Privacy Policy

1. Who we are

Systematic Geeks ("SG", "we", "us") is a small Australian business based in Victoria. We build done-for-you AI systems and workflow automation for other businesses. Our website is systematicgeeks.com.

• Legal name: J.P Cawfield & K.T Harris (a partnership), trading as Systematic Geeks
• ABN: 60 191 663 623
• Postal address: 27 Allamanda Boulevard, Lysterfield VIC 3156, Australia

This policy explains how we handle personal information. We follow the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. What we collect

We only collect what we need to talk to you and do our work. This can include:

• Contact details: your name, email address, phone number, and your business name or website.
• Business details you choose to tell us: your industry, rough annual turnover band, your role, why you are looking at AI, and a job your team does by hand.
• Booking details: the time you book and any answers you give in the booking form.
• How you found us: campaign tags in the link you clicked (for example UTM tags and the Facebook click ID), and the page you landed on.
• Website usage: pages viewed, the site that sent you, your rough location, device and browser type.
• What you send us: emails, messages, call notes and files you share with us.
• Work and billing details: for clients, the details we need to quote, invoice and deliver the work.

We do not ask for sensitive information (such as health, religion or political views). Please do not send it to us.

You can deal with us without giving your name if you only want general information. To book a call or work with us, we need your contact details.

3. How we collect it

a) Forms and bookings. When you fill in the application on our /start page, your answers go to our own customer system. When you book a call, the booking is made through Calendly. Calls usually run on Zoom.

b) Cookies, pixels and analytics. Our website uses:

• Vercel Web Analytics to count page views, referring sites and campaign tags. It does not use cookies.
• The Meta (Facebook) pixel on our /start page. It tells Meta when someone visits, plays our video, sends an application or books a call, so we can measure and improve our ads. Meta may use cookies and may link this to your Facebook or Instagram account under Meta's own policy.
• Microsoft Clarity (only if we switch it on) to see how people use the page, such as clicks, scrolling and time on page. Clarity hides what you type into form fields.
• Calendly's booking calendar, which loads on our /book and /start pages and may set its own cookies.

You can block or delete cookies in your browser settings. You can control ad tracking in your Facebook ad settings, and you can opt out of Clarity at https://clarity.microsoft.com. Our site still works if you block these.

c) Business contacts we reach out to. We sometimes email businesses we think we can help. To do this, we collect business contact details (name, role, work email, company and website) from public sources such as company websites and LinkedIn, and from business data providers. We check that email addresses are valid before we send. Every email we send this way lets you opt out, and we stop when you ask.

d) Email and other contact. When you email us, reply to us, message us on a platform such as Upwork or LinkedIn, or talk to us on a call, we keep a record of that contact.

e) From our clients. When we build a system for a client, we may handle personal information that belongs to that client's customers or staff. We handle it only to do the work the client asked for and as the client tells us to.

4. Why we use it

We use your information to:

• reply to you and run the calls you book;
• check whether we are a good fit for your business;
• prepare for your call, for example a short brief on your business;
• send you follow-up emails and text messages about your enquiry or booking;
• quote, invoice and deliver our work, and keep our accounts;
• measure and improve our website and our ads;
• meet our legal obligations.

We may use AI tools to help with this work, for example to draft a call brief or a follow-up email. A person at SG reviews and sends them. We do not sell your personal information.

Marketing. We may send you emails or text messages about our services. Every marketing message has a way to unsubscribe, and we stop when you ask.

5. Who we share it with

We share information only with the service providers we use to run our business, and only as much as they need. They include:

We may also share information if the law requires it, or with your consent.

6. Sending information overseas

Many of the tools above are run by companies based outside Australia, mainly in the United States. Some may also store or process data in other countries, such as countries in the European Union. Our client database (Supabase) is hosted in Sydney, Australia.

When we use these providers, we take reasonable steps to make sure they protect your information in a way that is consistent with the APPs, for example by choosing established providers with published security and privacy terms. By giving us your information, you understand it may be stored or processed overseas.

7. How we keep it safe

We store information in password-protected systems with access limited to the SG team. We use reputable providers that encrypt data in transit. No system is perfectly secure, but we take reasonable steps to protect your information from misuse, loss and unauthorised access.

If a data breach is likely to cause you serious harm, we will tell you and the Office of the Australian Information Commissioner (OAIC), as the Notifiable Data Breaches scheme requires.

8. How long we keep it

• Enquiries and bookings that do not become work: 2 years from our last contact, then we delete or de-identify them.
• Client records, invoices and accounting records: at least 5 years, as Australian tax law requires.
• Outreach contacts who opt out: we keep only your email address on a "do not contact" list so we never email you again.
• Website analytics: kept by each provider under its own settings.

9. Access and correction

You can ask to see the personal information we hold about you, or ask us to correct it. Email us at the address below. We will reply within 30 days. We will not charge you to ask. If we cannot give you access, we will tell you why.

You can also ask us to delete your information or to stop contacting you at any time.

10. Complaints

If you think we have mishandled your personal information, please email us first and tell us what happened. We will look into it and reply within 30 days.

If you are not happy with our answer, you can complain to the Office of the Australian Information Commissioner (OAIC):

• Website: www.oaic.gov.au
• Phone: 1300 363 992

11. Contact us

Privacy questions, access requests and complaints:

• Email: accounts@systematicgeeks.com
• Post: 27 Allamanda Boulevard, Lysterfield VIC 3156, Australia

12. Changes to this policy

We may update this policy when our tools or practices change. The date at the top shows when it last changed.