This policy explains what personal information Steph Does Systems collects, why it is collected, who it is shared with, and how you can access, correct or delete it.

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”, “us” and “our” mean Steph Does Systems. As a small business we sit outside the Privacy Act 1988 (Cth), but we choose to follow the Australian Privacy Principles anyway, because your information deserves the same care either way.

If you have a question about anything in this policy, email hello@stephdoessystems.com.

What we collect

We only collect what we need to run the business and deliver what you have asked for.

Information you give us. This includes:

your name and email address, when you join the email list or download something
your business name, phone number and website, when you fill in an enquiry or intake form
what you tell us about your business in an enquiry, an intake form, a session or an email
your billing details, when you buy something

We do not collect sensitive information as that term is defined in the Privacy Act, such as health information, racial or ethnic origin, or religious beliefs. Please do not send it to us.

Payment details.Payments are handled by Stripe. Your card number goes directly to Stripe and is never seen or stored by us. We see the amount, the date and your name and email. Stripe’s privacy policy is at stripe.com/au/privacy.

Information collected automatically.Our website is hosted by Vercel, which records standard server information such as the pages requested, the approximate location the request came from, the type of browser and device used, and the time of the request. This is used to keep the site running and secure. We do not run advertising trackers, we do not build profiles of visitors, and we do not sell anyone’s information.

Cookies

Our website does not set advertising or tracking cookies. Third party services we link out to, such as Stripe checkout and our enquiry forms, may set their own cookies once you are on their page. Those services have their own privacy policies. You can block or delete cookies in your browser settings at any time.

Why we collect it

to answer your enquiry and work out whether we are a good fit
to deliver the service you have paid for
to take payment and keep the records the tax law requires
to send you emails you have asked to receive, which you can stop at any time
to improve what we offer and how we explain it
to meet our legal obligations

We send marketing emails only to people who have asked for them. Every one of those emails has an unsubscribe link, and unsubscribing takes effect straight away.

Who we share it with

We do not sell your personal information and we do not share it for anyone else’s advertising. We use a small number of service providers to run the business, and your information is shared with them only so they can do that job:

Stripe, to take payments
Kit, to send and manage email
Fillout, to run enquiry and intake forms
Vercel, to host the website
Google Workspace, for email, files and calendar
Notion, to track work and client records
Anthropic, the provider of the AI we use in our own work
n8n, where a project involves connecting your software together

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

We will also disclose information if the law requires it, or if it is needed to establish or defend a legal claim. If the business is ever sold or transferred, client and subscriber records may transfer with it, and you would be told before that happened.

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 it is checked again whenever we change plan or open a new account.

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.

How long we keep it

enquiries that do not go anywhere: up to two years, then deleted
client records and project files: five years after the work finishes, which is the period the ATO requires business records to be kept
email subscribers: until you unsubscribe, then a minimal record so we do not email you again by mistake

Keeping it safe

Accounts are protected with strong, unique passwords and two factor authentication where the provider offers it. Files are held in access controlled cloud storage. No system connected to the internet can be guaranteed completely secure, so we do not promise that, but we do take reasonable steps to protect what we hold and to delete what we no longer need.

If a data breach happens that is likely to cause serious harm, we will notify the people affected and the Office of the Australian Information Commissioner, as the Privacy Act requires.

Children

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

Your rights

You can ask us at any time to:

tell you what personal information we hold about you
give you a copy of it
correct anything that is wrong or out of date
delete it, where we are not required by law to keep it
stop sending you marketing emails

Email hello@stephdoessystems.com and we will respond within 30 days. There is no charge for making a request.

If you are not happy with how we have handled your information or your request, tell us first so we have a chance to fix it. If you are still not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

Changes to this policy

We update this policy when the way we work changes or when the law does. The date at the top shows when it was last changed. Continuing to use our services after a change means you accept the updated policy.

Contact

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

Privacy Policy