SoupedUp Solutions Pty Ltd (ACN 139 407 551) (“SoupedUp”, “we”, “us” and “our”) is committed to protecting your privacy as a user of our SoupedUp software (“Platform”) or as a visitor to our website, www.soupedup.com (“Website”). We respect the privacy and confidentiality of the personal information provided by you and adhere to the Privacy Act 1988 and Australian Privacy Principles (APPs). Please read our Privacy Policy below carefully. 

 

This Privacy Policy explains how we manage your personal information that we collect, use, disclose and store.

 

1. SoupedUp

 

SoupedUp is a provider of cloud-based modular software used in all aspects of care catering. SoupedUp also provides catering-related manuals, training and consultancy services (both onsite and remotely); conducts onsite kitchen and dining room experience reviews; runs, sponsors and participates in industry awards; and provides managed services (collectively “the Services”).

 

2. What is personal information?

 

When we refer to “personal information”, we mean information or an opinion about you, from which you are, or may reasonably be, identified. This information may include (but is not limited to) your name, date of birth, phone number, email address and address.

 

Personal information may also include information which is “sensitive information” under the Privacy Act. Sensitive information includes, for example, information or an opinion about an individual’s health (such as allergies and dietary requirements), religion or philosophical beliefs, racial or ethnic origin, criminal record or membership of a professional association, trade association or trade union.

 

3. What information do we collect?

 

The personal information we collect depends on the nature of our relationship with you. For example:

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• If you are a key contact of a client using our Services, we will collect your name, business name and work contact details including address, phone number and email address. We will also collect the client’s Australian Company Numbers and Australian Business Number. Your business’ bank account or credit card details may also be collected.

 

• If you are an aged care resident, we may collect, for example, your full name, location, date of birth, religion, dietary requirements (which may include details of any allergies, intolerances, religious or cultural needs, food/fluid texture, and weight), and individual preferences.

 

• If you apply for a job with SoupedUp or are an employee or contractor, we may collect, for example, your full name, contact details (including address, phone number and email address), job title, bank account details, employment history and education details, names and contact details of referees, next of kin details (in the event of an emergency) and superannuation fund and Tax File Number details, if required by law, for example, under the Superannuation Guarantee (Administration) Act, the Superannuation Industry (Supervision) Act, the Income Tax Assessment Act and Taxation Administration Act.

 

If you do not provide the information requested by us, we may not be able to provide you with the Services you require.

 

4. How do we collect your personal information?

 

We will collect personal information about you if you choose to provide it to us. Personal information may be collected from you in a variety of ways. We may collect your personal information when you do any of the following, for example:

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• if you are a resident, when you reside at a client site or receive services from a site that has subscribed to SoupedUp’s Services;

• if you are a representative of a SoupedUp client, when you register to use the Platform and use the Platform;

• participate in training we conduct;

• provide your name and contact details at an industry trade show or exhibition which SoupedUp attends;

• submit an application for employment with us;

• subscribe to receive our newsletter or promotional materials or sign up to a mailing list;

• enter competitions or other promotional activities we conduct;

• respond to client surveys;

• communicate with our support team;

• provide feedback about any of our Services;

• interact with us via any of our social media pages, for example, Facebook, YouTube, Instagram, X and LinkedIn; or

• engage with us by phone, email, mail, or via the Website or Platform, whether you are a resident, a client representative or interested in/are using the Platform.

 

We may also collect personal information about you from third parties. These third parties may include (but are not limited to):

 

• if you are an aged care resident, from the site making use of our Services or the provider of the site’s clinical or family care software (if our Platform has been integrated with that software);

• our customer support service provider;

• someone duly authorised to act on your behalf; or

• where you have provided consent, for example, from third parties, such as referees.

 

If you provide personal information to us about someone else, you must ensure that you are entitled to disclose that information to us. For example, you should take reasonable steps to ensure the individual concerned is aware of the various matters detailed in this Privacy Policy.

 

Our server automatically collects information about your use of our Website and Platform (Navigational Data). Navigational Data includes the type of browser you are using, your IP address, the URL you have come from, and the time spent at that URL, cookies and your domain type and server. This kind of information is collected by many mobile applications. We use this information to monitor your use of our Website and Platform. See “Cookies” below for further information about our use of cookies.

