Privacy Policy — Smart Web Solutions

Effective date: 16 January 2026

Smart Web Solutions (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, hold, use, and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Related documents: This Privacy Policy should be read together with our Terms & Conditions, which govern our services and commercial relationship with clients. Where you engage us to provide services, this Privacy Policy applies alongside those Terms.

 

1) What is personal information?

Personal information is information or an opinion that identifies an individual, or could reasonably identify an individual.

 

2) What personal information we collect

Depending on how you interact with us, we may collect personal information including:

  • Identity and contact details: name, business name, role, email address, phone number, address.
  • Client account/admin details: authorised contact details, service preferences, support requests, records of changes/approvals.
  • Billing and commercial information: invoices, payment status, transaction references (we do not intentionally collect or store full payment card details).
  • Website and device data: IP address, browser/device type, pages visited, referral source, and similar analytics data (via cookies or similar technologies).
  • Marketing and advertising data: conversion events, campaign performance data, and identifiers used for measurement (e.g. click IDs) where implemented.
  • Communications: emails, messages, call notes, and support correspondence.

3) How we collect personal information

We may collect personal information:

  • directly from you (forms, phone, email, meetings, onboarding);
  • from your use of our website (cookies/analytics);
  • from third parties you authorise (e.g. platforms you use such as hosting, registrars, analytics, advertising, CRM tools);
  • from public sources where relevant (e.g. business contact details).

 

4) Why we collect, use and disclose personal information

We collect and use personal information to:

  • provide and manage our services (including website services, hosting, maintenance, SEO, Google Ads, GBP management, reporting and support);
  • communicate with you, respond to enquiries, and provide quotes/proposals;
  • administer billing, accounts, and record keeping;
  • measure performance and improve services (including analytics and reporting);
  • maintain security, prevent misuse/fraud, and troubleshoot issues;
  • comply with legal obligations and resolve disputes; and
  • send marketing communications where permitted (you can opt out at any time).

Client services note: Where we provide services to clients, we may use and disclose relevant personal information as needed to deliver those services in line with our Terms & Conditions and the client’s instructions.

 

5) Client end-customer data (processing on behalf of clients)

When we provide services to clients, we may handle personal information contained in client systems (for example, enquiries/leads, website form submissions, analytics, or CRM records) only to the extent necessary to deliver services and under the client’s instructions.

Clients are responsible for ensuring they have appropriate notices, consents, and legal authority to collect and share such information with us and with platforms used for marketing, analytics, and communications.

 

6) AI-assisted tools

We may use AI-assisted tools to help draft, summarise, analyse, or monitor information in the course of delivering services. Where this involves personal information, we take reasonable steps to minimise what is shared and to use reputable tools and settings.

You may request we opt out of AI-assisted processing for your account by contacting us in writing (noting this may affect efficiency or service scope).

 

7) Disclosure of personal information

We may disclose personal information to:

  • our staff and contractors (as required to deliver services);
  • IT, hosting, domain and DNS providers;
  • analytics and reporting providers;
  • advertising platforms and measurement tools (e.g. Google products) where used for your services;
  • communication tools (email/SMS) where used for support or campaigns;
  • professional advisers (accountants, lawyers) and insurers as needed; and
  • regulators or authorities where required or authorised by law.

We do not sell personal information.

 

8) Overseas disclosures

Some third-party providers we use may store or process personal information outside Australia (commonly including the United States and other jurisdictions). Where we disclose personal information overseas, we take reasonable steps to ensure the overseas recipient handles the information in a way consistent with the APPs, where required.

 

9) Direct marketing and unsubscribe

We may send marketing communications to you where permitted. You can opt out at any time by using the unsubscribe option (where available) or by contacting us.

 

10) Cookies and analytics

Our website may use cookies and similar technologies to help us understand how visitors use our site and to improve performance and marketing. You can usually disable cookies through your browser settings, but parts of the website may not function properly.

 

11) Security and storage

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure. Measures may include access controls, MFA where available, and secure systems and processes.

 

12) Data retention

We keep personal information only for as long as necessary for the purposes described in this Policy, including:

  • financial and tax records (generally 7 years), and
  • client files and service records for a reasonable period to support delivery, support, and dispute resolution.

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

 

13) Access and correction

You may request access to personal information we hold about you and request corrections, subject to legal exceptions. We may require identification before processing your request.

 

14) Data breaches

If we become aware of a data incident involving personal information, we will take reasonable steps to investigate and respond. If the Notifiable Data Breaches (NDB) scheme applies and an eligible data breach occurs, we will notify affected individuals and the OAIC as required.

 

15) Complaints and enquiries

If you have questions or complaints about this Privacy Policy, contact us:

Smart Web Solutions
Central Coast, NSW Australia
Email: matt@smartwebsolutions.com.au
Phone: 0412 257 145

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

 

16) Updates

We may update this Policy from time to time by publishing the updated version on our website.

Related documents: Our Terms & Conditions may also be updated from time to time. This Privacy Policy should be read together with our Terms & Conditions where you engage us for services.