Privacy Policy

This policy explains what information the VK44 Network Portal processes, why it is processed, and the operational choices available to you when using the service.

Current version: 2.1

Responsible Operator and Contact

This Privacy Policy describes how VK44 Network, as operator of the VPN Portal and related amateur radio access services, manages personal information. Privacy enquiries, access or correction requests, and complaints can be submitted through the authenticated support workflow in the VPN Portal. If you cannot access your account, contact a portal administrator using the contact method shown on the public portal.

Information We Collect

We may collect account and identity information including your name, amateur radio callsign, email address, telephone number, DMR or Radio ID, username, role, approval status, and evidence used to assess eligibility. We also collect authentication and security information, login and session records, IP addresses, device and browser information, VPN and node requests, issued profiles and certificates, network allocation data, support communications, attachments, notification preferences, audit events, and administrative actions.

How Information Is Collected

Information is collected directly from you when you register, update your profile, request access, submit a ticket, upload material, communicate with administrators, or use the portal and connected services. Technical information is collected automatically from portal requests, authentication sessions, security logs, VPN provisioning, monitoring, and connected infrastructure.

Information from Third Parties and Integrations

We may receive or verify information through Authentik or another configured identity provider; amateur radio and callsign directories; DMR or Radio ID services; DNS, router, firewall, VPN, monitoring, notification, email, hosting, support, and infrastructure-management systems; and administrators or clubs involved in assessing or supporting an access request. This may include identity attributes, group membership, authentication events, callsign or licence information, network status, device details, and service activity.

Purposes of Collection, Use and Disclosure

We handle information to create and secure accounts; verify identity and amateur radio eligibility; approve, provision, administer, support, suspend, and revoke access; generate VPN profiles and network configuration; operate Authentik and infrastructure integrations; monitor service health and security; investigate abuse, interference, faults, and policy breaches; communicate operational and security information; maintain audit and legal records; improve the platform; and comply with applicable law and lawful requests.

If Information Is Not Provided

If required information is not provided, is incomplete, or cannot be verified, we may be unable to create or approve an account, issue a VPN profile, provide support, investigate an incident, or continue providing access. Optional information will be identified where practical and declining to provide it will not affect unrelated services.

Recipients and Service Providers

Information may be disclosed to authorised VK44 Network administrators and volunteers; identity and authentication providers; email and notification providers; hosting, DNS, router, firewall, VPN, monitoring, backup, logging, support, and infrastructure-management providers; relevant amateur radio clubs or infrastructure operators where necessary for a requested service; professional advisers; and government, regulatory, court, tribunal, or law-enforcement bodies where required or authorised by law. We disclose only information reasonably necessary for the relevant purpose.

Overseas Storage and Disclosure

Some configured service providers or internet infrastructure may store, process, route, or back up information outside Australia. The countries involved depend on the providers configured from time to time and may include the United States and other countries in which those providers or their subprocessors operate. Where practical, current information about material overseas providers or locations can be requested through the support workflow. We take reasonable steps required by applicable Australian privacy law when disclosing personal information overseas.

Cookies and Local Storage

The portal uses session cookies and related browser storage to authenticate users, protect requests, remember security and display preferences, and support portal functionality. Disabling required cookies may prevent authenticated use.

Access and Correction

You can view or update some account information through the portal. You may request access to personal information we hold about you or ask us to correct inaccurate, out-of-date, incomplete, irrelevant, or misleading information through the support workflow. We may need to verify your identity and may refuse or limit a request where permitted or required by law, in which case we will provide reasons where required.

Privacy Complaints

Submit a privacy complaint through the portal support workflow with enough detail for us to investigate. VK44 Network will acknowledge and assess the complaint, may request further information, and will aim to provide a response within a reasonable period. If you are not satisfied, you may have the right to complain to the Office of the Australian Information Commissioner or another competent regulator.

Retention and Deletion

Information is retained only for as long as reasonably needed to provide and secure the services, administer connected infrastructure, investigate incidents, maintain audit continuity, resolve disputes, and satisfy legal or operational obligations. Retention varies by record type. When information is no longer required, we take reasonable steps to delete it or de-identify it, subject to backups, technical limitations, lawful holds, and records that must reasonably be retained for security, accountability, or legal purposes.

Security

We use reasonable administrative, technical, and access controls appropriate to the information and services involved. No storage or transmission method is completely secure. You must protect your own account, devices, MFA methods, private keys, certificates, and downloaded VPN profiles and promptly report suspected compromise.

Automated and Assisted Decisions

The portal may use configured systems and automated checks to validate callsign, Radio ID, identity-provider group membership, account status, network availability, security signals, or request completeness. These checks may affect whether a request is referred for review, approved, delayed, restricted, or rejected. Significant access decisions may also involve administrator review. You may ask through the support workflow for an explanation or human review of a decision where appropriate and available.

Children and Young People

The Privacy Act does not set a single age at which a young person can make all privacy decisions. Capacity depends on whether the person has sufficient maturity and understanding to understand the proposed handling of their information. The platform requires users under 18 to have permission from a parent or legal guardian. Where a young person lacks capacity to make a particular privacy decision, consent or assistance from a parent or legal guardian may be required, while involving the young person in the decision as far as practical.

Sensitive Information

We do not intentionally collect sensitive information unless it is reasonably necessary for a platform function, permitted by law, or collected with valid consent where consent is required. Callsign, licence, club, support, or identity-verification material may sometimes reveal sensitive information incidentally. Do not submit health, biometric, racial or ethnic, political, religious, sexual-orientation, criminal-record, or other sensitive information unless specifically requested and necessary. Sensitive information is subject to additional access and handling restrictions appropriate to its nature.

Changes to This Policy

We may update this Policy when our services, integrations, practices, or legal obligations change. Published versions show their effective date. Material updates may be presented in the portal for acknowledgement. Acknowledging this Policy confirms that it was presented to you; it is not blanket consent to handling that requires separate consent under applicable law.