Last Updated: 14/02/2025
This Privacy Policy (‘Policy’) governs the privacy practices of Rainbow Sites Pty Ltd trading as Site Digital (ACN: 668 074 459) (‘we’, ‘us’, or ‘our’) in relation to the personal information we collect, use, and manage through our website at https://sitedigital.com.au and our associated digital services. We handle your personal information in accordance with the Australian Privacy Principles contained in the Privacy Act 1988 (Cth).
By using our services, you acknowledge that you have read and understood this Privacy Policy and how we handle your personal information. This policy explains our information handling practices as required by the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
We may modify this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Your continued use of our services following any changes indicates your acknowledgment of the updated policy.
- Information We Collect
1.1 Account Information
When you use our services, we collect and maintain your contact details, including your name, email address, and phone number. We also keep track of your account credentials for our service portal, your service preferences, and any support communications we have with you.
1.2 Business Information
For our business clients, we maintain essential business information including your business name, ABN/ACN, and business structure details. We also keep records of your business contact information and the details of your authorised representatives who can make decisions about your services.
1.3 Web Development and Hosting Information
If you engage us for web development or hosting services, we collect and maintain your project requirements, website content and assets, development configurations, and any feedback you provide during the development process. For hosting clients, we also maintain website backup data to ensure the security of your content.
- Information Processed by Third Parties
2.1 Payment Processing
When you make payments for our services, we use authorised payment providers to process your transactions. These providers collect and process your payment information directly. We never see or store your complete payment details. We only receive confirmation when a payment is successful and maintain records of your transaction history.
2.2 SSL Certificates
We work with authorised Certificate Authorities who handle the validation and issuance process for SSL certificates. While we help you request and install certificates, the Certificate Authorities themselves collect and verify the information needed to issue your certificate.
2.3 Email Services
Our email services are provided through trusted partners like Titan Email and Google Workspace. These providers manage the actual email content and transmission, while we maintain only the account configuration and billing information needed to provide the service.
2.4 Domain Registration
Domain registration involves working with accredited registrars who maintain the official records of domain ownership. While we help you manage your domain settings, the registrars themselves collect and maintain the official registration information.
2.5 Digital Marketing Services
For digital marketing services, we use platforms like Google Ads to deliver your campaigns. These platforms collect and process campaign data and analytics, while we maintain the account access and configuration details needed to manage your marketing activities.
- How We Use Your Information
3.1 Account Information Use
We use your account information to provide you with access to our services and support. This includes verifying your identity when you contact us, sending you important service updates, and ensuring we can provide effective customer support when you need it.
3.2 Business Information Use
Your business information helps us tailor our services to your specific needs and ensure compliance with our legal obligations. We use this information to maintain accurate records of our business relationship, provide appropriate solutions for your business size and type, and ensure our communications reach the right people in your organisation.
3.3 Web Development and Hosting Use
For our web development and hosting clients, we use your project information to deliver and maintain your website services. This includes implementing your design requirements, ensuring your website remains secure and functional, and providing technical support when needed. We also use this information to maintain regular backups of your website content.
3.4 Payment Services Use
While we do not directly process payments, we maintain records of your payment history to manage your service subscriptions and provide you with accurate billing information. Our payment providers handle your payment details securely according to financial industry standards.
3.5 SSL Certificate Use
We use your SSL certificate information to help maintain your website’s security. This includes managing certificate renewals, implementing security updates, and ensuring your website maintains secure connections for your users.
3.6 Email Service Use
Your email service information helps us configure and maintain your email systems. While the actual email content is handled by our email service providers, we use your configuration preferences to ensure your email services operate according to your business needs.
- How We Store and Protect Your Information
4.1 Account and Business Information Storage
We store your account and business information on secure servers located in Australia. This information is protected by industry-standard encryption and is only accessible to authorised staff members who need it to provide our services to you.
4.2 Website and Development Storage
Your website content and development materials are stored in secure hosting environments with regular backup procedures. We maintain multiple layers of security to protect this information from unauthorised access or loss.
4.3 Security Measures
We employ comprehensive security measures to protect your information, including strong encryption for data both in storage and during transmission, multi-factor authentication for access to sensitive systems, regular security audits and updates, and strict access controls for our staff.
4.4 Backup Systems
We maintain regular backups of your information to ensure we can restore your services quickly if needed. These backups are stored securely and are tested regularly to ensure their reliability.
- How Long We Keep Your Information
5.1 Account and Business Records
While you maintain active services with us, we keep your account and business information current and accessible. This ensures we can provide consistent service and maintain our business relationship effectively. After services end, we retain these records for seven years to comply with business and tax regulations.
