01
Overview
Webbotica provides website, search visibility, advertising, content and customer relationship management services to businesses. In doing that work, we may receive personal information from people who visit our website, contact us, become clients, or interact with services we manage on a client’s behalf.
We handle personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 and the Australian Privacy Principles where they apply to us.
02
Information we may collect
The information we collect depends on how you interact with Webbotica. It may include:
- Contact information — your name, business name, email address, phone number and business location.
- Project information — your website address, services, goals, challenges, enquiry details, project notes and other information you choose to provide.
- Client and account information — information needed to deliver, support and manage services, including authorised users, business contacts, hosting or domain account details and technical access information where required for agreed work.
- Billing information — invoice and transaction details. If a third-party payment provider is used, payment details may be provided directly to that provider. Webbotica generally does not need to store full payment-card details.
- Website and technical information — technical logs or information reasonably needed to operate, secure or troubleshoot our website and services, such as IP address, browser/device information and request data.
- Communications — emails, form submissions, calls, messages, feedback and support requests.
We do not ask you to provide sensitive information unless it is genuinely necessary for a particular service and appropriate to collect.
03
How we collect information
We generally collect information directly from you when you:
- submit a Project Folder or another website form;
- email, call, message or meet with us;
- engage Webbotica to provide a service;
- provide information or access needed to manage a website, domain, hosting account, advertising account, CRM, social profile or other agreed business platform; or
- interact with systems that are reasonably necessary to operate or protect our website.
We may also receive information from an authorised representative, referral, public business profile, or a service provider where that is relevant to the work you have asked us to perform.
04
How we use information
We may use personal information to:
- respond to enquiries and understand what a business needs;
- scope, quote, deliver and support Webbotica services;
- manage client relationships, projects, accounts and billing;
- configure and manage websites, hosting, domains, forms, CRM workflows, advertising or other agreed systems;
- maintain, troubleshoot and improve the services we provide;
- protect our website, systems, clients and users from misuse or security threats;
- keep appropriate business records and comply with legal obligations; and
- provide information about relevant Webbotica services or offers where permitted by law and where the required consent exists.
We aim to use personal information only for the purpose for which it was collected, a related purpose you would reasonably expect, or another purpose permitted by law.
07
Security & retention
We take reasonable technical and organisational steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Measures may include access controls, secure hosting, software updates, backups and limiting access to people who need information for legitimate work.
We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, to provide an active service, maintain appropriate business records, resolve disputes, protect security, or meet legal, tax or accounting obligations.
If Webbotica manages your website, hosting or domain, we may need to keep contact, account, technical and access information for as long as that service remains active. Removing information that is necessary to operate or administer an active service may prevent us from continuing to provide that service.
When information is no longer reasonably needed, we take reasonable steps to delete, destroy or de-identify it where appropriate. Some information may remain temporarily in secure backups until those backups are replaced through normal retention cycles, or may be retained by a third-party provider under its own lawful retention requirements.
08
Access, correction & deletion requests
You may contact us to ask what personal information we hold about you, request access to it, or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. We may need to verify your identity before responding.
You may also ask us to delete personal information. We will action deletion requests where reasonably possible and where the information is no longer required. A deletion request may be limited or delayed if the information is still reasonably necessary to provide an active service, administer hosting or a domain, maintain required business or accounting records, resolve a dispute, protect security, or comply with law.
Where we cannot provide access, make a requested correction or remove particular information, we will explain the position where it is reasonable and lawful to do so.
09
Marketing communications
Where permitted by law, and where we have the required consent, we may use contact details to send relevant information, updates or offers about Webbotica services. We do not sell contact details to third parties for their marketing.
You can opt out of marketing communications at any time by using the unsubscribe method provided in the message or by contacting us. We will action opt-out requests as required by law.
Operational messages about an enquiry, active project, website, domain, hosting service, account, invoice, security issue or other service matter are not marketing messages and may still be sent where reasonably necessary.
10
Privacy questions & complaints
If you have a privacy question, want to request access, correction or deletion, or believe we have handled personal information incorrectly, contact us and explain the issue. We will review the request and respond within a reasonable period.
If a privacy law that provides an external complaint process applies and you are not satisfied with our response, you may also have the right to contact the Office of the Australian Information Commissioner (OAIC).
11
Changes to this policy
We may update this Privacy Policy when our services, technology, providers or legal obligations change. In particular, we will review it if we materially change our use of Google or Meta analytics/advertising technologies, introduce a CRM or email platform, add a payment provider, change overseas processing arrangements, or introduce automated decision-making that changes how personal information is handled.
The latest version will be published on this page and the “Last updated” date will be revised.