Privacy policy
This policy explains what personal information I collect when you enquire, book a call or work with me, how I use it and how you can access or correct it. It applies to this website and to my consulting, implementation and training services. I handle personal information in line with the Australian Privacy Act 1988 and the Australian Privacy Principles.
I am one person running a small consulting business. I collect as little as I need to do the work and answer your questions.
1. What personal information I collect
- Your name, email address, phone number and business name.
- What you tell me about your business, its processes, its tools and the work you want help with.
- Enquiry and booking details, including the answers to the short questions asked before a call.
- Correspondence between us, including emails, messages and notes I take during a call.
- A recording and transcript of a call, if you agree to one being made.
- Billing details needed to issue an invoice. I do not see or store your full card details.
- Your email address, if you sign up for emails from the bottom of any page on this site.
This site sets no cookies of its own and does not use analytics or tracking cookies. If that changes, this policy is updated and the date at the top changes with it.
Two parts of the site come from other providers and are covered by their own privacy terms. The booking widget on the Book page is provided by Acuity Scheduling and may set its own cookies. The fonts are loaded from Google Fonts, so Google receives your IP address when a page loads.
2. How I collect it
Directly from you, when you complete the enquiry form, book a call, email or phone me, or talk with me during the work.
Through the services that run parts of this business. Bookings and payments for the call and the strategy review are handled by Acuity Scheduling, with card payments processed by Stripe. Enquiries sent through the contact form on this site are delivered by Formspree. If you sign up for emails, your address is held by Kit, which sends them.
The site itself is hosted on Vercel, which keeps standard server logs, including IP addresses, in order to deliver the pages. Email, calendar and video calls run on Google. Where a call is recorded, the recording and transcript are made using Fathom. Each of these providers handles your information under its own privacy terms.
3. Why I collect it
- To answer your enquiry and arrange the call.
- To send the occasional emails you signed up for. Every one has an unsubscribe link, and unsubscribing takes you off the list.
- To carry out the work you have engaged me for, and to understand the business well enough to advise on it.
- To invoice you and keep the financial records the Australian Taxation Office requires, which is seven years.
- To meet my legal obligations.
I do not sell your information, and I do not share it for anyone else's marketing.
4. Your business information is confidential
What you tell me about your business, your processes, your numbers and your people is treated as confidential. I do not name you, quote you or use your business as an example in any public material without your written permission, and permission for one thing is not permission for everything.
5. AI tools
I use AI tools in my own work, including Claude and ChatGPT, on paid business accounts where what I enter is not used to train the underlying models. Where a setting controls that, it is turned off.
I avoid putting information that identifies you, your staff or your customers into an AI tool unless the work requires it and you have agreed to it. Where a build involves your own AI tools, the information stays in your accounts, under your control.
AI is used to help me think, draft and build. Decisions about your business remain mine to advise on and yours to make.
6. When I disclose your information
I disclose personal information only:
- with your consent;
- to the services that run parts of this business, including those named in section 2, plus file storage and accounting, all of which are bound to protect it;
- to my accountant or tax agent, where needed for financial records;
- where the law requires it.
7. Storage and security
Information is stored in reputable services with access protected by strong, unique passwords and two-factor authentication where it is available. Payments are handled by the payment provider over an encrypted connection, and I do not hold your full card details.
Some of these services store information outside Australia. Where that is the case, I choose providers that are bound to protect it to a comparable standard.
No method of storage or transmission is completely secure. If a breach occurred that was likely to cause you serious harm, I would notify you and the Office of the Australian Information Commissioner, as required under the Notifiable Data Breaches scheme.
8. How long I keep it
Financial records are kept for seven years, as required. Enquiries that do not become work are deleted once they are clearly finished. If you unsubscribe from emails, your address is removed from the list. Working files for a client engagement are kept while they are useful to you and me, and removed on request unless a record must be kept by law.
9. Accessing, correcting or deleting your information
Email hello@kyliegillin.com and I will respond within a reasonable time. There is no charge for asking.
If you are not satisfied with how I have handled your information, you can contact the Office of the Australian Information Commissioner on 1300 363 992, or write to GPO Box 5218, Sydney NSW 2001.
10. If you are in the United Kingdom or European Union
Where the UK GDPR or EU GDPR applies, I act as the controller of your information and rely on your consent, or on the need to perform a contract with you, as the basis for processing it.
You have the right to be informed, the right of access, the right to rectification, the right to object, the right to restrict processing, the right to erasure, the right to data portability, and the right not to be subject to automated decision making.
You can withdraw consent at any time by emailing me, although I may be unable to continue providing a service without the information it depends on, and some records must be kept to meet legal obligations.
11. Changes to this policy
If this policy changes, the updated version appears on this page with a new date.
12. Contact
Kylie Gillin, ABN 41 730 532 394, Perth, Western Australia. Email hello@kyliegillin.com.