Privacy Policy

1. About This Policy

This Privacy Policy explains how Newcastle Business Automation ("we", "us", "our") collects, uses, discloses, and safeguards personal information when you visit our website at newcastlebusinessautomation.com and use our services.

We are committed to complying with the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth) and other applicable privacy laws.

2. Information We Collect

2.1 Personal Information You Provide

When you interact with our website or services, we may collect:

• Name and contact details (email address, phone number)
• Business information (company name, website URL)
• Communication preferences
• Messages and enquiries submitted through contact forms or other channels
• Account credentials (username, password) if you create an account
• Billing and payment information for subscription services (note: payments are processed by our payment provider; we do not store full card details)
• Address information (for service delivery and billing purposes)

2.2 Information Collected Automatically

When you visit our website, we may automatically collect technical information such as:

• IP address and device information
• Browser type and version
• Operating system
• Pages visited and time spent on our website
• Referring website addresses
• Clickstream data

2.3 Cookies and Tracking Technologies

We use cookies and similar technologies (including analytics and advertising pixels) to:

• Remember preferences
• Understand website usage and performance
• Measure advertising effectiveness (where applicable)

For more information, see our Cookie Policy.

2.4 Sensitive Information

We do not intentionally collect "sensitive information" (as defined under the Privacy Act) unless it is necessary for a specific purpose and we have your consent or another lawful basis under Australian law.

3. How We Collect Personal Information

We collect personal information:

• Directly from you (e.g., forms, emails, phone calls, account creation)
• Through your use of our website and services (e.g., cookies and analytics tools)
• From third parties where relevant to providing services (e.g., advertising platforms when managing campaigns on your behalf), and where permitted by law

4. How We Use Your Information

We use personal information to:

• Provide and deliver our services (e.g., website design, automation, advertising management)
• Respond to enquiries and provide customer support
• Set up and administer accounts
• Process and manage subscriptions and payments
• Send service-related communications (e.g., confirmations, updates, changes to services)
• Improve and optimise our website and services
• Analyse website usage and performance
• Maintain security, prevent fraud, and protect our legal rights
• Send marketing communications (see Section 11)

5. Disclosure of Your Information

We may disclose personal information to the extent necessary to operate our business and provide services.

5.1 Service Providers

We may share personal information with trusted service providers, including:

• Hosting and infrastructure: Supabase (database and authentication services) — hosted in AWS Asia Pacific (Sydney) / ap-southeast-2
• Analytics: Google Analytics
• Advertising platforms: Google Ads, Meta (Facebook/Instagram), TikTok (when managing campaigns on your behalf)
• Email services: for sending service communications and newsletters
• Payment processing: Stripe (subscription and payment processing)

These providers may access personal information only to perform services for us and are expected to handle it securely.

5.2 Legal Requirements

We may disclose personal information if required or authorised by law, court order, or government authority, or where necessary to protect rights, prevent fraud, or ensure security.

5.3 Business Transfers

If we are involved in a merger, acquisition, restructuring, or sale of assets, personal information may be transferred as part of that transaction, subject to appropriate confidentiality and security measures.

6. Overseas Disclosure and International Data Handling

Some of our third-party service providers may store or process information outside Australia.

• Our Supabase environment is hosted in Sydney, Australia (ap-southeast-2).
• Other providers (such as analytics, advertising, email delivery, and payments) may process data in the United States and other countries depending on their operations and your interactions.

Where we disclose personal information to overseas recipients, we take reasonable steps to ensure it is handled in a way that is consistent with the Australian Privacy Principles. This may include vendor due diligence, contractual privacy/security obligations, access controls, and limiting disclosures to what is necessary.

7. Data Security

We implement reasonable technical and organisational safeguards to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Measures may include:

• Encryption in transit and at rest (where supported by systems)
• Secure authentication and access controls
• Least-privilege access practices
• Regular security reviews and monitoring
• Staff awareness and training

No method of transmission or storage is completely secure. While we take reasonable steps to protect personal information, we cannot guarantee absolute security.

8. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes described in this policy, including to meet legal, accounting, or reporting requirements.

Examples:

• Enquiry and support records: retained for a reasonable period to manage service delivery and follow-ups
• Billing and transaction records: retained as required by applicable tax and financial record-keeping obligations

When personal information is no longer needed, we take reasonable steps to securely delete or de-identify it.

9. Access and Correction

You may request access to, or correction of, personal information we hold about you.

To make a request:

• Email us at Admin@newcastlebusinessautomation.com.au
• Include your name, contact details, and a description of what you are requesting

We may need to verify your identity before providing access or making changes. We aim to respond within a reasonable timeframe (typically within 10–20 business days, depending on complexity).

10. Your Choices

You can choose not to provide certain personal information; however, this may limit our ability to provide services or respond to enquiries.

You can also manage cookies through your browser settings and, where available, cookie preference tools on our website.

11. Marketing Communications

Where permitted, we may send you marketing communications about our services, news, and updates.

You can opt out at any time by:

• Clicking the "unsubscribe" link in a marketing email
• Contacting us directly
• Updating your preferences in your account settings (if available)

Once you opt out, we will stop sending marketing communications (allowing a short processing period). We may still send essential service-related messages.

12. Notifiable Data Breaches

If we become aware of a data breach that is likely to result in serious harm (an "eligible data breach"), we will take steps consistent with the Notifiable Data Breaches scheme, which may include notifying affected individuals and the Office of the Australian Information Commissioner (OAIC).

13. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, contact us so we can take appropriate steps to delete it.

14. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites. Review their privacy policies before providing personal information.

15. Contact Us

Questions, concerns, and requests can be directed to:

16. Updates to This Policy

We may update this policy from time to time to reflect changes in practices, technology, or legal requirements. The updated version will be posted on this page with a revised "Last updated" date.

17. Complaints

If you have a complaint about how we handle personal information, contact us using the details above. We will investigate and respond within a reasonable timeframe.

If you are not satisfied with our response, you may lodge a complaint with the OAIC:

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