Privacy Policy

Flowstate Ops ("we", "us", "our") builds and maintains operational automation systems for businesses. We take the privacy of your information seriously, and this policy explains what we collect, how we use it, how we store it, and the choices you have. It is written to align with the Australian Privacy Principles under the Privacy Act 1988 (Cth).

This policy covers two different kinds of information: information about you when you visit our website or enquire about our services, and information we handle on behalf of clients when we build and run automation systems for their business.

Information we collect from website visitors and enquirers

When you visit our website or contact us, we may collect:

• Your name, email address, phone number, and business details, when you provide them through an enquiry, a booking, or an email to us.
• The content of your enquiry — what you tell us about your business and what you're looking for.
• Basic, privacy-respecting website analytics (such as pages visited and general location at a country or city level). We do not use analytics that track you across other websites.

We collect this information so we can respond to you, understand whether we can help, and run our business. We do not collect more than we need.

Information we handle on behalf of clients

When we build or operate an automation system for a client, that system may process information belonging to the client and to the client's own customers, patients, or participants — for example, a phone number, an enquiry, or a document.

In this situation, the client controls that information and we handle it on their instructions to deliver the service. Our commitments when handling client data:

• We use it only to provide the agreed service, never for our own purposes.
• We send only the minimum information necessary to any external service the system relies on, and we document, in the client's service agreement, which services are involved and where data is processed.
• We do not write personal information into system activity logs where it can be avoided.
• Where a system handles sensitive information — including health or disability information — we handle it in accordance with the Australian Privacy Principles and the specific terms agreed with that client.

How we use your information

We use the information we collect to:

• Respond to your enquiry and provide the services you ask for.
• Prepare proposals, agreements, and the deliverables we've agreed to.
• Communicate with you about your project or our services.
• Meet our legal, tax, and record-keeping obligations.

We do not sell your information to anyone. We do not trade, rent, or share your personal information with third parties for their marketing.

Who we share information with

We share information only where it's necessary to run our business or deliver a service, and only with providers who help us do that — for example, the software tools we use to run automation systems, send email, or manage our work. We choose these providers carefully and share only what's needed.

Some of these providers may process data outside Australia. Where that's the case for a client system, we identify it in that client's service agreement so they understand the data flow. We may also disclose information where we're required to by law.

How we store and protect information

We take reasonable steps to protect information from misuse, loss, and unauthorised access. This includes storing credentials securely, restricting access to information to those who need it, and using authenticated, encrypted connections where appropriate.

No method of transmission or storage is completely secure, but we work to protect your information and to hold it only for as long as we need it or are required to keep it.

Your choices and rights

You have the right to:

• Ask what we hold — request access to the personal information we hold about you.
• Correct it — ask us to update information that's wrong or out of date.
• Ask us to delete it — request that we delete your personal information, where we're not required to keep it for legal reasons.
• Opt out of communications — tell us to stop sending you non-essential messages.

To make any of these requests, contact us using the details below. We'll respond within a reasonable time.

Cookies and analytics

Our website uses minimal, privacy-respecting analytics to understand how the site is used. We do not use advertising cookies or cross-site tracking. If we add anything that requires your consent in future, we'll ask for it.

Complaints

If you have a concern about how we've handled your information, please contact us first — we'll do our best to put it right. If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed. Significant changes will be reflected here.