to a customer's licences only when the customer asks us in writing, naming your account's email address. We keep that request in our own records for the periods in section 4, and remove the link within 2 business days when the customer asks.
4. When you or a partner order a licence
An order names the customer that holds the licence, and sets out its seats, term and fees. You give us the details below when you order from us. When you buy through a partner, the partner gives them to us: the name of your organisation and of the person the licence is for, and, where you are our contact, your email address and phone number.
| What we collect | Why | Where it is held | How long |
|---|---|---|---|
| The licence record: the licensee's name and company name, the licence's status, dates, number of seats and the features it turns on, our notes, and a protected form of the licence key with its last 4 characters | To issue the licence, know whose it is and what it allows, and check it when Altivane activates or renews | Licensing service, Microsoft Azure, Australia East. It holds no email address or phone number | While the licence runs, then 2 years |
| Contact details: the names, email addresses and phone numbers given to us for the licence, notices, security matters and billing | To send invoices, renewal reminders and notices about the licence and our terms, to tell the security contact about a data breach, and to give support | Our email and accounting systems (section 10) | While the licence runs, then 2 years |
| Orders and invoices | To bill for the licence and keep our tax and financial records | Our accounting system (section 10) | 7 years |
We make each licence key and see it once. The licensing service keeps only a protected form of it and its last 4 characters, so we can't show a lost key again; we replace it instead.
Neither the website nor Altivane takes payments or card details. You pay an invoice as it says.
If these details aren't given, we can't issue the licence, invoice for it or send notices about it, so Altivane can't be activated under it.
5. When you activate Altivane
To activate, you enter the licence key in the Licence window, or give it to Altivane with --activate. Altivane then sends our licensing service:
- the licence key;
- an installation ID it makes for your Windows user on that computer, and the public half of a key pair it makes there;
- a hash of the computer's Windows ID and your Windows user ID, never the IDs themselves;
- the computer's name, as Windows has it; and
- Altivane's version.
Each request also carries the IP address of your internet connection, as every internet request does, and a User-Agent that names Altivane and its version. Nothing about your Microsoft tenants is sent.
While the computer is online, Altivane renews the licence in the background, about once a day, with a request signed by that installation's key. It sends the installation and licence IDs, the same hash and its version. Deactivating, from Help > Licence > Deactivate this computer, sends a signed request that frees the seat.
| What we keep | Why | Where it is held | How long |
|---|---|---|---|
| Each activation, 1 for each seat: the installation ID and public key, the hash, the computer's name, Altivane's version, when it was first activated and last seen, and when it was deactivated | To count seats, renew the licence, recognise a reinstall on the same computer and free a seat | Licensing service, Microsoft Azure, Australia East | While the licence runs, then 2 years |
| The audit history: each activation, renewal and deactivation, granted or refused, with its time, IP address, User-Agent and the computer's name | Security, to stop a licence key being misused, and to explain a refusal | Licensing service | 2 years from each entry |
| Service logs: requests, their results and errors, and repeated failures from 1 IP address or installation | To keep the service running and find faults | Licensing service's logs, Microsoft Azure, Australia East | 30 days |
The licensing service never stores the licence key, and its logs show it only masked to its last 4 characters. On your computer, Altivane keeps the signed licence, encrypted for your Windows account, and not the key.
A computer's name can include a person's name, such as JANE-LAPTOP. If you would rather it didn't reach us, rename the computer before you activate.
If these details aren't sent, Altivane can't be activated, and only its Licence window opens. If the licensing service can't be reached later, Altivane keeps working until 7 days after its last renewal, and warns in the last 2 days.
6. When you check for updates
Altivane checks for a newer version only when you select Help > Check for updates. It sends our update service the product, channel, processor type, version and build, and no licence, installation, account or tenant details. The request carries the IP address it comes from, as every internet request does. Downloading an update gives that IP address to our storage on Microsoft Azure that serves it.
| What we keep | Why | Where it is held | How long |
|---|---|---|---|
| Logs of each check, with its IP address | To offer a newer version, to limit how often 1 address can check, and to find faults | Update service, Microsoft Azure, Australia East | 30 days |
| A daily count of checks for each version | To know which versions are in use | Update service | Kept. It names no one |
If you don't check, nothing is sent, and Altivane keeps running the version you have.
