Privacy Policy
This policy explains what personal information Web Intelligenz collects when you use our website or engage us as your digital marketing agency, why we collect it, who we share it with, and how you can access, correct or complain about it.
Who we are
This website is owned and operated by WEB INTELLIGENZ PTY LTD (ABN 66 123 744 561), a digital marketing, SEO, web design and software development agency based in Melbourne, Australia. In this policy, “we”, “us” and “our” mean WEB INTELLIGENZ PTY LTD.
We can be contacted at:
- Post: Suite 2, 1188 Toorak Road, Camberwell VIC 3124, Australia
- Phone: 1300 140 056
- Email: technology@webintelligenz.com
We are committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
What this policy covers
This policy applies to personal information we collect through:
- this website, webintelligenz.com, including its forms, blog and online store;
- enquiries, quotes and proposals, whether by phone, email or in person;
- our provision of marketing, SEO, advertising, web design, hosting and software services to clients; and
- our own marketing, including our email newsletter.
It does not apply to third-party websites we link to, or to the websites and advertising accounts we manage for clients, which are governed by those clients’ own privacy policies. See Information we handle on behalf of our clients.
Personal information we collect
Information you give us
- Enquiry and contact forms — your name, email address, phone number, company and the content of your message.
- Newsletter subscriptions — your name and email address.
- Assessment and discovery forms — where you request an AI visibility assessment, an SEO review or complete one of our project discovery questionnaires, we collect the business, website, marketing and objective details you provide. These questionnaires are detailed and the information you choose to include is up to you.
- Orders and subscriptions — when you purchase a support package or retainer, we collect your billing name, email address, phone number, billing address and order history.
- Client engagements — contact details for you and your staff, billing information, and the access credentials or delegated access you provide so we can work on your websites, advertising and analytics accounts.
- Blog comments — if you comment on an article, we collect the name, email address and website you enter, along with your IP address and browser user-agent string for spam detection. Your comment and the name you supply are published publicly.
- Job and supplier enquiries — any details you send us in an application or approach.
Information we collect automatically
When you visit this website, our servers and the tools described in Cookies and similar technologies automatically record:
- your IP address and approximate location derived from it;
- your browser type, operating system, device type and screen size;
- the pages you view, the date and time of your visit, and how long you spend on each page;
- the website or advertisement that referred you to us; and
- the links, buttons and forms you interact with.
Why we collect and use your information
We use personal information to:
- respond to your enquiry and prepare quotes, proposals and assessments;
- deliver, manage and support the services you have engaged us for;
- process orders, payments, subscriptions and renewals, and issue invoices and receipts;
- send you the newsletter or marketing material you have asked for, and tell you about our services;
- operate, secure, maintain and improve this website;
- measure how our website and advertising perform, and improve them;
- keep business records and meet our legal, tax and accounting obligations; and
- detect, investigate and prevent fraud, spam, abuse and security incidents.
We only use your information for the purpose we collected it for, a directly related purpose you would reasonably expect, or a purpose you have consented to or that the law requires or permits.
We do not sell your personal information, and we do not disclose it to third parties for their own direct marketing.
Cookies and similar technologies
Cookies are small files stored on your device by your browser. We and our providers use cookies, pixels, local storage and similar technologies on this website for the purposes below.
| Category | What it does | Examples |
|---|---|---|
| Essential | Makes the site work: page delivery and caching, shopping cart and checkout, logging in, security and bot detection, and remembering your comment details. | WordPress, WooCommerce, Cloudflare, Cloudflare Turnstile, Wordfence |
| Analytics | Tells us how many people visit, which pages they read and where they came from, so we can improve the site. Reported in aggregate. | Google Analytics via Google Tag Manager |
| Advertising | Measures the performance of our advertising and lets us show relevant ads to people who have visited our site. | Meta (Facebook and Instagram) pixel |
How to control cookies
Analytics and advertising cookies are set when you use this website. You can control or remove them at any time:
- All major browsers let you block or delete cookies, and offer a private or incognito mode. See your browser’s help pages, or allaboutcookies.org. Blocking essential cookies may stop parts of this site working.
- Opt out of Google Analytics on every site with the Google Analytics Opt-out Browser Add-on.
