Privacy Policy

1. Information We Collect

We collect different types of information depending on your relationship with us:

1.1 Prospective Clients

When you enquire about our services, we collect:

• Name and contact details (email, phone number)
• Business name and trade type
• Location/service area
• Information about your current website or online presence
• Any other information you choose to provide in forms or communications

1.2 Active Clients

In addition to the above, we collect:

• Billing information and payment details
• Business content (photos, descriptions, service lists, testimonials)
• Domain registration details
• Google Business Profile access credentials (with your consent)
• Communication history and support requests

1.3 Lead Data (Your Customers)

As part of our lead tracking service, we collect and store enquiries that come through your website. This may include:

• Names and contact details of people who submit enquiry forms on your website
• Details of their enquiry (job description, photos, location)
• Timestamps and source of the enquiry

Important: You are the data controller for your customers' information. We process this data on your behalf as a data processor. You are responsible for ensuring your own privacy policy adequately discloses this data collection to your customers.

1.4 Website Visitors

When you visit our website, we automatically collect:

• IP address and approximate location
• Browser type and device information
• Pages visited and time spent on site
• Referring website
• Cookies and similar tracking technologies (see Section 7)

2. How We Collect Information

We collect personal information:

• Directly from you: When you fill out forms, email us, call us, or provide content for your website
• From your website: When your customers submit enquiries through forms we build
• From third parties: Google (for Business Profile management), domain registrars, payment processors
• Automatically: Through cookies, analytics tools, and server logs when you visit our website

3. How We Use Your Information

We use personal information to:

• Provide, maintain, and improve our services
• Build, host, and update your website
• Manage your Google Business Profile on your behalf
• Track and store leads from your website
• Process payments and manage your subscription
• Respond to your enquiries and provide support
• Send you updates about your website and our services
• Comply with legal obligations
• Protect against fraud and abuse
• Improve our website and marketing (in aggregate, anonymised form)

We will not use your personal information for direct marketing without your consent, and you may opt out at any time.

4. Disclosure of Information

We do not sell, trade, or rent your personal information. We may share your information with:

• Service providers: Who assist in our operations, including:
  • Hosting providers (for website hosting)
  • Payment processors (for subscription billing)
  • Email service providers (for notifications)
  • Form processors (Web3Forms for enquiry handling)
  • Analytics providers (to understand website usage)
  • Domain registrars (for domain management)
• Google: For Google Business Profile management (with your consent)
• Professional advisers: Lawyers, accountants where necessary
• Law enforcement: Where required by law or to protect our legal rights
• Business transfers: In the event of a merger, acquisition, or sale of assets

5. Overseas Disclosure

Some of our service providers may be located overseas, including in the United States (hosting, analytics, form processing). Before disclosing personal information overseas, we take reasonable steps to ensure the recipient complies with the APPs or is subject to similar privacy protections.

By providing your personal information, you consent to this disclosure. If you do not consent, please contact us to discuss alternative arrangements, though this may limit our ability to provide certain services.

6. Data Security

We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Our security measures include:

• SSL/TLS encryption for all data in transit
• Secure hosting with reputable providers
• Access controls limiting who can access personal information
• Regular security updates and monitoring
• Secure password practices and authentication

We take security seriously and continuously work to protect your data.

7. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your experience and collect analytical data. These include:

• Essential cookies: Required for the website to function properly
• Analytics cookies: Help us understand how visitors use our site
• Preference cookies: Remember your settings and preferences

You can control cookies through your browser settings. Disabling cookies may affect the functionality of our website.

8. Data Retention

We retain personal information for as long as necessary to:

• Provide our services to you
• Comply with legal obligations (e.g., tax records for 7 years)
• Resolve disputes and enforce agreements

Prospective clients: Enquiry data is retained for up to 2 years unless you become a client.

Former clients: Core records are retained for 7 years after the end of your subscription for legal and accounting purposes. Website content and lead data can be exported or deleted upon request.

Lead data: Enquiries from your customers are retained for the duration of your subscription and for 90 days afterward, unless you request export or deletion.

9. Your Rights

Under the Australian Privacy Principles, you have the right to:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate, incomplete, or outdated information
• Complaint: Lodge a complaint if you believe we have breached your privacy

To exercise these rights, contact us using the details in Section 12. We will respond to your request within 30 days. We may need to verify your identity before processing your request.

Access requests are generally free, though we may charge a reasonable fee for excessive or repeated requests, or requests requiring substantial effort to compile.

10. Google Business Profile

If you authorise us to manage your Google Business Profile, we will:

• Access and update your profile information (business details, photos, posts, reviews)
• Respond to customer reviews and messages on your behalf (if agreed)
• Add ourselves as a manager (not owner) of your profile
• Comply with Google's third-party policies

You retain ownership of your Google Business Profile at all times. Upon termination of our services, we will remove our manager access within 7 business days.

11. Children's Privacy

Our services are intended for businesses and are not directed at children under 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

12. Complaints

If you believe we have breached your privacy or the APPs, you may lodge a complaint with us. We will investigate and respond within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

• Website: www.oaic.gov.au
• Phone: 1300 363 992
• Email: enquiries@oaic.gov.au

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by:

• Posting the updated policy on our website with a new "Last updated" date
• Emailing active clients about significant changes

Your continued use of our services after changes are posted constitutes acceptance of the updated policy.

14. Contact Us

For questions about this Privacy Policy or to exercise your privacy rights, contact us:

• SiteNest
• ABN: 17 681 386 023
• Email: privacy@sitenest.com.au
• Phone: 0451 644 854