This policy explains how Syntmatic collects, uses, stores and discloses personal information, and how you can access or correct it or make a complaint. Syntmatic is an Australian Salesforce and CRM consultancy. We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
Some small businesses are exempt from the Privacy Act. Whether or not the exemption applies to us, we choose to handle personal information as if the APPs apply in full, because our clients, including government agencies, expect it.
Who we are
In this policy, we, us and our mean Syntmatic (ABN 42 701 169 100). You can contact us about privacy at hello@syntmatic.com.au or by phone on 0494 743 131.
What personal information we collect
We only collect personal information that we need to respond to you, provide our services and run our business. When you use the contact form on this website, we collect:
- your name
- the name of your organisation, if you provide it
- your email address
- your phone number, if you provide it
- the message you send us
When you register your interest on our careers page, we collect your name, email address, phone number if you provide it, the area you are interested in, your security clearance level, your work rights in Australia, a profile link if you provide it, and your note about your experience. We use this only to consider you for work with us. We do not accept CVs or other files through this website.
We also collect personal information when you phone or email us, meet with us, or engage us to provide services. This is usually limited to business contact details and information about the work you would like help with.
We do not ask for sensitive information, such as health information or information about your racial or ethnic origin, political opinions or religious beliefs. Please do not include it in messages to us.
You may contact us without giving your name, or by using a pseudonym, if you prefer. If you do, we may not be able to respond to you or provide the help you are asking for.
Information collected automatically
This website uses Vercel Web Analytics to understand how many people visit and which pages they read. It does not use cookies, does not track you across other websites and does not identify you personally. It records aggregated information such as the pages viewed, the referring website, and the type of browser, device and country.
To protect our website forms from spam and abuse, our website briefly processes the IP address of the device sending a message so that it can limit repeated submissions. We do not store the IP address with your enquiry. Like most websites, our hosting provider may also keep standard server logs for security and reliability.
This website does not use advertising or tracking cookies.
Why we collect and use personal information
We collect and use personal information to:
- respond to your enquiry by email or phone, including a confirmation email when you use one of our forms
- consider you for work with us, if you register your interest on our careers page
- discuss, provide and manage our services
- keep business, financial and tax records we are required to keep
- keep our website and systems secure
- meet our legal obligations
We do not use your details to add you to a mailing list or send marketing unless you ask us to. We do not sell, rent or trade personal information, and we never will.
Who we disclose personal information to
We only disclose personal information to others when it is needed for the purposes above, when you have agreed, or when the law requires or allows it. We use a small number of service providers to run our website and business:
- Resend, which delivers messages sent through our website forms, and the confirmation emails we send in reply
- Vercel, which hosts this website and provides privacy-friendly analytics
- Zoho, which hosts our business email
- our file storage providers
- professional advisers such as our accountant, where needed
These providers may only use personal information to provide their services to us.
Overseas disclosure
Resend, Vercel and Zoho may process or store your information outside Australia, including in the United States, when you use our website forms, email us or visit this website. We choose providers that protect personal information with appropriate security, and we take reasonable steps to ensure they handle it in a way consistent with the APPs.
How we store and protect personal information
We store personal information in secure, access-controlled email and business systems. We use strong authentication, limit access to people who need it, and keep our systems up to date. No method of transmission or storage is completely secure, but we take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, change or disclosure.
If we become aware of a data breach that is likely to cause serious harm, we will notify the people affected and, where required, the Office of the Australian Information Commissioner (OAIC).
How long we keep it
We keep enquiries for up to two years, so we have context if you contact us again, unless they lead to an engagement. Records about clients and engagements are kept for as long as we need them to provide services and meet legal, tax and accounting obligations, which is generally at least five years. Careers registrations are kept for up to 12 months, and you can ask us to delete yours at any time. When we no longer need personal information, we delete it or de-identify it.
Accessing and correcting your information
You can ask for access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date, incomplete or misleading. Email hello@syntmatic.com.au. We will respond within 30 days. There is no charge for making a request. If we refuse a request, we will tell you why in writing, unless it would be unreasonable to do so, and how you can complain.
Making a complaint
If you have a concern about how we have handled your personal information, please contact us first at hello@syntmatic.com.au with details of your concern. We will acknowledge your complaint promptly, look into it and respond in writing within 30 days.
If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner. Visit oaic.gov.au or call 1300 363 992.
Changes to this policy
We may update this policy from time to time, for example if we change service providers. The current version will always be on this page, with the date it was last updated.
Contact us
For any question about this policy or your personal information, email hello@syntmatic.com.au or call 0494 743 131.