Privacy Policy

1. Introduction

Clearframe Systems Pty Ltd ("Clearframe," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, products, and services.

By accessing or using Clearframe, you agree to the terms of this Privacy Policy. If you do not agree with the practices described in this policy, please do not use our services.

2. Information We Collect

2.1 Personal Information You Provide

We collect information you voluntarily provide when you:

• Create an account or register for our services
• Subscribe to our waitlist or newsletter
• Contact us via forms, email, or other communication channels
• Use our products and services
• Participate in surveys or promotions

This information may include:

• Identity Information: Name, business name, job title
• Contact Information: Email address, phone number, postal address
• Business Information: ABN, business type, industry sector
• Financial Information: Payment card details, billing address, transaction history
• Account Credentials: Username, password, security questions

2.2 Information Collected Automatically

When you access our website or services, we automatically collect certain information, including:

• Device Information: IP address, browser type, operating system, device identifiers
• Usage Data: Pages visited, features used, time spent, click patterns
• Location Data: General geographic location based on IP address
• Referral Data: How you arrived at our website (search engine, advertisement, referral link)

2.3 Information from Third Parties

We may receive information about you from third parties, including:

• Payment processors (Stripe) for transaction verification
• Analytics providers (Google Analytics)
• Advertising platforms (Google Ads, Meta) for campaign attribution
• Integration partners when you connect third-party services

2.4 Physical Location and Address Information

For certain services, particularly our Quote calculator and scheduling features, we may collect:

• Shoot Locations: Addresses where photography services will be provided
• Business Premises: Your studio or office address
• Travel Information: Distance calculations between locations

This information is used to calculate travel costs, schedule appointments, and provide location-based services. We use Google Maps APIs to process address information, subject to Google's Privacy Policy.

3. How We Use Your Information

We use the information we collect to:

3.1 Provide and Improve Our Services

• Create and manage your account
• Process transactions and send related information
• Provide customer support and respond to inquiries
• Deliver the features and functionality you request
• Improve, personalise, and expand our services
• Develop new products, features, and functionality

3.2 Communications

• Send administrative information (updates, security alerts, support messages)
• Send marketing communications (with your consent)
• Respond to your comments, questions, and requests
• Provide newsletters and promotional materials

3.3 Analytics and Advertising

• Analyse usage patterns to improve user experience
• Measure the effectiveness of our marketing campaigns
• Deliver targeted advertisements (where permitted)
• Track conversions and attribute leads to advertising sources

3.4 Legal and Security

• Comply with legal obligations and regulatory requirements
• Protect against fraudulent, unauthorised, or illegal activity
• Enforce our terms of service and other agreements
• Protect the rights, property, and safety of Clearframe and our users

4. Information Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We share information with third-party vendors who perform services on our behalf, including:

• Cloud Hosting: Amazon Web Services, for data storage and processing
• Payment Processing: Stripe, for secure payment handling
• Email Services: Resend or AWS SES, for transactional and marketing emails
• Analytics: Google Analytics, for website usage analysis
• Maps Services: Google Maps, for location and distance calculations

4.2 Business Transfers

If Clearframe is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or uses of your personal information.

4.3 Legal Requirements

We may disclose your information if required by law, court order, or governmental authority, or when we believe disclosure is necessary to:

• Comply with applicable laws or legal processes
• Protect the rights, property, or safety of Clearframe, our users, or the public
• Detect, prevent, or address fraud, security, or technical issues

4.4 With Your Consent

We may share your information with third parties when you have given us explicit consent to do so.

5. Data Retention

We retain your personal information for as long as necessary to:

• Provide you with our services
• Comply with legal obligations (including tax and accounting requirements)
• Resolve disputes and enforce our agreements

When you close your account, we will delete or anonymise your personal information within 90 days, except where retention is required by law or for legitimate business purposes.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information, including:

• Encryption: AES-256 encryption for sensitive data at rest and TLS 1.3 for data in transit
• Access Controls: Role-based access and multi-factor authentication for administrative systems
• Secure Infrastructure: Cloud infrastructure with industry-standard security certifications
• Regular Audits: Periodic security assessments and vulnerability testing
• Employee Training: Staff training on data protection and security practices

While we strive to protect your information, no method of transmission or storage is completely secure. We cannot guarantee absolute security.

7. Cookies and Tracking Technologies

7.1 Types of Cookies We Use

• Essential Cookies: Required for the website to function properly (authentication, security)
• Analytics Cookies: Help us understand how visitors interact with our website
• Marketing Cookies: Used to deliver relevant advertisements and track campaign performance
• Preference Cookies: Remember your settings and preferences

7.2 Managing Cookies

You can control cookies through your browser settings. Note that disabling certain cookies may limit your ability to use some features of our services.

7.3 Do Not Track

We currently do not respond to "Do Not Track" browser signals. However, you can opt out of certain tracking by adjusting your cookie preferences or using browser privacy tools.

8. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

8.1 Access and Portability

You can request a copy of the personal information we hold about you in a commonly used, machine-readable format.

8.2 Correction

You can request that we correct inaccurate or incomplete personal information.

8.3 Deletion

You can request that we delete your personal information, subject to certain legal exceptions.

8.4 Restriction and Objection

You can request that we restrict processing of your information or object to certain processing activities.

8.5 Marketing Opt-Out

You can unsubscribe from marketing communications at any time by clicking the "unsubscribe" link in any email or contacting us directly.

8.6 Exercising Your Rights

To exercise any of these rights, please contact us at privacy@clearframesystems.com. We will respond to your request within 30 days.

9. International Data Transfers

Your information may be transferred to and processed in countries other than Australia, including the United States (where many of our service providers are located). We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

10. Children's Privacy

Clearframe is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.

11. Third-Party Links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website with a new "Last Updated" date. Your continued use of our services after changes become effective constitutes acceptance of the revised policy.

13. Australian Privacy Act Compliance

We comply with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth). Australian residents have specific rights under this legislation, including the right to:

• Know what personal information we hold about you
• Access your personal information
• Request correction of inaccurate information
• Complain about a breach of the APPs

If you believe we have breached the APPs, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Clearframe Systems Pty Ltd
Email: privacy@clearframesystems.com
Website: clearframesystems.com/contact

We will endeavour to respond to all inquiries within 30 days.