Hilaxon Pty. Ltd. ACN (Australian company number) 648 354 992 (“Hilaxon”) is committed to protecting the privacy of your personal information. This Privacy Policy explains how Hilaxon manages the personal information that we collect, use and disclose and how to contact us if you have any further queries about our management of your personal information.

Hilaxon is required by the Privacy Act 1988 (Cth) (the “Privacy Act”) to comply with the thirteen Australian Privacy Principles ("APPs") (subject to the other provisions of that Act). The APPs regulate the manner in which personal information is handled throughout its life cycle, from collection to use and disclosure, storage, accessibility and disposal. 

The Privacy Act excludes “employee records” from its general requirements. Hilaxon however has voluntarily adopted practices that handle employee records in a manner consistent with the requirements of APPs.

APPs means the 13 Australian Privacy Principles set out in Schedule 1 of the Privacy Act.

Health Information refers to personal information regarding someone’s physical or mental health. It also includes information or an opinion about someone’s illness, injury, disability, or a health service provided, or to be provided to an individual.

An example of health information is information contained in a patient's hospital records. 

Personal Information is information from which a person’s identity can be reasonably ascertained. This may include both information or an opinion about someone. Reference to personal information in this policy includes “health information”. Examples of personal information are name, postal address, phone number, email address or any other information which may be used to identify you personally such as about your health and medical treatment.

Privacy Act means the Privacy Act 1988 (Cth), including all amendments, regulations, and instruments made under it, as well as any legislation that replaces or supersedes it.

Sensitive Information Special provisions apply to the collection of personal information which is sensitive information. This includes health information and information about a persons' race, ethnic origin, political opinions, membership of political, professional or trade associations, religious or philosophical beliefs, sexual orientation and criminal history.

Hilaxon will not collect personal information about you, unless that information is reasonably necessary, in order to provide our customers and consumers with our products and services, and/or to improve our business. If Hilaxon is not provided with all the personal information Hilaxon requests, we may not be able to supply our products and services to you, and you or your organisation may not be able to participate in future offers of goods or services which Hilaxon supplies.

The type of information Hilaxon collects will depend on the circumstances in which the information is collected. 

In general, Hilaxon may collect details such as your name, address, email address and other contact details, answers you provide to our questions and other information in relation to dealings with Hilaxon. 

If you purchase services or products from Hilaxon, or are our business associate, we may also collect certain transactional and financial details to process the transaction. However, credit card numbers are NOT stored in any form by us on any internal or external database – all transactions are completed through a secure payment gateway. 

If you are contacting Hilaxon, or our service provider, for future contract or employment prospects with Hilaxon, Hilaxon may also collect information such as qualifications, curriculum vitae, reference information from your referees, and any other information you wish to share. This information may be retained for consideration for future employment options. 

If you are an existing contractor, or employee of Hilaxon, additional personal details such as your tax file number, bank and superannuation numbers are retained and updated as part of our employee records system for payroll, superannuation, taxation and contact purposes. 

If you are a health professional: 

(a) Hilaxon collects your contact details directly from you when you contact us. For example, for queries, feedback in relation to products or pharmacovigilance (drug safety) information. Your contact information is used for follow-up activities, including standard pharmacovigilance activities. Without such personal information or your consent to disclose this information to Hilaxon’s clients, suppliers and distributors, proper investigation and follow-up on such reports. may not be fully completed.

(b) If you wish to provide Hilaxon with Health information about your patients, you must obtain the consent of your patient prior to disclosing their Health Information to Hilaxon. The details of your patient may be de-identified where Hilaxon is not satisfied that you have obtained that consent or you notified Hilaxon accordingly.

(c) If you are a doctor, and Hilaxon received your details via a third party with your consent or as permitted by law, Hilaxon will keep further records of the communications and meetings with you including, but not limited to, information we provide to you regarding products and related services (such as, conferences, seminars, or other events organised by Hilaxon). This information is used to improve efficiency and reduce unnecessary repetition when contacting you in the future.

If you are patient, your Health Information may be collected when pharmacovigilance reports or product complaints are reported to Hilaxon directly by you, or by your health professional. In such circumstances you consent to Hilaxon collecting that information and to using and disclosing that information for the purpose for which you disclosed it to Hilaxon and as permitted by the Privacy Act, Applicable Health Records Act and other relevant laws. Typically, health information collected by Hilaxon will include your name, contact details, your age, gender, symptoms, side effects, test results, and other relevant medical details necessary to serve the purpose of investigating and following-up product complaints and pharmacovigilance reports.

Personal information Hilaxon collects may come from: 

• publicly available sources,
• directly from you when you provide it to Hilaxon, Hilaxon’s agents or contractors,
• via Hilaxon’s website or social media pages,
• your employer or recruitment agency if you are contractor of Hilaxon, 
• third parties such as:
  • your referees if you are applying for a contract or employee position at Hilaxon, 
  • your health service provider or health professional treating you (e.g. hospital, pharmacist or a doctor).

