Odyssey Web Solutions:
Privacy Policy
Effective Date: 5/11/2025
1. Introduction and Compliance
1.1. Our Commitment: Odyssey Web Solutions (“We,” “Our,” or “Us”) is committed to protecting the privacy of Your personal information. This policy sets out how We collect, use, store, and disclose Your personal information in compliance with the Australian Privacy Principles (APPs) outlined in the Privacy Act 1988 (Cth).
1.2. Scope: This policy applies to all personal information collected by Us through Our website, service proposals, and during the provision of Our web design, development, and digital marketing services.
2. Collection of Personal Information
2.1. What We Collect (Solicited Information): We collect personal information that is reasonably necessary for us to carry out our business functions and services. This may include:
Identity Data: Name, job title, and company name.
Contact Data: Email address, mailing address, and phone number.
Financial Data: Payment details (though processed through secure gateways like Stripe/PayPal and generally not stored by Us) and billing information.
Project Data: Access credentials for Your existing systems (e.g., website backend, hosting, Google Analytics) provided to Us for the purpose of carrying out the work outlined in a Statement of Work (SOW).
2.2. How We Collect It:
Directly: When You fill out a contact form, accept a proposal, sign a contract, or communicate with Us via email or phone.
Indirectly (Website): Through the use of cookies and website analytics (see Section 4).
2.3. Unsolicited Information: If We receive personal information We did not solicit (ask for), We will determine within a reasonable period whether We could have lawfully collected it. If not, We will destroy or de-identify the information as soon as practicable, provided it is lawful and reasonable to do so.
3. Purpose of Collection and Use
3.1. Primary Purposes: We collect, hold, use, and disclose Your personal information for the following primary purposes:
To provide You with Our web design, development, SEO, and maintenance services.
To prepare proposals, SOWs, and enter into contracts with You.
To manage Our business relationship with You, including billing, invoicing, and contract management.
To communicate with You regarding Your project status and service delivery.
3.2. Direct Marketing: We may use Your contact information to send You direct marketing communications (e.g., newsletters, service updates, special offers) if You have consented, or if We have collected the information directly from You and You would reasonably expect to receive such communications.
Opt-Out: All direct marketing communications will include an easy and free mechanism for You to opt-out (unsubscribe) from future communications.
4. Website Analytics, Cookies, and Third-Party Tools
4.1. Cookies: Our website uses “cookies” to enhance Your browsing experience. Cookies are small data files placed on Your device. We use them to:
Analyse website traffic and usage patterns (e.g., which pages are popular).
Remember Your preferences for future visits.
4.2. Analytics: We use third-party services like Google Analytics to gather anonymous information about website visitors. This information helps Us understand visitor behaviour and improve Our website but does not identify You personally.
4.3. Third-Party Tools: In the delivery of services, We use various third-party tools (e.g., project management software, cloud storage, marketing platforms). Your information may be processed by these parties only as necessary to perform Our services.
5. Disclosure of Personal Information
We will only disclose Your personal information in the following circumstances:
With Your Consent: Where You have consented to the disclosure.
Subcontractors: To our trusted contractors or service providers (e.g., freelance developers, copywriters, accountants) who need the information to perform a service for Us. These parties are bound by confidentiality agreements.
Legal Requirement: Where required or authorised by Australian law, court order, or governmental request.
Overseas Disclosure (APP 8): We use cloud-based services (e.g., Amazon Web Services, Google Workspace) which may store data overseas, specifically in e.g., the United States, Singapore. By engaging Our services, You consent to the cross-border transfer of Your data to these locations for storage and processing purposes.
6. Security and Data Quality (APP 10 & 11)
6.1. Security: We take reasonable steps to protect Your personal information from misuse, interference, loss, and from unauthorised access, modification, or disclosure. These steps include:
Secure password access and Two-Factor Authentication (2FA) for all internal systems.
Secure Socket Layer (SSL) technology for website communications.
Restricted “need-to-know” access to client credentials.
6.2. Data Quality: We take reasonable steps to ensure that the personal information We collect, use, and disclose is accurate, complete, and up-to-date.
7. Access and Correction (APP 12 & 13)
7.1. Access: You have the right to request access to the personal information We hold about You. We will provide access within a reasonable timeframe, subject to any legal exceptions. We may charge a small fee to cover the administrative cost of providing the information.
7.2. Correction: If You believe any information We hold about You is inaccurate, out-of-date, incomplete, or misleading, please contact Us immediately so We can take reasonable steps to correct it.
8. Anonymity and Pseudonymity (APP 2)
Where it is lawful and practicable, We will offer You the option of dealing with Us anonymously or by using a pseudonym (e.g., for general website browsing or initial enquiries). However, for contracting and providing paid services, full identification is required.
9. Complaints and Contact Information
9.1. Complaints: If You believe We have breached the Australian Privacy Principles or have a complaint about Our privacy practices, please contact Our Privacy Officer (details below). We will acknowledge Your complaint in writing and endeavour to resolve it within 7 days.
9.2. External Complaint: If You are not satisfied with Our response, You may contact the Office of the Australian Information Commissioner (OAIC).
9.3. Contact Information:
10. Policy Updates
This Privacy Policy may be updated from time to time to reflect changes in Our practices or legal requirements. The updated policy will be published on Our website and will be effective immediately.