Privacy policy

01

About this policy

This policy explains how SQUARE COIN PTY LTD (ABN 48 625 503 862), trading as Square Coin ("we", "us", "our"), handles personal information. It covers our website (squarecoin.com.au), our enquiry forms and the services we provide.

We aim to handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth). If you have a question about this policy, email us at hello@squarecoin.com.au.

02

What we collect

When you send an enquiry through our Let's chat form, we collect:

• your name
• your email address
• what you'd like to build or improve.

When you complete our free readiness check, we collect your answers about your business:

• what it does and how many people work there
• the software you use
• the tasks that take up time
• your goals
• the one thing you'd like to remove.

We also collect your first name, business name and email address, and your phone number if you choose to give it.

When you email or talk to us, we collect what you choose to tell us.

When you become a client, we collect the contact and billing details we need to provide our services and invoice you. During a project we may also see business information you share with us, such as how your processes work, sample documents, and access to systems you authorise.

When you visit our website, our hosting provider may automatically record technical information, such as your IP address, browser type and the pages you visit. This helps it deliver the website and keep it secure.

We don't ask for sensitive information, such as health information. Please don't include it in our forms, and please don't include personal information about your customers.

04

Cookies and analytics

Our website doesn't use advertising cookies or analytics tracking. If that changes, we'll update this policy first.

05

Why we collect it and how we use it

We use your personal information to:

• reply to your enquiry or readiness check
• prepare quotes and proposals
• provide, manage and improve our services
• invoice you and keep our business and tax records
• meet our legal obligations.

We'll only send you marketing emails if you've agreed to receive them or the law otherwise allows it, and every marketing email will include a way to unsubscribe. We don't sell your personal information.

06

How we use AI

We use AI tools to help with our work, such as drafting replies, summarising enquiries, preparing reports and writing code. A person reviews everything before it's sent to you or used in your project.

• When personal information is involved, we use business or paid versions of AI tools, not free or public versions.
• Where a tool gives us the choice, we choose settings that stop your information being used to train AI models.
• We don't put your customers' personal information into AI tools unless that's part of a service you've asked for and agreed to in writing.
• When we build AI systems for clients, a person approves anything sent, paid or posted to their customers. AI receptionists and chatbots answer only from approved information, and customers are told when they're dealing with AI.

07

Who we share it with

We share personal information only with service providers who help us run our business and deliver our services, and only as much as they need. These include:

• Formspree, Inc., which processes our website forms and sends your submission to us
• Netlify, Inc., which hosts our website
• Google (Google Workspace), which we use for email, documents and file storage
• AI service providers, such as xAI (Grok), OpenAI and Anthropic, when we use their tools as described in section 6
• accounting and payment providers, when you become a client
• professional advisers, such as our accountant or lawyer, when needed
• service providers who help deliver our services, some of whom may be outside Australia.

We may also disclose personal information if the law requires or allows it.

08

Overseas disclosure

Some of our service providers store or process information outside Australia. Formspree, Netlify, Google and the AI providers listed above are based in the United States. They may store or process information there and in other countries where they or their own providers operate.

We choose reputable providers and take reasonable steps to make sure they protect your information. For client projects, we list any overseas service before you sign.

09

How we store and protect it

We store personal information in secure, password-protected business systems with multi-factor authentication, and we limit access to the people who need it.

How long we keep it:

• Enquiries and readiness checks: up to 2 years after our last contact with you, unless you become a client.
• Client and invoice records: at least 5 years, as tax law requires.

When we no longer need information, we delete it or de-identify it.

If a data breach is likely to cause you serious harm, we'll tell you. Where the law requires it, we'll also tell the Office of the Australian Information Commissioner.

10

Accessing and correcting your information

You can ask for a copy of the personal information we hold about you, or ask us to correct it, by emailing hello@squarecoin.com.au.

• We may need to confirm your identity first.
• We'll respond within 30 days.
• There's no charge to make a request.
• If we can't give you access or make a correction, we'll tell you why in writing.

11

Staying anonymous

You can ask us general questions without giving your name. We do need an email address to reply to you, and we need your details to provide a quote or services.

12

Complaints

If you're concerned about how we've handled your personal information, please email us first at hello@squarecoin.com.au and tell us what happened. We'll respond within 30 days.

If you're not satisfied with our response, or we haven't responded within 30 days, you can complain to the Office of the Australian Information Commissioner (OAIC):

• Online: www.oaic.gov.au
• Phone: 1300 363 992
• Email: oaicintake@oaic.gov.au
• Post: GPO Box 5288, Sydney NSW 2001

13

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.

14

Contact us

SQUARE COIN PTY LTD
ABN 48 625 503 862
Brisbane, Queensland, Australia
hello@squarecoin.com.au