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Privacy statement

Freehold Systems Pty Ltd (ACN 702 758 816, ABN 36 702 758 816)

Effective date: 1 October 2026

1. About this statement

This statement explains how Freehold Systems Pty Ltd ("Freehold Systems", "we", "us") collects, uses, stores and discloses personal information. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

2. What we collect

We collect the personal information we need to talk to you about your business, quote for our services and deliver them. This may include:

  • your name, the business you work for, and your phone number and email address;
  • what you tell us about your business when you book a call, such as your industry, the systems you use today, roughly how many clients or jobs you handle each month, and anything else you choose to share;
  • records of our calls, emails, messages, quotes and agreements with you;
  • your ABN and billing details, if you become a client.

When you use our website, we also collect technical information needed to run the site and protect it from spam and abuse, such as your IP address and browser type.

We use Cloudflare Web Analytics to understand how visitors use the site, such as which pages are viewed. It does not use cookies, does not track you across other websites and is not used to identify you. We do not use Google Analytics or other advertising trackers.

We do not ask for sensitive information (such as health information). If you give us personal information about someone else, please make sure they know you have done so and that this statement applies.

3. How we collect it

We collect personal information directly from you when you fill in the Book a call form on our website, call or email us, or work with us on a project.

4. Why we collect it and how we use it

We use personal information to:

  • respond to your enquiry and arrange a call;
  • prepare quotes and statements of work;
  • build, host and support the systems we provide to you;
  • invoice for our services and manage our accounts;
  • keep records of our dealings with you and manage our client relationships;
  • meet our tax and other legal obligations;
  • improve our services and keep our systems secure.

We may send you information about our services. You can ask us to stop at any time, and every marketing email includes a way to opt out.

If you do not give us the information we ask for, we may not be able to respond to your enquiry or provide our services.

5. Who we disclose it to

We disclose personal information only as needed for the purposes above, including to:

  • service providers who host our website, database and email, including Cloudflare (website hosting, spam protection and analytics) and Supabase (our client records database);
  • providers of accounting, IT and professional services to us;
  • our insurers and professional advisers;
  • anyone else where the law requires or allows it.

We do not sell personal information.

6. Storage, security and overseas disclosure

Our client records database (Supabase) is hosted in Sydney, Australia. Cloudflare runs our website on its global network, so information you send through the website may pass through or be processed on servers outside Australia, including in the United States. We take reasonable steps to make sure our providers protect personal information.

We protect personal information with access controls, encryption in transit and staff-only system access. We keep records for as long as we need them for the purposes above and to meet our legal obligations (for example, tax records for at least five years), then delete or de-identify them.

7. Access and correction

You can ask for access to the personal information we hold about you, or ask us to correct it, by contacting us using the details below. We will respond within a reasonable time, usually 30 days. If we refuse a request, we will tell you why.

8. Complaints

If you have a concern about how we have handled your personal information, please contact us first so we can try to resolve it. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or on 1300 363 992.

9. Contact us

Freehold Systems Pty Ltd

10. Changes

We may update this statement from time to time. The current version is always available on our website.