 

5. How is personal information used?

 

We may use your personal information for the following purposes:

 

• to provide you with the Services you have requested, for example, to set up a user account and enable you to access the Platform or provide you with training;

• if you are a client representative, to manage and administer our relationship with our client;

• to respond to your inquiry;

• to provide you a quotation or contract;

• for complaints handling;

• data analytics;

• to improve our software and related Services;

• to send you direct marketing messages (by email and post) which we consider may be of interest to you;

• the prevention of fraud and/or identifying and investigating any suspicious use of our Website or Platform;

• for our internal business and management processes, for example, accounting or auditing purposes;

• for any other purpose to allow us to comply with our obligations under law; and

• for any other purposes that would reasonably be expected by you.

 

If you are a job applicant, employee or contractor with SoupedUp, we will use your personal information for purposes relating to your engagement, training, performance management, payroll, superannuation, health and safety, for administration and staff management purposes. Where we consider it appropriate, we may also conduct reference checks (or engage a third party to do so on our behalf).

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We may use personal information which has been de-identified. De-identified data may be provided to clients regarding resident profiles, for example, % of males/females and % of patients requiring particular diets. De-identified data may also be used to prepare industry forecasts and identify industry trends, as well as to assist in meeting client needs generally. We may also use this information for analytics and to improve the Platform and our Services. Where a supplier has sponsored or paid for advertising on our Website and/or Platform (which may include a link to the supplier’s website or promotion), we may provide de-identified data to the supplier.

 

De-identified data may be commercialised for research and training purposes. De-identified data may be also published in articles, papers, blogs, in newsletters and presented at industry events and conferences.

 

6. Will personal information be disclosed to third parties?

 

Yes, your personal information may be disclosed to third parties in the circumstances below. 

 

Personal information collected by us may be disclosed to third parties who assist us with providing the Platform and our Services, such as our client support service provider.

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If you are a resident of an aged care site, your personal information may be shared with your aged care provider (ie our client).  

 

Our Services may integrate third party software, such as clinical software, family care software or middleware software (ie software provided by a third party which is used to connect our Services / Platform to our clients’ software/platforms). Where this occurs, your personal information may be disclosed to these software providers (or collected from them).

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If you attend a webinar we hold, your name and contact details may be shared with others who attend the webinar (with your consent).

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Your personal information may be disclosed to our professional advisors including lawyers, accountants, tax advisors and auditors.

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From time to time, these third parties may be located overseas including in India, UK, and the USA. Please be aware that the privacy laws in other countries might not be the same as in Australia. Before we disclose personal information to overseas recipients, we take reasonable steps to ensure that the overseas recipients will handle personal information in accordance with the Privacy Act and the APPs.

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For legal reasons, other disclosures may need to be made to law enforcement agencies, government agencies, courts or external advisors or as otherwise required or authorised by law.

 

We reserve the right to transfer information (including your personal information) to a third party in the event of a sale, merger or other transfer of all or substantially all of the assets of SoupedUp provided that the third party agrees to adhere to the terms of this Privacy Policy and handle personal information in accordance with the APPs.

 

7. Direct marketing

 

From time to time, we may use your personal information to provide you with information about our Services, special offers you may find of interest or new services being offered by us or any business we are associated with. Direct marketing messages may be sent by email or post.  

 

If you do not wish to receive marketing information, you can at any time opt out by contacting our Privacy Officer using the contact details below or by using the opt-out facilities provided (such as an unsubscribe link in an email). Please note that if you opt-out, we may still send you non-promotional messages, such as transactional messages regarding your client account.

 

8. Cookies

 

We may collect personal information about you when you use and access our Website and Platform. While we do not use browsing information to identify you personally, we may record certain information about use of the Website and Platform, such as the pages or screens visited, the time and date of the visit and the internal protocol or IP address assigned to the computer or device.

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Our Website and Platform also uses cookies or similar tracking technologies to help us (and/or our services providers) to track Website and Platform use and remember user preferences, to facilitate site navigation, to personalise your experience while visiting our Website or Platform and for backend analytics . Cookies are small files that store information on your computer, mobile phone or other device. A cookie enables the entity that put the cookie on your device to recognise you when you use different websites, devices and/or browsing sessions.

