Privacy notice

Sol Media (ABN 46 930 759 486) respects your privacy. This notice explains what personal information we collect through this website, why we collect it, and what we do with it. We follow the Australian Privacy Principles.

What we collect

When you send an enquiry, we collect what you choose to give us: your name, business name, email address, phone number, current website and your message.

When you visit the site, we collect anonymous usage information, such as which pages were viewed and roughly where visitors come from, using Cloudflare Web Analytics. It doesn't use cookies and doesn't identify you.

To protect the enquiry form from spam, we use Cloudflare Turnstile, which checks your browser for signs of automated activity. To do this, Cloudflare processes technical information such as your IP address and browser details.

If you buy a Studio website or care plan. When you sign your quote and pay, we collect your name, email address, business name, ABN (if you have one), the package and options you choose, and your order and invoice details.

Records of what you agreed to. You accept our Studio terms by signing your quote. We keep the signed quote, with your name, role, business name, ABN (if you have one), signature and date, a fingerprint of the file, the date we received it and the exact versions of the terms attached to it. This record is our proof of what you agreed to.

Payments. Card payments and direct debits are processed by Stripe. Stripe collects your card or bank account details directly, and we don't see or keep your full card number or bank account number. We receive the payment status, the amount, and limited details such as the card type or the last four digits of your account.

Direct debit. If you use a payment plan or the care plan, you set up a direct debit request through Stripe. We keep your name, email address, payment schedule and mandate reference, and the records of your direct debit request and payments.

Your brief, change requests and files. After you order, we collect your answers to our online client brief and red dot checklist (your change requests), and the files you upload, such as your logo, photos, video and screenshots. They're stored privately with our hosting and storage providers, never publicly, and copied into our own secure business records so we can build your website.

Why we collect it

• To reply to your enquiry and talk with you about your project
• To prepare a quote and, if you go ahead, to do the work
• To take payments, set up and manage direct debits, and send invoices, receipts and notices
• To keep a record of the terms you accepted
• To understand, in total rather than individually, how the site is used, so we can improve it
• To keep the site and the form secure

We won't send you marketing unless you've asked us to, and we never sell personal information. We don't use your information to make automated decisions about you.

Where it's kept and who we share it with

Your enquiry is stored securely with our website host and delivered to our email inbox. Studio orders, acceptance records, briefs, change requests and uploaded files are stored securely with our hosting and storage providers. We share information only with the services that run this website, our payments and our email, and the AI tools we use to build client websites:

• Cloudflare: website hosting, the enquiry form, enquiry storage, storage of Studio orders, acceptance records, briefs and uploaded files, spam protection and analytics
• Stripe: card payments and direct debits
• Twilio SendGrid: delivering the emails our website sends, such as order confirmations, copies of the terms you accepted, invoices, receipts and direct debit notices
• Microsoft (Microsoft 365): our business email
• Anthropic (Claude) and Google (Gemini): AI tools we use to build client websites, for example to write and edit text and to create or improve images. If you're a client, your brief, content, photos and files may be processed by these providers. Where a provider offers a setting that stops it training its AI on the material we give it, we turn that setting on.
• Euverify: our representative in the European Union and the United Kingdom (see below). The badge in our footer is loaded from Euverify's server, so your browser shares technical information such as your IP address with them when the page loads.

These providers may store or process information outside Australia, including in the United States. We choose providers that protect information to a standard comparable to the Australian Privacy Principles.

We may also disclose information where the law requires it.

How long we keep it

• Enquiries that don't lead to work: deleted after 2 years
• Client records: kept for as long as needed to do the work, then for 5 years after it ends, or longer where tax or other laws require it
• Records of the terms you accepted: kept for 7 years
• Direct debit requests and payment records: kept for at least 7 years, as the direct debit rules require
• Your brief, change requests and uploaded files: kept for as long as we work together, then for 7 years

If you're in the EU, EEA or UK

The EU General Data Protection Regulation (GDPR) and the UK GDPR give you the following extra protections.

Why we use your information (legal bases)

We don't use your information for advertising, we don't sell it, and we don't make decisions about you by automated means that have legal or similarly significant effects.

Your rights. As well as the access and correction rights below, you can:

• ask for a copy of your information in a portable format
• ask us to limit how we use it
• object to any use based on our legitimate interests
• complain to a data protection authority

Email mail@solmedia.com.au to use any of these rights. We reply within one month, and we may need to confirm your identity first.

Where to complain. In the EU or EEA, contact the data protection authority in the country where you live or work. In the UK, contact the Information Commissioner's Office (ICO) at ico.org.uk. We'd like the chance to help first, so please contact us too.

Transfers outside the EU, EEA and UK. Sol Media is based in Australia, and our service providers may process information in Australia, the United States and other countries. Where the law requires it, we protect these transfers with recognised safeguards, such as the European Commission's standard contractual clauses and the UK's International Data Transfer Addendum, or rely on an adequacy decision where one applies. You can ask us for more detail at mail@solmedia.com.au.

Our EU, EEA and UK representatives (Article 27). If you're in the EU, EEA or UK and have questions or concerns about your personal information, you can contact our appointed GDPR representatives:

Access and correction

You can ask to see the personal information we hold about you, or ask us to correct or delete it, by emailing mail@solmedia.com.au. We'll respond within 30 days.

Questions and complaints

If you have a question or a concern about how we've handled your information, email mail@solmedia.com.au and we'll respond within 30 days. If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Changes

We may update this notice from time to time. The date at the top shows when it last changed.

Contact: Sol Media · mail@solmedia.com.au · Melbourne, Victoria