Request a Licence Health Check

Privacy Policy

Last updated: 28 October 2026

1. About this policy

This policy explains how Pasifik Cloud Solutions Pty Ltd (ABN 35 627 754 821, ACN 627 754 821) ("Pasifik Cloud", "we", "us") handles personal information in akap. akap includes akap.cloud, the customer portal, the eligibility application form and the Licence Health Check.

We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

This policy covers akap only. Our website at www.pasifikcloud.com is not covered by it.

2. What we collect

Depending on how you use akap, we may collect the following.

  • Contact details: name, work email, phone number and job role.
  • Organisation details: organisation name, business identifier (such as an ABN), address and website.
  • Sign-in details: the name, email address, account identifier and Microsoft tenant ID that Microsoft provides when you sign in with your Microsoft 365 work account. We don't receive your password.
  • Eligibility applications:
    • the answers and details you give us
    • the Microsoft 365 work account you signed in with, and the Microsoft tenant ID of that account, which we record with the application. The tenant may belong to your organisation or to someone else, such as your IT provider.
    • your name and email, which we fill in from your Microsoft sign-in. You can change them.
  • Licence Health Check requests: your organisation, name and work email.
  • Billing records: quotes, invoices, payments and any remittance documents you upload.
    • Card and direct debit payments go through our payment provider. We don't store your full card number.
    • For akap platform plans (paid plans for using akap itself), our payment provider keeps your card or direct debit details on file to charge renewals.
  • Support cases: messages and files you send us.
  • Microsoft 365 tenant information: we collect this only after your administrator approves our access on Microsoft's page.
    • It covers subscriptions, licences, users and groups, usage and activity reports, and administration and security settings.
    • It includes your staff's names, email addresses and licence assignments, and how they use Microsoft 365 services.
    • For support and managed services: we access it through admin access while that access is in place. It auto-extends unless it is turned off or ended.
    • For a Licence Health Check: we access it through our akap Licence Health Check for M365 app while the reporting access lasts (30 days or 12 months, as your administrator chooses). That covers:
      • subscriptions and licences
      • users and their assigned licences
      • Microsoft 365 activity for the last 90 days
      • Conditional Access policies
      • Secure Score
    • The first time you connect, a short setup access (at most 7 days) lets us add the akap Licence Health Check for M365 app.
    • We also keep a record of the admin access you approve, such as your tenant ID, the roles, the dates and its status, in akap and in our own Microsoft partner tenant.
    • Section 6 of the akap Managed Service Terms explains both kinds of access, lists the app's Microsoft Graph permissions and explains how to end the access.
  • Technical information: IP address, browser type and the pages you use. We collect this in server logs and diagnostics, for security and troubleshooting.
  • AI assistant conversations: if the assistant is turned on for your account, we keep the messages you send it and its replies.

3. Information about your staff

If your organisation gives us access to its Microsoft tenant, we collect information about your staff. We ask your organisation to tell them and to point them to this policy.

4. How we collect it

We collect information:

  • from you, through forms, the portal, email and phone
  • from your organisation's administrators when they invite you
  • from Microsoft, when you sign in and when your administrator approves our access to your tenant
  • from our payment provider, when you pay by card or direct debit

5. Why we use it

We use personal information to:

  • set up and run your akap account
  • check eligibility applications, send you a copy, and lodge them for Microsoft's decision
  • quote, order, provision, manage and bill Microsoft products
  • provide support, including raising cases with Microsoft for you
  • prepare reports you ask for, such as the Licence Health Check, and send the monthly check emails if you choose the monthly check
  • keep akap secure and working, and prevent fraud and misuse
  • meet our legal, tax and accounting obligations

6. Who we share it with

We share personal information only as needed for these purposes:

  • Microsoft:
    • to set up your Microsoft customer relationship
    • to confirm your acceptance of the Microsoft Customer Agreement
    • to place orders
    • to assess eligibility applications
    • to raise support cases
  • The authorised Microsoft partner we order through and lodge eligibility applications through: it gets only what it needs to fulfil, bill or support your order, or to process an eligibility application.
  • Service providers who run parts of akap for us:
    • cloud hosting
    • payment processing
    • email delivery
    • accounting systems
    • if the assistant is turned on, an AI service (Microsoft Azure OpenAI)
  • The person who requests a Licence Health Check: we email the report to them. It can include staff names and licence details.
  • Your organisation: your organisation's akap administrators can see who has access and the activity in your organisation's account.
  • Others, where the law requires or allows it.

We do not sell personal information.

7. Overseas disclosure

akap is hosted in Microsoft Azure data centres in Australia.

We are likely to disclose some personal information to recipients outside Australia. This includes Microsoft, for support and eligibility processing, our payment and email providers and, if the assistant is turned on, the AI service. These recipients are likely to handle it in the United States, and may also handle it in other countries where they operate. You can ask us for details.

Before we disclose information overseas, we take reasonable steps to ensure the recipient handles it consistently with the Australian Privacy Principles.

8. Cookies

akap uses only the cookies it needs to work. These cookies:

  • sign you in
  • keep your session secure
  • protect forms
  • remember which account you are working in

We don't use advertising or analytics cookies in akap.

9. Emails

We send service emails about your account, orders, invoices, support cases, applications and Licence Health Check reports.

If you choose the monthly Licence Health Check, we send monthly check emails until the access ends or you ask us to stop. Each one identifies us and tells you how to stop them: reply to the email, or contact us at contact@pasifikcloud.com.

We send marketing emails only with your consent. Every marketing email identifies us and lets you unsubscribe, as the Spam Act 2003 requires.

10. How we hold and protect information

  • How we hold it: electronically, in akap and in our service providers' systems.
  • How we protect it: we take reasonable steps to protect it from misuse, interference, loss and unauthorised access. Only people who need access have it.
  • Data breaches: if a data breach is likely to cause serious harm, we will notify affected people and the Office of the Australian Information Commissioner (OAIC), as the Notifiable Data Breaches scheme requires.
  • How long we keep it: only as long as we need it for the purposes above, or as the law requires (for example, tax records). After that, we delete it or de-identify it.
  • Licence Health Check data: raw tenant data collected for a Licence Health Check is deleted on a set schedule, 30 days after we send the report.

11. Access and correction

You can ask to see or correct the personal information we hold about you. We'll respond within a reasonable time, usually within 30 days.

We don't charge you for making a request. We may charge a reasonable fee for giving access. If we refuse a request, we'll tell you why.

12. Complaints

Contact us first, and we'll try to resolve your complaint. If you're not satisfied with our response, you can contact the OAIC at oaic.gov.au.

13. Contact

Privacy Officer, Pasifik Cloud Solutions Pty Ltd