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We may also use cookies to collect data that may include personal information, for example, where a cookie is linked to your user account. Where we collect personal information via cookies, the personal information will be handled in accordance with this Privacy Policy.

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You can disable cookies through your internet browser. However, our Website and Platform may not work as intended if you do so.

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We use search engines and social media to advertise our Services online. Third party vendors, which may include Google, Facebook, YouTube, X, LinkedIn and Instagram, use cookies to display relevant ads based on your past visits to our Website and Platform. Remarketing allows us to tailor our marketing to better suit your needs and display ads that are relevant to you. Any data collected will be used in accordance with this Privacy Policy, or the privacy policy of other remarketing services that we may use.

 

9. Accessing and correcting your personal information

 

We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up-to-date. You can help us to do this by letting us know if you notice errors or discrepancies in information we hold about you and letting us know if your personal details change.

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You are entitled to access and correct your personal information we hold on request. To request access to and/or correction of your personal information, please contact our Privacy Officer using the contact details set out below. After receiving a request from you, we will take reasonable steps to correct the information. Alternatively, you may be able to update your contact information, for example, by logging into your account on the Platform.

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You will not be charged for making an access and/or correction request, but you may be charged for the reasonable time and expense incurred in compiling information in response to your access request.

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We may decline your access and/or correction request in certain circumstances in accordance with the APPs. If we do refuse your request, we will provide you with a reason for our decision and, in the case of a request for correction, we will include a statement with your personal information about the requested correction (if you have asked us to do so).

 

10. Is personal information stored safely?

 

We take reasonable steps to ensure the security of personal information held by us from such risks as loss or unauthorised access, destruction, use, modification or disclosure. Our IT systems are password protected and comply with our security standards, and if personal information is held on paper files, it is stored in premises that are locked when unattended.

 

Encryption is used for email and messaging, including TLS encryption in transit. Confidentiality is preserved through role-based access control, multi-factor authentication, secure authentication, email filtering, data-loss-prevention (DLP) rules, and restricted sharing policies.

 

Data on our Platform is hosted in secure Australian-based data centres.

 

When personal information is no longer required for a purpose for which SoupedUp may use or disclose it under the Australian Privacy Principles (and we are not required to retain the information to comply with a law or court/tribunal order), we take reasonable steps to destroy or de-identify the personal information.

 

11. Third party websites

 

Sometimes our Website and Platform contain links to other websites and mobile applications for your convenience and information. When you access a website through our Website or Platform, please understand that we are not responsible for the privacy practices of that site. We recommend that you review the privacy policies of each site you visit.

 

Any information you provide to third party websites will be governed by the terms of the websites’ privacy policies. We have no responsibility or liability whatsoever for the content, actions or policies of third party websites.

 

12. Further information and complaints

 

You may contact us at any time if you have any questions or concerns about this Privacy Policy or about the way in which your personal information has been handled.

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You may make a complaint about privacy to our Privacy Officer using the contact details set out below.

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The Privacy Officer will first consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the complaint.

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Your complaint will then be investigated. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate and review relevant documents and speak with individuals involved.

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In most cases, we will investigate and respond to a complaint within a reasonable time, usually within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know.

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If you are not satisfied with our response to your complaint, you may make a complaint to the Office of the Australian Information Commissioner (OAIC). The OAIC can be contacted by telephone on 1300 363 992 or by using the contact details on the website www.oaic.gov.au.

 

13. Contacting us

 

You can contact our Privacy Officer by:

 

• emailing us at privacy@soupedup.com

• phone: +61 (0)3 9543 4052

• post:     Privacy Officer

                   SoupedUp Solutions Pty Ltd

                   PO Box 240

                   Glen Waverley VIC 3150

 

14. Changes to this Privacy Policy

 

We may change this Privacy Policy from time to time. When we make changes, we will post a notice on our Website homepage and make a new copy of the updated Privacy Policy available on our Website and Platform. Where changes to the Privacy Policy are material, we will provide you with reasonable notice before the changes take effect. If you continue to use our Website or Platform after the effective date of the changes, you will be taken to have accepted the amended Privacy Policy.

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Last Updated: 10 February 2026