This policy explains what personal information Steph Does Systems collects, why, how we look after it, and who we share it with.

Steph Does Systems is a sole trader business run by Stephanie Bartram, ABN 93 243 679 794, based in South West Rocks, New South Wales, Australia. In this policy, “we” and “us” mean Steph Does Systems.

The short version

We only collect what we need to work with you and to stay in touch.
We never sell your information.
We do not use advertising trackers on our website.
We do not put your personal information into AI tools without your consent, and training is switched off on the AI accounts we use for client work.
You can ask to see, fix or delete your information at any time.

The law we follow

As a small business, Steph Does Systems is not currently covered by the Privacy Act 1988 (Cth). We follow the Australian Privacy Principles anyway, because your information deserves the same care either way.

When we work for a business that is covered by the Privacy Act, we also follow that business’s instructions about the personal information it holds.

What we collect

When you contact us or sign up for something

Your name, email address and phone number
Your business name, what it does, and anything you tell us in an enquiry, intake or booking form

When you buy from us

Your name, business details and billing details
What you bought and when
Our payment provider (currently Stripe) handles your card details. Your card number goes straight to them. We never see it or store it.

When we work together

Notes, emails and files about the work
Recordings and transcripts of our sessions and meetings
Information about your business that we need for the work, which can include information about your staff, customers or suppliers
Logins or access you give us to your software

When you use our website, emails, courses and communities

Our website host records standard information such as the pages visited, the approximate location a visit came from, the type of browser and device, and the time. We use it to keep the site working and secure.
Our email provider records whether an email was opened and which links were clicked. This helps us see what is useful.
If you take one of our courses or join a community or program, we keep your progress, what you post and your account details.

At workshops and events

Your name and contact details when you register
Photos or video, if we take them. We will tell you before we do, and you can ask not to be included.

Other ways

If you message us on social media, we see what you send and your public profile.
If you give us a testimonial or feedback, we keep it. We only publish it with your permission.
If you apply to work with us as a contractor, we keep your application.

Sensitive information

We do not ask for sensitive information about you, such as health, racial or ethnic origin, religion, political views, sexual orientation or criminal record. Please do not send it to us unless we need it for the work.

Some of our clients are health businesses. Where their work needs us to see health information about their patients or clients, we only do so with their written instruction, we use as little as the work needs, we do not use it for anything else, we never put it into an AI tool that trains on it, and we remove our copies when the work ends.

How we collect it

Mostly from you, when you fill in a form, book, buy, email us, talk to us or sign up for something. Sometimes from your business’s systems while we are working in them for you, or from public information such as your website.

Why we use it

To reply to you and to deliver what you have asked for
To take payment and keep business and tax records
To send you emails you have signed up for
To run and improve our website, courses, workshops and services
To keep things secure and meet our legal duties

We only use your information for another purpose if you would reasonably expect it, if you agree, or if the law requires it.

Emails

We only send marketing emails to people who have signed up for them or agreed to hear from us. Every one of those emails has an unsubscribe link, and unsubscribing takes effect straight away.

Cookies and tracking

Our website does not use advertising trackers, and we do not build profiles of visitors.

Some tools we use may set their own cookies, such as our payment provider, forms and embedded videos. Their own privacy policies apply to those.

If we ever add website analytics or advertising tools, we will update this policy before we switch them on.

Artificial intelligence

We build AI systems for clients, and we use AI in our own work. Where we use AI on material you have given us, that material may be processed by our AI provider to produce the result.

Training is switched off on the AI accounts we use for client work. That setting is checked, not assumed, and checked again whenever we change plan or open a new account.
We do not put your confidential information, or information that identifies a person, into an AI tool without your consent. Where we can, we remove names and identifying details first.
If you buy an AI setup or a build from us, your business information will be used in AI tools to do that work. That may be in your own AI account, or in ours while we build and test it. When the work ends, we remove your information from our accounts.
We do not use AI or any computer program to make decisions about people, or to substantially help make them, such as decisions about employment, eligibility, access to a service, credit or risk. Where we build a system that touches a decision like that, a person makes the decision.
AI can be wrong. Anything an AI system produces, whether ours or one we have built for you, should be checked by a person before it is relied on.

You can ask us at any time whether AI was used on your work, and how. Our AI Use Policy sets out where we use AI, where we do not, and the register of AI tools we use.

Who we share it with

We never sell your information.

We share it only with the providers that help us run the business, and only so they can do that job. At the time of writing, these are:

Stripe, for payments
Kit, for email
Fillout, for forms
Vercel, for website hosting
Google Workspace, for email, files, calendar and video calls, including session recordings and transcripts through Google Meet
Notion, for notes and project records
Anthropic (Claude), for AI
Tella, for videos
Whimsical, for diagrams
n8n, for connecting software, when a project needs it
Google Fonts, for the fonts on our website

We will keep this list up to date. We may also share information:

with your own providers, when we work in your software for you;
with our accountant or other professional advisers;
with anyone who helps us on your work, who will be bound in writing by the same privacy rules as us; and
where the law requires it.

Information stored overseas

Some of our providers store information on servers outside Australia, including in the United States. We choose providers that publish a privacy policy and commit to protecting what they hold.

If you would rather your information was not handled overseas, tell us before we start and we will talk through what that changes.

How we keep it safe

We use reputable providers and keep access to your information to the people who need it.
Logins you share with us are stored securely, used only for your work, and handed back when the work ends.
We sign in to most of our tools through our Google Workspace account, so access is managed in one place, and that account is protected by two-step sign-in.

No system is perfectly secure, but we take reasonable steps to protect your information from misuse, loss and unauthorised access.

How long we keep it

Enquiries that do not go ahead: up to 2 years, then deleted.
Client records, including invoices and project notes: 5 years after the work ends, because tax law requires it.
Session recordings and transcripts: kept with the client record. You can ask us to delete a recording at any time.
Logins and access: removed when the work ends.
Information from inside your business’s systems: removed from our accounts when the work ends.
Email subscribers: until you unsubscribe. After that we keep only your email address, marked as unsubscribed, so we do not contact you again by mistake.
Course and community accounts: while your account is active, and for up to 2 years after.

Your choices and rights

You can ask us to:

tell you what information we hold about you
give you a copy of it
correct it
delete it, unless we have to keep it by law
stop sending you marketing emails

Email hello@stephdoessystems.com. We will reply within 30 days, and it will not cost you anything.

You can deal with us without giving your name for general questions. To buy from us or work with us, we need to know who you are.

If we are holding your information on behalf of one of our clients, such as a business you are a customer of, we will pass your request to them and help them answer it.

If something goes wrong

If there is a data breach that is likely to cause serious harm, we will tell the people affected as soon as we can, and tell them what to do to protect themselves. Where the law requires it, or where it is the right thing to do, we will also tell the Office of the Australian Information Commissioner.

If the breach involves information we hold for a client, we will tell that client straight away.

Complaints

If you are unhappy with how we have handled your information, please email hello@stephdoessystems.com first. We will look into it and reply in writing within 30 days.

The Office of the Australian Information Commissioner has general information about privacy at oaic.gov.au or on 1300 363 992.

Children

Our services are for businesses and adults. We do not knowingly collect information from anyone under 18.

Changes to this policy

We may update this policy when our tools or the way we work change. The date at the top shows when this version was published. If a change affects how we use information we already hold, we will tell current clients and email subscribers.

Contact

Stephanie Bartram, trading as Steph Does Systems
ABN 93 243 679 794
South West Rocks NSW 2431, Australia
hello@stephdoessystems.com

Privacy Policy