- Control the ads Meta shows you in your Facebook ad preferences.
- Opt out of interest-based advertising from participating providers at youradchoices.com.au.
- Most browsers also send a “Do Not Track” or Global Privacy Control signal if you enable it.
Analytics and advertising in detail
Google Analytics and Google Tag Manager
We use Google Tag Manager to load measurement tags, including Google Analytics 4, which reports how people find and use our website. Google processes this data on our behalf and may also use it in accordance with its own terms. You can read how Google handles data at policies.google.com/privacy and how Google uses data from sites that use its services.
Meta pixel
We use the Meta pixel to measure the results of our Facebook and Instagram advertising and to build audiences for it. The pixel records the pages you visit on our site and actions such as submitting a form or completing a purchase, and sends them to Meta.
This pixel has Meta’s Advanced Matching feature enabled. That means when you submit a form or place an order, identifiers you have entered — such as your email address, name and phone number — are hashed by your browser before being sent to Meta, so Meta can match the activity to an account it already holds. Meta uses this information as a data controller under its own Privacy Policy.
If you would prefer this not to happen, block advertising cookies and scripts in your browser before submitting a form, or contact us by phone or email instead.
Embedded content
Some pages include content embedded from other websites, such as videos, maps and Google reviews. Embedded content behaves as though you had visited that other website, and the provider may set its own cookies and track your interaction with it.
Email marketing
If you subscribe to our newsletter, request a resource, or become a client, we may send you marketing emails about our services, articles and offers. We manage these through Mailchimp (Intuit Inc.).
Every marketing email includes an unsubscribe link, and we act on unsubscribe requests promptly, consistent with the Spam Act 2003 (Cth). You can also email technology@webintelligenz.com and ask us to stop. We will still send you service and transactional messages you need — for example order confirmations, invoices, renewal notices and support replies.
Our email platform records whether you opened an email and which links you clicked, so we can see what our subscribers find useful.
Orders, payments and subscriptions
Our online store runs on WooCommerce. Payments are processed by Stripe and PayPal.
For recurring support packages and retainers we use WooCommerce Subscriptions, which stores your subscription schedule and renewal history so payments can be taken automatically. The payment provider retains the payment method on your behalf, not us.
These providers handle your information under their own terms: Stripe Privacy Policy and PayPal Privacy Statement.
Overseas disclosure
As the table above shows, several of our providers are located outside Australia — most commonly in the United States, and also in Ireland and Singapore. This means your personal information may be stored on, or accessed from, servers overseas.
Before using an overseas provider we take reasonable steps to satisfy ourselves that it handles personal information in a way consistent with the Australian Privacy Principles, including by relying on its contractual data protection commitments. You should be aware that overseas privacy laws may differ from Australian law, and that we may not always be able to control or be accountable for how an overseas recipient handles your information.
Information we handle on behalf of our clients
As a marketing agency we work inside systems that belong to our clients — websites, CRMs, advertising accounts, analytics properties, email platforms and databases. Those systems often contain personal information about our clients’ own customers and enquirers.
When we handle that information we act on our client’s instructions as their service provider. We:
- access only what we need to deliver the agreed services;
- use it only for those services, never for our own marketing;
- keep it confidential and do not disclose it except as the client directs or the law requires; and
- return or delete it, and hand back access, at the end of the engagement on request.
If you are a customer of one of our clients and want to know how your information is handled, or want it accessed, corrected or deleted, please contact that business directly — they control the information and we can only act on their instructions. You are welcome to contact us and we will refer you on.
How long we keep your information
We keep personal information only as long as we need it for the purposes described in this policy, or as long as the law requires.
| Information | How long we keep it |
|---|---|
| Website form submissions and enquiries | While we are dealing with your enquiry and for our business records afterwards; reviewed and cleared periodically |
| Client records, contracts and project files | For the engagement and then generally at least 7 years, to meet tax and record-keeping obligations |
| Orders, invoices and payment records | At least 7 years, as required by Australian tax law |
| Newsletter subscription | Until you unsubscribe, plus a suppression record so we do not email you again |
| Blog comments | Indefinitely while published, so follow-up comments can be recognised; removed on request |
| Server, security and analytics logs | Short term, typically weeks to months, depending on the provider |
When we no longer need personal information, and are not required to keep it, we take reasonable steps to destroy it or de-identify it.
