Applies to: All employees, contractors, and subcontractors  

Last updated: 14th May, 2025  

1. Policy Statement  

Otaris is committed to reducing the environmental impact of its operations and embedding sustainability into every aspect of our business. We acknowledge our responsibility to protect and preserve the environment by minimising our carbon footprint, conserving natural resources, and promoting low-impact, future-focused IT solutions. Our approach prioritises practical, measurable actions that support both our clients' sustainability goals and our own.  

2. Purpose  

The purpose of this policy is to:  

• Affirm Otaris’ commitment to environmental protection and sustainable business practices.  
• Identify and manage the environmental impacts associated with our operations and services.  
• Ensure compliance with relevant environmental legislation, codes of practice, and industry standards.  
• Promote a culture of continual improvement in environmental performance through measurable action.  

3. Scope  

This policy applies to all aspects of our operations and to all employees, contractors, suppliers, and stakeholders involved with Otaris.  

4. Responsibilities  

Management will:  

• Lead the implementation of environmental initiatives and allocate the necessary resources.  
• Ensure compliance with applicable environmental laws, regulations, and internal standards.  
• Set environmental objectives and regularly review performance against targets.  

Employees must:  

• Adhere to all environmental procedures and follow best practices relevant to their role.  
• Actively minimise waste, energy consumption, and environmental impact in daily tasks.  
• Promptly report any environmental risks, incidents, or opportunities for improvement.  

5. Key Environmental Initiatives  

Paperless Operations 
All Otaris team members use reMarkable tablets and digital tools in place of physical paper, supporting our zero-paper policy across all business activities and internal processes.  

E-Waste Management 
In partnership with Grace Records Management, we provide clients with secure and environmentally responsible e-waste disposal. All retired hardware undergoes data sanitisation in line with strict internal protocols before recycling or resale.  

Sustainable Cloud Services 
By migrating client infrastructure to cloud partners like AWS, we reduce reliance on physical hardware, improve system efficiency, and help lower overall carbon emissions. We favour providers with strong renewable energy commitments and sustainability reporting.  

Energy Efficiency  
Our offices use energy-efficient equipment, and we promote energy-saving practices across all staff, both on-site and remote.  

Waste Reduction 
We minimise waste generation by reusing materials, recycling wherever possible, and ensuring the responsible disposal of all office and client-related waste.  

Sustainable Procurement  
We give preference to suppliers that offer environmentally responsible products and services, including recyclable packaging, low-emission logistics, and verified sustainability credentials.  

Water Conservation  
Although our operations are not water-intensive, we actively reduce water use and prevent potential contamination through good housekeeping and supplier standards.  

Low-Impact Transport  
We encourage the use of sustainable transport options such as public transit, cycling, carpooling, or remote collaboration to reduce travel emissions.  

6. Compliance and Standards  

Otaris will comply with all applicable environmental legislation, codes of practice, and industry standards. Where possible, we aim to exceed these requirements.  

7. Training and Awareness  

• Provide employees with information and training on environmental issues relevant to their roles.  
• Promote awareness campaigns to engage staff and stakeholders in sustainability efforts.  

8. Monitoring and Continuous Improvement  

• Measure and monitor key environmental indicators.  
• Set and review sustainability goals and targets annually.  
• Regularly review and update this policy to reflect changes in legislation and best practices.  

9. Policy Approval  

This policy is endorsed by senior management and will be reviewed annually to ensure its effectiveness and relevance.  

Overview

Your privacy is very important to us and Otaris Technologies Pty Ltd (Otaris) will always act to protect your information. Otaris takes this responsibility seriously and is very careful about how and when your personal information is collected and used.

This statement tells you in general terms what our commitment is and how you may access personal information that we keep.

Otaris is committed to complying with the federal Privacy Act 1988.

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Privacy Commitment

Otaris will not use your information for purposes unrelated to the services we provide, unless we first obtain your consent. Wherever possible Otaris will give you the option of interacting anonymously with us provided it is practicable and lawful to do so. We will always use fair and lawful means of collecting personal information. In most circumstances we will collect personal information directly from you.

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What personal information do we collect?

Different personal information is collected for different reasons. The personal information we collect is in most cases supplied directly by you when you give us your details, make a booking or provide feedback to us.

Personal information can include information such as your name, address, contact details and shopping purchases.

The type of service or interaction you wish to receive will determine the specific type of information we need to collect. Personal information may include the following:

Name, address, phone and other contact details (fax, email etc), merchandise information (purchases, orders etc), and method of payment.

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Why We Collect Information

• To deliver products or services to you
• To complete other transactions with you or on your behalf
• To better understand your requirements and preferences.
• To improve our service
• To protect against fraud or theft.
• To provide offers that are of greater interest or benefit to you.

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How We Collect This Information

The personal information we collect is in most cases directly supplied by you when you give us your details, place an order or provide feedback to us

We collect information in a number of ways including:

• When you give us the information
• When you order goods or services
• When you open an account with us

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Security

We will take all reasonable steps to store your personal information securely. In particular, we want you to feel confident in dealing with us on the internet.

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Other Sites

Otaris is not responsible for the privacy practices and content of sites that are linked to this site via hyperlinks, banner advertising or otherwise. Please take care at all times to check whose site you are visiting.

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Access

If you would like to access your personal information please send us an e-mail or give us a call.