Privacy Policy

Migration Ready is operated by Ozsol Pty Ltd (we, us, our), an Australian company. This policy explains how we handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Migration Ready is practice-management software used by registered migration agents. Where an agent uses the platform to manage their clients, that agent is the controller of their clients' information and we process it on their behalf.

Account information: the names, email addresses and role of the people in a practice who use Migration Ready.

Practice data: the records a practice creates in the platform, which may include client contact details, identity and visa information, case notes, documents and financial records.

Usage information: technical logs such as sign-in events, audit-trail entries and basic device or browser information, which we use to keep the service secure and reliable.

We use personal information to provide and maintain the platform, to authenticate users, to keep an audit trail of changes, to support practices that contact us, and to comply with our legal obligations.

We do not sell personal information, and we do not use client records to train third-party advertising or marketing systems.

We store personal information in Australian data centres, so your data is kept onshore. Information is encrypted in transit and at rest.

Each practice's data is kept strictly isolated from every other practice's, so one practice cannot access another's records. Multi-factor authentication is mandatory for every user, access is role-based, and changes are recorded in a complete audit trail.

We retain information for as long as a practice maintains its account, and for any further period required to meet legal or professional record-keeping obligations.

We use a small number of trusted service providers strictly to operate the platform, including Australian-region cloud hosting for the application and database, and payment processing. These providers are bound to handle information securely and only for the purposes we engage them for.

Voice dictation is an optional feature that a practice turns on in its settings; it is off by default. Where a practice has turned it on and a user dictates a file note, the voice recording is used only to produce the transcript and is deleted as soon as transcription completes; it is never kept, and transcription is processed in Australia. Formatting that transcript into a draft note using AI is a separate optional setting, also off by default, that a practice can enable only after accepting a dedicated AI-processing addendum; where a practice enables it, the transcript is sent to an AI sub-processor solely to produce the draft note, and nothing is ever used to train AI models. If your practice does not use voice dictation, none of your content is sent to these services.

We may disclose information where required by law, or to protect the rights, safety and security of our users and the platform.

A practice can choose to connect its own Microsoft 365 services to Migration Ready. These connections are optional, are set up by the practice's administrator, and can be disconnected at any time.

Practice mailbox: when a practice connects its shared mailbox, we access only what the email feature needs. Sending mail uses the minimum permission Microsoft offers for it, and inbox access (when the receive feature is enabled) covers the Inbox and Sent folders of that one mailbox only. A shared practice mailbox is visible to the practice by definition.

What we keep: emails a practice files into a matter become part of that practice's file records and remain until the practice deletes them. Working copies of synced mail sit in a separate integration layer. Disconnecting the mailbox deletes that integration layer in full, including tokens; filed records and the audit trail remain because they belong to the practice's files.

Connected storage backup: when a practice connects its own OneDrive or SharePoint, we write copies of the practice's documents into a dedicated backup folder there. This is a one-way backup: we never read documents back from the practice's storage, and deleting a document in Migration Ready does not delete the backup copy.

No secondary use: mailbox content and document copies are processed only to provide these features. They are never used for advertising, never sold, and never used to train AI models.

You can ask to access or correct the personal information we hold about you. If a practice manages your information as their client, please contact that practice directly, as they control those records.

To make a request to us, or to raise a privacy concern, email privacy@migrationready.com.au.

We may update this policy from time to time. When we make a material change, we will update the date below and, where appropriate, notify practices through the platform.