1. Information We May Collect

We may collect:

Name, email address, phone number and address

Business details, account information and login details

Enquiries, bookings, support messages and project information

Customer, lead, appointment and calendar information

Email, SMS, call and call-recording information where enabled

Website forms, chat messages and visitor analytics

Invoice, billing and transaction information

Usage, device, browser, IP address and account-activity information

Information from connected applications and integrations

Payment providers and banks may process payment information on our behalf. SMC does not ordinarily store full card numbers or card security codes.

2. How We Collect Information

We may collect information:

Directly from you or an authorised user

Through our website, forms, checkout and booking pages

During calls, meetings and support conversations

Through your CRM account and connected applications

From public sources, service providers and payment providers

Through cookies, analytics and tracking technologies

Where a client uploads information about customers, leads, employees or other individuals, the client is responsible for ensuring it has the authority, consent or other lawful basis needed to provide and use that information.

3. Why We Use Information

We may use information for:

Responding to enquiries and assessing requested services

Creating and managing CRM accounts, trials and subscriptions

Building websites, workflows, automations and integrations

Providing support, billing, refunds and account communications

Managing phone, SMS and email services

Troubleshooting, security, fraud prevention and compliance

Improving our website, systems and services

Sending marketing communications where consent or another lawful basis exists

Maintaining records, resolving complaints and complying with law

We may use de-identified and aggregated information for analytics, service improvement, security and business planning where it does not identify an individual or reveal confidential information.

4. Cookies and Tracking

Our website may use:

Essential cookies

GoHighLevel tracking

Google Analytics

Meta Pixel

Advertising cookies

Conversion tracking

Website chat tracking

Form tracking

Essential cookies may operate automatically where needed for the website to function.

Optional analytics and advertising cookies should operate only where the visitor accepts them through our cookie banner.

Visitors may change their preferences through available controls or browser settings.

5. Marketing Communications

SMC may send marketing emails or SMS where the recipient has consented or another lawful basis permits the communication.

Messages will identify the sender and include an unsubscribe method.

You may unsubscribe:

Using the link or instructions in the message

By replying STOP where applicable

By contacting [email protected]

Important service, billing, security and account messages are not marketing communications.

6. Disclosure and Service Providers

We may disclose information to:

GoHighLevel and related providers

Hosting and cloud-storage providers

Telecommunications and email providers

Payment processors

Domain registrars

Analytics and advertising providers

Contractors

Software providers

Professional advisers

Regulators and law-enforcement agencies where required

We may also disclose information to a successor entity if SMC is restructured, incorporated, sold or transferred.

We do not sell personal information to unrelated third parties.

7. Overseas Processing

Some service providers may store or process information outside Australia. The countries involved depend on the providers and integrations used at the time.

Where applicable, SMC will take reasonable steps to manage overseas handling consistently with relevant privacy requirements, although overseas providers may also be subject to their local laws.

8. Artificial Intelligence Tools

SMC may use artificial intelligence and automated tools for non-sensitive tasks such as:

Drafting

Analysis

Workflows

Support

We aim to avoid submitting sensitive or unnecessary confidential information.

Clients may request in writing that AI tools not be used on their project. SMC may revise the scope or decline the request where an AI-free workflow would create an unreasonable workload.

9. Sensitive Information

Clients must not place sensitive or high-risk information into ordinary CRM fields without SMC's written approval.

This includes:

Health records

Identity documents

Criminal-history information

Detailed financial information

Biometric information

Government identifiers

Passwords

Full card numbers

CVV codes

SMC may remove, restrict or protect prohibited information where reasonably necessary for privacy, security or compliance.

10. Call Recordings

Call recording may be enabled for certain client accounts or SMC support and onboarding calls.

Participants will be notified before or when SMC records a support or onboarding call and may request that the call not be recorded.

Recordings may be used for:

Service delivery

Training

Quality control

Security

Compliance

Dispute evidence

Recordings may be retained until no longer reasonably required.

Requests for access or deletion are subject to privacy, confidentiality, security and legal limitations.

11. Security

SMC takes reasonable measures to protect personal information, including:

Access restrictions

Unique credentials

Role-based access

Secure providers

Security reviews

Removal of access when staff leave

Temporary locks

Secure data exports

No online platform can be guaranteed completely secure.

Clients are responsible for securing their accounts, users, devices, passwords and integrations.

12. Data Breaches

If SMC becomes aware of a suspected data breach, we may:

Contain and investigate the incident

Restrict affected features

Assess likely consequences

Notify affected clients or individuals where appropriate

Notify regulators where legally required

Take reasonable remediation steps

Clients must promptly notify SMC of:

Unauthorised access

Lost credentials

Spam

Misuse

A compromised integration

A suspected breach affecting an SMC account

13. Access, Correction and Deletion

You may request access to, correction of, or deletion of personal information we hold about you by contacting:

[email protected]

We may verify your identity before completing a request.

We may retain limited records where required or reasonably necessary for:

Legal compliance

Tax

Accounting

Billing

Fraud prevention

Security

Complaints

Disputes

Enforcement

Where a request concerns information controlled by one of our clients, that client will generally be primarily responsible for responding, with reasonable assistance from SMC.

14. Client Data and Exports

Clients retain ownership of their own business, customer, lead and contact data.

Active clients may export their own data subject to platform functionality and protection of SMC-owned systems and intellectual property.

Following cancellation, SMC may provide a standard export within 14 business days.

Secure links may expire after 14 days.

SMC may retain a backup for at least 30 days after termination before deleting it, subject to legal obligations, disputes and ordinary backup cycles.

Clients are responsible for downloading, checking and securely storing exports provided to them.

15. Retention

We retain personal information only for as long as reasonably necessary for its purpose or for legal, accounting, tax, security, fraud-prevention or dispute requirements.

Information no longer reasonably required may be deleted or de-identified.

16. Minors

A person under 18 may use SMC services only where a parent or legal guardian has accepted responsibility and co-signed the applicable client agreement.

17. Complaints

Privacy questions or complaints may be sent to:

Email: [email protected]
Phone: +61 489 089 593
Address: Level 4, The Greenhouse, 97 Boundary Street, West End QLD 4101, Australia.

SMC aims to respond to privacy complaints within 30 calendar days.

Where applicable, an individual may also have the right to complain to the Office of the Australian Information Commissioner.

18. Changes to This Policy

SMC may update this Privacy Policy by publishing a revised version online.

Where a change materially affects active clients, SMC may also provide notice by email or another reasonable method.