7. When we ask you to sign a form
If we ask you to sign a form, we email you an invitation link to our forms service, where you sign in with your account (section 3). Before we send it, we add your name, email address and company, from your order or from the customer or partner that gave them to us.
| What we collect | Why | Where it is held | How long |
|---|---|---|---|
| Your name, email address and company, our notes about you, your account ID once you use your link, and the groups, forms and licence we link to you | To invite you, show you the forms that are yours, and know which licence they belong to | Forms service, Microsoft Azure, Australia East | 2 years after you last use the service |
| Your answers and signature, with your name and email address as they were, the form's version, the time and the IP address you signed from | To keep a record of what was signed, by whom and when | Forms service | 7 years after you sign |
| Each use or refusal of your invitation link: the email address your sign-in gave, the time, the IP address and the User-Agent, which names your browser | Security, and to show who opened the link | Forms service | 2 years after you last use the service |
The forms service's diagnostics record the pages requested, never your answers or signature.
If you don't sign, the form stays unsigned, and what it was for may not go ahead until it is agreed another way.
8. When you contact us or ask for support
When you email us, we collect your name, email address, organisation and what you write. For support, you may also send the licence details from Help > Licence > Copy details (the version, the licence's state and its IDs, never the key), screenshots, or a support bundle. A support bundle is a .zip file Altivane saves on your computer and sends nowhere; its logs can name your tenants, people and devices, so check it before you send it.
| What we collect | Why | Where it is held | How long |
|---|---|---|---|
| Your messages, and our record of each support request | To reply to you and help you | Our email (section 10) | A support request: 2 years after it closes. Other messages: 2 years after our last reply |
| Support bundles, screenshots, logs and anything else from your tenants | To give that support | Our email | 30 days after the request closes, or sooner or longer if you ask |
Never send us a full licence key, a password, a certificate or its private key, an AI key or a client secret. We will never ask for them.
The contact form on our website can't send messages, and nothing typed into it is stored or sent. If you bought through a partner, ask the partner for support first; what you send the partner is under its own privacy policy.
If you don't give us these details, we may not be able to reply or find the cause of a problem.
9. What we do not collect
We collect only what sections 3 to 8 set out. In particular:
- Nothing that names you while you browse. The public pages have no analytics, advertising or tracking cookies. The Contact page sets 1 short-lived cookie to protect its form, and our hosting's request logs keep each request's IP address for up to 30 days (section 3).
- No tenant data. Altivane runs on your computer and keeps what it reads from your Microsoft tenants there, and in the output folder you choose. It never sends tenant data to us. It reaches us only if you send it (section 8).
- No telemetry. Altivane contacts only Microsoft's online services, our licensing service, our update service when you ask, and your own AI provider if you turn AI summaries on or select Build in Build with AI. What goes to your AI provider never passes through us.
- No passwords. We never see your account password, and Altivane never holds a tenant password.
- No licence keys. Neither we nor Altivane store your licence key (section 5).
- No card details, and no sensitive information, such as health information.
We do not sell personal information, use it for advertising or use it to train AI models.
10. Who we share it with, and what goes outside Australia
We share your details only with those in this table, and only for the purposes in sections 3 to 8, except as the paragraph under it says.
| Who | What they hold or receive | Where |
|---|---|---|
| Microsoft, through Microsoft Azure | Hosts our website, licensing service, update service and forms service, with the records those services keep (sections 4 to 7) | Australia East, in Australia |
| Microsoft, through Microsoft Entra External ID | Holds your account details (section 3) | Singapore and Hong Kong, and the United States for parts of the sign-in service, as our privacy policy says |
| [Email provider] and [Accounting provider] | Hold our email, support requests, contact details, orders and invoices (sections 4 and 8) | [Countries] |
| The partner that sold your licence, if you bought through one | Your licence's state, seats and activations, with computer names, so it can support you | The partner's own systems |
We also disclose details where the law requires, such as under a court order, and then only what the law requires. If we sell the business that supplies Altivane, your details may pass to the buyer, which must keep to the same terms; we tell customers before they pass.
