Privacy Policy

1. Introduction

SiteOn (“SiteOn”, “we”, “us” or “our”) respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you visit our website, contact us, engage our services or otherwise interact with us.

SiteOn provides website development, business automation, workflow integration and related technology services to businesses in Australia.

We aim to handle personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles, where applicable.

By using our website or interacting with our services, you acknowledge that you have had the opportunity to read this Privacy Policy.

2. Personal Information We Collect

The personal information we collect depends on how you interact with us.

Information you provide

We may collect:

• Your name and business name.
• Email address and telephone number.
• Business contact details and professional information.
• Information submitted through website enquiry forms, booking forms or other communications.
• Details about your business, operational requirements and requested services.
• Information contained in correspondence, feedback or support requests.
• Billing, invoicing and transaction information where required to provide our services.

Information collected automatically

When you visit our website, we or our service providers may collect:

• Internet Protocol (IP) address.
• Browser type and device information.
• Operating system and general usage information.
• Pages visited, referring websites and interactions with our website.
• Approximate location derived from technical information.
• Cookie identifiers and similar tracking information, where enabled.

Information processed through our services

When delivering website development or automation services, we may process information supplied by our clients or connected systems. Depending on the service, this may include customer contact details, enquiry records, appointment information, communications and business workflow data.

We only seek to access and process information reasonably necessary to deliver the agreed services.

We do not intentionally request sensitive information, such as health information, unless it is necessary for an agreed service and appropriate arrangements have been made.

Please do not submit sensitive or confidential information through our general enquiry forms.

3. How We Collect Personal Information

We may collect personal information:

• Directly from you through our website, forms, emails, telephone calls or meetings.
• When you book a consultation or request a quote.
• When you engage our services or communicate with us during a project.
• From your authorised representatives or business contacts.
• From third-party platforms that you authorise us to connect with your systems.
• Automatically through website technologies, cookies and analytics tools.
• From publicly available business information where reasonably necessary for legitimate business activities.

Where we collect personal information from another source, we will take reasonable steps to handle it in accordance with applicable privacy requirements.

You may choose not to provide certain information. However, this may prevent us from responding to your enquiry or providing particular services.

4. How We Use Personal Information

We may use personal information to:

• Respond to enquiries and provide quotations.
• Schedule consultations and manage appointments.
• Deliver, configure, maintain and support websites and automation systems.
• Integrate software applications and business workflows at your direction.
• Communicate with clients about projects, services and support.
• Manage contracts, payments, invoices and business records.
• Improve our website, services and customer experience.
• Monitor performance, diagnose errors and maintain security.
• Prevent fraud, misuse, unauthorised access and other security issues.
• Meet legal, regulatory and record-keeping obligations.
• Send relevant business updates or marketing communications where permitted by law.

We will not use personal information for unrelated purposes unless permitted by law or we have obtained any consent that is required.

5. AI and Automated Processing

Some services we provide may use artificial intelligence (AI), machine learning or automated workflows to assist with tasks such as:

• Classifying and routing enquiries.
• Drafting or personalising communications.
• Extracting or summarising information.
• Generating responses or recommendations.
• Updating business systems and triggering workflow actions.
• Reducing repetitive administrative tasks.

Where these technologies process personal information, we aim to limit the information used to what is reasonably necessary for the relevant task.

Depending on the service configuration, information may be transmitted to third-party AI providers or other software platforms to perform specific functions.

We do not intentionally use personal information collected through our own website to train AI models for unrelated purposes.

Third-party providers may have their own data handling and retention practices, which depend on the services, account types and settings used.

AI-generated outputs may contain errors and should be reviewed where accuracy is important.

We do not intend to use AI to make decisions that significantly affect an individual’s rights or interests without appropriate consideration of applicable legal obligations, transparency and safeguards.

Where applicable law requires additional disclosures about automated decision-making, we will provide those disclosures.

6. Cookies and Website Analytics

Our website may use cookies, pixels, analytics tools and similar technologies to operate the website and understand how visitors interact with it.

These technologies may be used to:

• Keep the website functioning correctly.
• Remember preferences.
• Understand website traffic and performance.
• Identify technical issues.
• Measure the effectiveness of marketing activities, where enabled.
• Improve the user experience.

Some cookies may be placed by third-party services integrated into our website.

You can manage or disable cookies through your browser settings. However, disabling certain cookies may affect website functionality.

Where required by applicable law, we will obtain consent before using non-essential cookies or similar tracking technologies.

The specific cookies and analytics technologies used may change as our website and services evolve.

7. When We Disclose Personal Information

We may disclose personal information to third parties where reasonably necessary for our business operations or the delivery of our services.

These parties may include:

• Website hosting and infrastructure providers.
• Website development and hosting platforms.
• Automation and workflow platforms.
• AI and language model providers.
• Email, messaging and communications providers.
• Appointment booking and scheduling platforms.
• Customer relationship management (CRM) systems.
• Payment processing and accounting providers.
• Analytics and website performance providers.
• Professional advisers, insurers and legal representatives.
• Government authorities or other parties where required or authorised by law.

For example, an automation may transfer information from a website enquiry form to a client’s CRM system or send an enquiry notification through an email service.