To the extent required by the Privacy Act: 

• Hilaxon will collect personal information only by lawful and fair means;
• When Hilaxon collects personal information directly, reasonable steps at or before the time of collection will be taken to ensure that you are aware of certain key matters, such as the purposes for which the information is being collecting, the organisations (or types of organisations) to which the information of that kind would normally be disclosed, ability to access the information and how to contact Hilaxon. For example, where personal information is collected on a form, a written privacy statement, which sets out these details, will generally be included; 
• Hilaxon will collect your personal information directly from you where it is reasonable and practicable to do so. Where Hilaxon collects information about you from a third party, reasonable steps will still be taken to ensure that you are made aware of the details set out above;
• Hilaxon will only collect sensitive information if the individual about whom the information relates has consented to the collection of the information or if the collection is otherwise permitted under the Privacy Act. 

Hilaxon will only process your personal information where there is legal basis for doing so, and where it is necessary to carry out the purpose for which it was collected. 

Examples include when Hilaxon:

(a) delivers, improves and develops services,

(b) responds to enquiries, including those requiring provision of information and support to health providers and users of Hilaxon’s or its clients’ medicinal products,

(c) conducts educational events, advertising and marketing,

(d) considers job applications,

(e) monitors the safety and efficacy of therapeutic goods for which Hilaxon is legally or contractually obligated to do so,

(f) reports adverse events to government regulatory body as required by law.

Sensitive personal information (e.g. health and medical details) will only be used for the specific purpose for which it was collected and will not be used for any other purpose without notifying you in advance and/or obtaining the appropriate consent.

Hilaxon may disclose personal information to: 

(a) Third party service providers (including: recruitment firms, accounting & human resource software providers, legal firms etc) engaged to assist Hilaxon with conducting our business activities. These third parties are contractually obliged to protect the confidentiality and security of personal data, in compliance with applicable law;

(b) Entities such as government bodies, regulators, law enforcement agencies and other parties where authorised or required by law, and other parties to which Hilaxon is legally required to disclose personal or health information;

(c) One of Hilaxon’s clients, where the information relates to a person using or inquiring about one of the client’s products; and

(d) Parties identified at the time of collecting the personal information or as otherwise authorised from time to time. 

If Hilaxon uses or discloses your personal information for a purpose (the “secondary purpose”) other the main reason for which it was originally collected (the “primary purpose”), to the extent required by the Privacy Act, Hilaxon will ensure that: 

• you have consented to the use or disclosure of your personal information for the secondary purpose; or
• the use or disclosure is required or authorised by or under law within or outside of your country of residence; or
• the secondary purpose is related to the primary purpose of collection (and directly related in the case of sensitive information), and you would reasonably expect that Hilaxon would      use or disclose your information in that way; or
• the use or disclosure is otherwise permitted by the Privacy Act (for example, as a necessary part of an investigation of suspected unlawful activity).

Hilaxon does not sell, lease, rent, or transfer personal information to third parties for monetary or other consideration.

The Hilaxon website at hilaxon.com may allow a user to submit requests to Hilaxon (including personal information) via email and webforms. Hilaxon will use that personal information to respond to the user's requests and such use will comply to the Privacy Act. 

The Hilaxon website is hosted by third party GoDaddy Operating Company, LLC and certain of its affiliates (GoDaddy). When sharing your personal information with Hilaxon via the Hilaxon website, such information may be also stored on GoDaddy systems and with their trusted service providers located overseas. For further information please refer to the GoDaddy website and the privacy policy available at https://www.godaddy.com/en-au/legal/agreements/privacy-policy.

Hilaxon does not control or monitor websites to which Hilaxon may provide a link. Hilaxon’s Privacy Policy does not apply to third party websites.

When you visit Hilaxon websites, data about your use of the website may be collected using cookies and other technologies, and that data may be aggregated by third parties such as Google Analytics to help Hilaxon understand how the Hilaxon website is used. Cookies are text files placed on a device when a user visits a webpage or views messages. Cookies may obtain information identifying your computer or browser, including a device ID, your IP Address, and/or an Ad ID, as well as information relating to your browsing history. Hilaxon does not use cookies to identify users (for example by linking a user with an email address they may have provided).

The cookies Hilaxon uses are to remember user preferences, improve users' navigation of the website and to further improve Hilaxon’s website. Some cookies are “session cookies” that expire at the end of a browser session, while others are “persistent cookies” that allow it to remember user preferences and settings over multiple visits and across other websites. When you visit Hilaxon’s website for the first time you will be able to set your preference by either accept or decline cookies.

Most internet browsers allow you to change your browser settings to notify you when you receive a cookie, which lets you choose whether to accept the cookies, or to automatically refuse all cookies. Note that doing so may impact the functionality of some parts of the website. If you have previously accepted cookies, you can use these same browser settings to reject such cookies if you change your mind.