How we protect your information
We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. These include:
- encryption in transit — this website is served over HTTPS/TLS;
- a web application firewall, bot protection and rate limiting at the network edge;
- malware scanning, login protection and file integrity monitoring on the website;
- a managed hosting platform with monitored, regularly patched infrastructure and automated backups;
- restricting staff access to what each person needs, with individual accounts and strong, unique credentials;
- reputable providers who are contractually required to protect the information we pass to them; and
- reviewing our security measures as our systems change.
No method of transmission or storage over the internet is completely secure. While we work hard to protect your information, we cannot guarantee absolute security. Please do not send us passwords, card numbers or other highly sensitive details by email or through a web form.
Data breach notification
We have procedures for identifying, containing and assessing suspected data breaches. If a breach of personal information we hold is likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner (OAIC) as soon as practicable, in line with the Notifiable Data Breaches scheme.
If you believe your information held by us has been compromised, please contact us immediately at technology@webintelligenz.com or 1300 140 056.
Accessing and correcting your information
You have the right to ask us for access to the personal information we hold about you, and to ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant or misleading. You can also ask us to:
- stop sending you marketing communications;
- delete information we no longer need to keep; and
- explain how we have handled your information.
To make a request, email technology@webintelligenz.com or write to us at Suite 2, 1188 Toorak Road, Camberwell VIC 3124, Australia. Please tell us what information you want and how you would like to receive it.
We will need to verify your identity before we release any information, so we may ask you to confirm details we already hold. We will respond within a reasonable period — usually within 30 days. Access and correction are free, although we may charge a reasonable cost for retrieving or copying a large amount of information, and we will tell you before we do.
In limited circumstances we may refuse access or correction, for example where the law requires or permits us to, or where giving access would unreasonably affect someone else’s privacy. If we refuse, we will tell you why in writing and how you can complain.
Visitors from the EU and the UK
If you are in the European Economic Area or the United Kingdom, the GDPR may apply to our handling of your information. Where it does, we rely on these legal bases:
- Contract — to provide the services you have engaged us for and to process your orders.
- Legitimate interests — to respond to your enquiry, run and secure our website, keep business records and market our services to businesses, balanced against your rights.
- Consent — for our email newsletter and for non-essential analytics and advertising cookies. You can withdraw consent at any time by unsubscribing or clearing and blocking cookies in your browser.
- Legal obligation — to meet tax, accounting and other legal requirements.
You may also have the right to object to processing, to request restriction or erasure, and to receive your information in a portable format. Because we are based in Australia, information you send us is transferred outside the EEA and the UK; we rely on appropriate safeguards, including our providers’ standard contractual clauses. To exercise any of these rights, contact us using the details below. You may also complain to your local data protection authority.
Children
Our website and services are intended for businesses and adults. We do not knowingly collect personal information from children. If you believe a child has given us personal information, please contact us and we will delete it.
Links to other websites
Our website and articles link to other websites we think are useful. We are not responsible for the content or privacy practices of those websites, and this policy does not apply to them. We encourage you to read the privacy policy of any website you visit.
Complaints
If you think we have breached the Australian Privacy Principles or mishandled your personal information, please tell us first so we can put it right. Email technology@webintelligenz.com or write to Suite 2, 1188 Toorak Road, Camberwell VIC 3124, Australia, with enough detail for us to investigate.
We will acknowledge your complaint promptly, investigate it, and respond in writing — usually within 30 days. If we need longer, we will let you know why.
If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner:
- Website: oaic.gov.au/privacy/privacy-complaints
- Phone: 1300 363 992
- Post: GPO Box 5218, Sydney NSW 2001
Changes to this policy
We review this policy from time to time and may update it as our services, systems or legal obligations change. The current version is always available at webintelligenz.com/privacy-policy/, and the “Last updated” date at the top of this page tells you when it changed.
If we make a significant change to how we handle your personal information, we will take reasonable steps to let you know, for example by a notice on our website or an email to subscribers and clients.