5.2 Website and Development Materials
For active website hosting clients, we maintain your current website content and development materials throughout your service period. We keep regular backups of this content according to our backup rotation schedule, typically maintaining daily backups for the past week and weekly backups for the past month.
5.3 Terminated Services
When you end your services with us, we keep basic account records for tax and legal compliance, maintain backup copies of website data for 30 days, archive project documentation for two years, and retain billing records for seven years.
5.4 Email and Domain Services
For email and domain services, once terminated, we remove email configurations after 30 days, maintain domain registration records as required by domain authorities, and archive service configuration details for troubleshooting purposes.
- Use of Client Work and Project Examples
6.1 Portfolio Use
We take pride in the digital solutions we create and may showcase examples of our work, including websites, e-commerce stores, and other digital projects we’ve developed, on our own website or in our promotional materials. This helps us demonstrate our expertise and capabilities to potential clients.
6.2 Presentation of Client Work
When we feature client work, we may display the completed website design, describe the development solutions, or share digital marketing results achieved. We handle all client work demonstrations professionally and respectfully.
6.3 Opt-out
If you are our client and prefer that your project, not be featured in our portfolio or promotional materials, please contact our Privacy Officer. We will promptly remove your project from our promotional materials upon request.
- International Data Transfers
7.1 When We Transfer Your Information
While we primarily store information in Australia, some of our service providers may process information overseas. This may happen when using international email service providers like Google Workspace, processing payments through global payment systems, managing digital marketing campaigns on international platforms, or providing website security through global security services.
7.2 Overseas Recipients
Our service providers may process information in the United States (for email, marketing, and payment services), the European Union (for security and backup services), and other countries where our service providers operate. You can request more information about specific overseas transfers by contacting us.
7.3 Protection of International Transfers
When your information travels internationally, we ensure it remains protected through careful selection of service providers and maintaining appropriate privacy and security standards.
- Website Analytics, Cookies and Tracking
8.1 Our Use of Cookies and Tracking Technologies
As a digital services provider, we use cookies and similar tracking technologies on our website and may implement them on websites we develop for our clients. These technologies are small data files placed on your device that help us maintain secure website sessions, monitor website performance, and understand how visitors interact with our websites.
8.2 How We Use These Technologies
We use essential technologies to maintain secure login sessions for our client portal and protect websites from security threats. These are necessary for core website functionality, including processing online transactions and supporting our hosting services. Our analytics tools help us monitor website performance and track server response times. This information is crucial for maintaining high-quality hosting services and ensuring websites perform optimally. We analyse user behaviour and patterns to improve our service offerings and identify areas where we can enhance website functionality. For our digital marketing services, we use tracking technologies to measure campaign effectiveness and understand how users interact with marketing content. This includes tools like Google Analytics and marketing platform tracking, which help us deliver more effective campaigns for our clients.
8.3 Your Control Over Tracking
You have control over how these technologies interact with your device. Most web browsers allow you to manage cookie preferences, and you can adjust these settings at any time. While you can choose to disable certain tracking technologies, please note this may affect website functionality or limit our ability to provide specific services.
8.4 Third-Party Services
Some of our service providers use their own tracking technologies when delivering services. This includes payment processors, email service providers, and marketing platforms. These providers maintain their own privacy and cookie policies, which we encourage you to review. We carefully select our service providers and work only with those who maintain appropriate privacy and security standards.
- Data Breach Procedures
9.1 Breach Response
In the event of a data breach, we assess the breach and potential risks and take immediate steps to contain it. Where required, we notify affected individuals and report to the Office of the Australian Information Commissioner. Following any breach, we review and strengthen our security measures to prevent future incidents.
9.2 Notification Process
If a breach occurs that is likely to result in serious harm, we will promptly notify affected individuals. Our notification will describe the breach, the type of information involved, and steps we are taking to address it. We will provide recommendations for affected individuals and contact information for further questions.
- Direct Marketing
10.1 Marketing Communications
We may send service-related marketing communications to keep you informed about new features, service improvements, and relevant updates. These communications will only relate to our services. You can manage your communication preferences or opt out of marketing communications at any time through your account settings or by following the unsubscribe instructions in our communications.
10.2 Third-Party Marketing
We do not sell, rent, or share your personal information with third parties for their marketing purposes. Your information is used solely for platform-related communications and services.
- Contact and Complaints
11.1 Privacy Concerns
You may contact us with any privacy-related questions or concerns at [email]. We will acknowledge your inquiry within 7 days and work to resolve it within 30 days. For complex matters that may require more time, we will keep you informed of our progress.
11.2 Making a Complaint
If you believe we have mishandled your personal information, you may lodge a complaint with us directly through [email]. We will investigate your complaint and respond within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner.