Additionally, Hilaxon’s websites may use certain Google Analytics Advertising Display Features, which collect information through cookies, including Remarketing with Google Analytics and Demographics and Interests reporting. If you would like to opt out of having your data used by these cookies, please use Google’s opt-out tool, available here: https://tools.google.com/dlpage/gaoptout/.

To the extent required by the Privacy Act, Hilaxon will take reasonable steps to: 

• make sure that the personal information that we collect, use and disclose is accurate, complete and up to date;
• protect the personal information that we hold from misuse, interference, loss and from unauthorised access, modification or disclosure; and
• destroy or permanently de-identify personal information that is no longer needed for any purpose that is permitted by the Privacy Act.

The security of data transferred on the internet cannot be guaranteed. Therefore, Hilaxon is not responsible or liable for the security of data sent via the internet. It is recommended to take measures to protect yourself online, for example by keeping your user names and passwords you use to access our website or Apps secret.

When Hilaxon collects information online, it is subject to security measures and password protection. Personal information is stored on secure servers in controlled facilities and is protected both physically and electronically.

Access to personal information is restricted to staff that need to access it for the purpose of their job. Access restriction is achieved through IT tools such as passwords and compartmentalisation. Employees with the access to personal information have been trained and must follow our strict confidentiality measures. 

When it is lawful and practicable to do so, Hilaxon will generally provide individuals with the option of not identifying themselves, or of using a pseudonym, at the time of entering information or during transactions.

Hilaxon will not use government identifiers (“Identifiers”) (such as Medicare numbers) as its own identifier of individuals unless required or authorised by or under law or as specifically permitted under the Privacy Act. Hilaxon will only use or disclose Identifiers in the circumstances permitted by the Privacy Act.

Hilaxon provides services to clients world-wide. If Hilaxon transfers your personal information outside Australia, it will be in compliance with requirements of the Privacy Act that relate to transborder data flows. In certain situations, Hilaxon may share your personal information with the client whose product you enquire about or if you report a problem with a product made by a client. This is further explained in Hilaxon’s "Privacy Notice for Pharmacovigilance, Medical Information, and Product Quality Complaints” document.

Hilaxon’s privacy obligations for the use of AI systems, when the input and output contains personal information, follows the specific guidelines provided by the Office of the Australian Information Commissioner (OAIC) with regard to the key compliance obligations of the Privacy Act and the 13 APPs:

• Transparency and Disclosure: Hilaxon will clearly disclose AI usage, including automated decision-making that significantly affects individuals. Hilaxon will identify any public-facing      AI tools such as chatbots, to users;
• Secondary Use Restrictions: Hilaxon will ensure individuals would reasonably expect the secondary use of personal information to train AI models or will obtain explicit consent,      particularly for sensitive information;
• Accuracy and Oversight: Hilaxon will maintain human oversight to verify probabilistic AI outputs and take reasonable steps to ensure AI-generated personal information is accurate,      complete and up-to-date;
• Privacy by Design: Hilaxon will ensure that privacy protections      will be embedded throughout the AI lifecycle, and conduction Privacy Impact Assessments (PIAs) for high-risk projects, to avoid input of sensitive personal information into publicly available AI tools.

Please contact Hilaxon if you would like to access or correct the personal information that Hilaxon holds about you. Hilaxon will generally provide you with access to your personal information as per the Privacy Act, and will take reasonable steps to amend any personal information that is incorrect. In some circumstances, Hilaxon may not permit access to your personal information, or may refuse to correct your personal information, in accordance with law. If Hilaxon does this, Hilaxon will provide you with reasons for this decision.

Please contact Hilaxon’s Privacy Officer if you have any queries about the personal information that Hilaxon holds about you or the way Hilaxon handles that personal information: 

Email: contact@hilaxon.com

Tel: (02) 8987-1972

Postal address:

           The Privacy Officer
          Hilaxon Pty. Ltd
          119 Willoughby Road, Crows Nest, NSW 2065 Australia

Further information about the APPs and the application of the Privacy Act to the private sector generally can be found at the website of the Office of the Australian Information Commissioner, at http://www.oaic.gov.au. 

To request a copy of Hilaxon’s privacy policy please contact the Privacy Officer.

In the case of a complaint, please contact the Hilaxon Privacy Officer using the above details if you have any concerns or complaints about the manner in which your personal information has been collected or handled by Hilaxon. 

If a complaint is received, Hilaxon’s Privacy Officer will do the following:

• Listen to you and make note of your complaint,
• Discuss with you how the situation can be remedied,
• Put in place an action plan to resolve the complaint and improve      our information handling procedures if appropriate.

Hilaxon aims to address complaints within 30 working days. You also have a right to complain directly to the Office of Australian Information Commissioner (OAIC) at the following details:

Website: http://www.oaic.gov.au/

Call: 1300 363 992

Hilaxon may change this Privacy Policy from time to time to reflect changes in regulations and operating procedure. You can find Hilaxon’s up-to-date Privacy Policy on the Hilaxon website: https://hilaxon.com/privacy-policy.

This policy is current as at 17 July 2026.