We seek to disclose only the information reasonably necessary for the relevant purpose.

We do not sell personal information to third parties.

We may also disclose information where you have authorised the disclosure, where it is necessary to provide a service you have requested, or where otherwise permitted or required by law.

8. Third-Party Platforms and Client Systems

Our services may connect with software and platforms selected by us or our clients.

When providing an automation service, SiteOn may process information on behalf of a client using the client’s authorised systems and accounts.

Where a client determines the purposes for which personal information is processed, the client may have separate privacy obligations concerning that information. Our handling of the information will depend on our agreement with the client and applicable law.

Third-party platforms operate under their own terms, privacy policies and security practices. We do not control the independent privacy practices of these providers.

Clients are responsible for ensuring that they have the necessary authority to provide personal information to SiteOn and to connect the relevant systems.

Where appropriate, we may establish additional contractual and technical safeguards for client data.

9. Overseas Disclosure and Storage

Some third-party service providers we use may store or process personal information outside Australia.

Depending on the providers and configurations used, personal information may be processed in countries including the United States, Japan, Singapore or other jurisdictions where our service providers or their infrastructure operate.

The relevant countries will depend on the specific services used and their hosting arrangements. We will update this policy if our practices change materially.

Where applicable Australian privacy law requires it, we will take reasonable steps to ensure that overseas disclosures are handled appropriately.

Overseas recipients may be subject to privacy laws that differ from Australian law.

10. How We Store and Protect Personal Information

We take reasonable steps to protect personal information against misuse, interference, loss, unauthorised access, modification and disclosure.

Depending on the service, safeguards may include:

• Access controls and authentication.
• Restricting access to people who need the information.
• Using reputable hosting and software providers.
• Secure connections and encryption where available.
• Limiting the information collected and processed.
• Reviewing integrations and permissions.
• Monitoring systems and addressing technical issues.
• Maintaining appropriate backups and recovery arrangements where applicable.

No method of electronic storage or transmission is completely secure. We cannot guarantee absolute security.

If a data breach occurs, we will assess and respond to it in accordance with applicable legal obligations, including the Notifiable Data Breaches scheme where it applies.

11. How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing services, maintaining business records, resolving disputes and meeting legal obligations.

Retention periods depend on the type of information, the service involved and any applicable contractual or legal requirements.

When personal information is no longer required, we will take reasonable steps to destroy or de-identify it, where lawful and practicable.

For client automation projects, retention and deletion arrangements may also be governed by the relevant service agreement.

Information held by third-party providers may be subject to their own retention and backup practices.

12. Accessing and Correcting Your Information

You may request access to personal information we hold about you and ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.

To make a request, contact us using the details provided in Section 16.

We may need to verify your identity before responding. We will respond within a reasonable period and in accordance with applicable law.

In some circumstances, we may be unable to provide access or make a requested correction. If this occurs, we will explain our decision where legally required.

13. Marketing Communications

We may use your contact details to send information about our services, updates or relevant business offerings where permitted by law.

You can opt out of marketing emails by using the unsubscribe facility included in the message or by contacting us directly.

We will process opt-out requests as required by applicable law.

We will not send commercial electronic messages in breach of the Spam Act 2003 (Cth).

Opting out of marketing communications will not prevent us from sending essential administrative or service-related communications.

14. Your Privacy Rights and Complaints

If you have a question or concern about how we handle personal information, you can contact us using the details below.

Please describe your concern and include sufficient information for us to investigate it.

We will review your complaint, make reasonable enquiries and respond within a reasonable period.

If you are dissatisfied with our response, and the matter falls within the jurisdiction of the Office of the Australian Information Commissioner (OAIC), you may be able to lodge a complaint with the OAIC.

Further information is available at the official OAIC website: https://www.oaic.gov.au/

Our obligations under Australian privacy law depend on the circumstances, including whether the Privacy Act applies to our business and the relevant activity.

15. Third-Party Websites

Our website may contain links to websites operated by third parties.

Those websites are governed by their own privacy policies and practices. We are not responsible for the privacy, security or content of third-party websites.

We encourage you to review their privacy policies before providing personal information.

16. Contact Us

If you have questions about this Privacy Policy, wish to access or correct personal information, or want to make a privacy complaint, please contact:

Business: SiteOn
Business owner or legal entity: [Insert your full legal name or registered entity name]
Email: [Insert your dedicated privacy contact email]
Business address: [Insert your business address or appropriate postal address]

Please include “Privacy Request” or “Privacy Complaint” in the subject line of your email where appropriate.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, website, technology, service providers or legal obligations.

The updated version will be published on our website with a revised “Last updated” date.

We encourage you to review this policy periodically.

18. Definitions

Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable, as defined under applicable Australian privacy law.

Sensitive information includes certain categories of information afforded additional protection under Australian privacy law, such as health information, biometric information used for identification, racial or ethnic origin, and other specified categories.

Third-party service provider means an external organisation that provides technology, hosting, communications, payment, analytics, AI or other services used by SiteOn.

Automation means a configured workflow that transfers, processes or acts on information between software applications or systems, sometimes using AI.