Outside Australia. Our website, licensing service, update service and forms service hold their records in Australia. Our account sign-in was set up without Microsoft's Go-Local add-on, so Microsoft Entra External ID may hold your account details outside Australia, in the countries named in the table. Our email and accounting providers may also hold our own records outside Australia. Microsoft may reach data from outside Australia to run and support Azure, under its own terms. For any personal information held outside Australia, we take the steps APP 8 requires.
11. Your choices and rights
- Staying anonymous. You can read the public pages without telling us who you are, and ask a general question under any name. We can't issue a licence to someone we can't identify, because we must know who holds each licence and bill for it.
- News from us. We send you news about Altivane only if you agree to receive it, and each message has a way to unsubscribe, as the Spam Act 2003 (Cth) requires. Invoices, renewal reminders, security notices and notices about your licence or our terms are not news, and go to a contact while the licence runs.
- Seeing and correcting your details. Write to [Privacy contact email]. We reply within 30 days. Our privacy policy says how we handle each request.
- Closing your account. Write to [Contact email] from your account's email address. We delete the account from Microsoft Entra External ID within 30 days. Closing it does not end a licence.
- Deleting what we hold. A customer can ask us to delete its licence records, contact details or support data. Deleting licence records ends the licence's activations. We keep the audit history for 2 years from each entry, and anything the law requires us to keep. We delete or de-identify records by hand every 3 months once their period in this notice has passed.
- Complaints. Write to [Privacy contact email]. Our privacy policy says how we deal with a complaint, and we reply within 30 days. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.
- Data breaches. If a data breach involving your details is likely to cause you serious harm, we tell you and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.
12. When someone else gives us your details
We sometimes get your details from someone other than you:
- Your organisation, when it names you as a contact for its licence, notices, security matters or billing, or names your account's email address to link to its licences (sections 3 and 4).
- A partner, when it orders a licence for your organisation and gives us your organisation's name and your name and contact details (section 4).
- Microsoft, which gives our website your name, email address and account ID each time you sign in (section 3).
When we get your details this way, our first email to you links to this notice.
Partners. Under clause 6.4 of the Altivane MSP partner and reseller agreement, a partner that gives us a person's details must first tell that person of the collection, as APP 5 requires, and make sure it may give the details. A partner can do this by giving the person the partner text in section 13, or a link to this notice.
Customers. A customer that gives us its people's details should tell them it is doing so. It can give them this notice.
13. Short versions
At each point of collection, a short version comes first and links to this notice at [Website address]/collection-notice. These are the words.
The sign-up page, beside the tick box
We collect your name and email address to create your account and sign you in. Microsoft Entra External ID holds them with your password, possibly outside Australia, and we never see your password. Without them you can't have an account. Read our collection notice, and our privacy policy, which says how to see or correct your details and how to complain.
The tick box reads: "I'm 18 or older, and I accept the website and account terms of use."
The Licence window, under the licence key
Activating sends your licence key, this computer's name, the app version and a hash of this computer and Windows user to our licensing service. Nothing from your tenants is sent. How we handle this
"How we handle this" links to this notice.
Quotes and invoices from us
We collect the names and contact details on this order to issue and manage the licence, invoice for it and send notices about it. Our collection notice at [Website address]/collection-notice says what we hold, where, and how to see or correct it.
A partner's quote or first email to its client
To license Altivane for you, we give its maker, [Legal entity], your organisation's name and the name of the person the licence is for, and may give that person's email address and phone number. [Legal entity] uses them to issue and manage the licence and send notices about it. Its collection notice at [Website address]/collection-notice says what it holds, where, and how to see or correct it.
Our first email to someone whose details we got from someone else
Your organisation, or the partner it buys Altivane through, gave us your name and contact details as a contact for its Altivane licence. Our collection notice at [Website address]/collection-notice says what we hold, why, and how to see or correct it.
The forms service's invitation email
We have added your name, email address and company to our forms service so you can sign the form we've sent you. Our collection notice at [Website address]/collection-notice says what the service keeps and for how long.
14. Changes to this notice
The version in force, with the date it took effect, is always at [Website address]/collection-notice. Before a change to what we collect, why, or where we hold it takes effect, we update this notice. Customers and partners also get the notice their agreements require, at least 30 days before the change.