Privacy Policy

This policy explains what personal information MindSite collects, why we collect it, who we share it with and how you can get at it or have it changed. It applies to this website and to the work we do for our clients.

Last updated 30 July 2026.

Our commitment

We are bound by the Privacy Act 1988 (Cth) and the thirteen Australian Privacy Principles. In plain terms, that means we only collect information we actually need, we tell you why we are collecting it, we keep it secure, and we do not sell it to anyone.

We are a small team. The number of people who can reach your information is deliberately small, and no one outside the business gets access to it unless it is genuinely required to deliver what you asked us for.

What we collect

When you send an enquiry

Our enquiry form asks for the following, and nothing else:

• What you need, chosen from a list of services
• Your business name
• Your current website address, if you have one
• What you are trying to achieve, in your own words
• Your name, phone number and email address

The service, business name, name, phone and email are required because we cannot answer an enquiry without them. The website address and the description of your goals are optional. Submissions are emailed to us and also stored in this website's own database so we do not lose your enquiry if an email goes astray.

When you become a client

To build, host or look after a website we usually need more: billing details, domain and hosting login information, access to your existing website, and sometimes access to accounts such as Google Business Profile, Google Analytics or Google Search Console. We treat credentials as confidential, we use them only for the work you have asked us to do, and we ask you to revoke our access when a project ends if you would prefer that.

If you send us content for your website, such as photographs, staff details or customer testimonials, you are responsible for having the right to give it to us. We publish it only where you have told us to.

Automatically, when you browse

Like almost every website, ours records technical information in server logs and analytics: your IP address, browser and device type, the pages you looked at, how you arrived, and roughly where in the world you are. We use this in aggregate to understand which pages are useful and which are not. We do not try to work out who you are from it.

Why we collect it

• To answer your enquiry and prepare a quote
• To deliver, host, maintain and support the work you have engaged us for
• To invoice you and keep the financial records the law requires
• To reply when you contact us for help
• To keep this website secure and to block spam and automated abuse
• To understand how the site is performing so we can improve it

If we ever want to use your information for something outside this list, we will ask you first.

Cookies and analytics

This site uses Google Analytics 4 to count visits and see which pages get read. It sets cookies in your browser and sends Google a record of your visit, including a truncated version of your IP address. It does not tell us your name or your email address.

You can stop it. Most browsers let you block or delete cookies in their settings, and Google publishes a browser add-on that opts you out of Analytics on every site at tools.google.com/dlpage/gaoptout. Blocking cookies will not stop you using this website.

Our website host also sets short-lived technical cookies that make caching and security work. These do not track you between sites.

Services we use, and what they see

We keep the list of third parties short on purpose. These are the ones that can receive information when you use this site:

Google Analytics

Records anonymous usage statistics for the site. Receives your IP address, device details and the pages you view.

Google Fonts

Delivers the typefaces the site is set in. Your browser requests the font files from Google, which means Google sees your IP address.

Google Maps

Powers the map on our contact page. Loading that page sends your IP address to Google.

Our reviews widget

The Google review scores shown around the site are loaded from a third-party review service at revw.me, which also loads a small tracking script. It sees your IP address and which page you were on.

Spam and bot filtering

Form submissions are checked by an anti-spam service, CleanTalk, to separate real enquiries from automated ones. It receives the content of the submission and the IP address it came from, and uses that to score whether it is spam.

Hosting and delivery

The site runs on a managed web server, and some static files such as images and stylesheets are served through a content delivery network. Both handle your requests in order to serve you the page.

Business tools

Behind the scenes we use ordinary business software for email, accounting and file storage. Your details may sit in those systems as part of normal client records. We choose providers with proper security practices and we do not give them permission to use your information for their own purposes.

Information that leaves Australia

Some of the services above are run by companies based overseas, so information handled through them may be stored or processed outside Australia. Google in particular processes data in the United States and other countries where it operates. Where we use an overseas provider we take reasonable steps to satisfy ourselves that they handle personal information in a way consistent with the Australian Privacy Principles, but we cannot control their internal operations.

Marketing, and how to stop it

We may email you about our services if you have enquired, if you are a client, or if you asked us to. Every marketing email we send carries an unsubscribe link, and we act on unsubscribes promptly, as the Spam Act 2003 (Cth) requires. We do not sell, rent or trade your contact details, and we do not buy email lists.

Emails about work in progress, invoices, renewals and security matters are not marketing. We will keep sending those while you are a client, because you need them.

How we keep it safe

Practical measures rather than promises: the site is served over HTTPS so anything you submit is encrypted in transit; the admin area is restricted to the few people who need it; passwords and credentials are held in a password manager rather than in email or spreadsheets; the site is backed up and kept up to date; and a firewall sits in front of it.

No system is completely secure and it would be dishonest to claim otherwise. If a data breach ever occurs that is likely to cause you serious harm, we will tell you and notify the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.

How long we keep it

• Enquiries that do not turn into work are kept while there is a realistic chance of hearing back from you, then deleted
• Client records are kept for as long as we look after your website, and for a reasonable period afterwards in case you come back or need historical detail
• Invoices and financial records are kept for seven years, because Australian tax law requires it
• Analytics data is kept for the retention period set in Google Analytics, after which Google deletes it

If you want your information removed sooner, ask us. We will do it unless we are legally required to keep it.

Seeing or correcting your information

You can ask us what personal information we hold about you, ask for a copy of it, and ask us to correct anything that is wrong or out of date. Email hello@mindsite.com.au or call 02 9161 1696. We will normally respond within thirty days and there is no charge for a reasonable request.

We may need to confirm who you are before we hand anything over, which protects you as much as us. In rare cases the law allows us to refuse access. If that happens we will tell you why in writing.

Websites we build and manage for clients

When we build or maintain a website for a client, any personal information collected through that website belongs to the client, not to us. They decide what is collected and why, and their own privacy policy governs it. We act as their service provider: we can see that data in the course of doing the work, we keep it confidential, and we do not use it for anything of our own.

If you submitted your details to a website we built for someone else and you want them removed, contact that business directly. If you cannot reach them, get in touch with us and we will help you find the right person.

If you are unhappy with how we handled your information

Tell us first. Email hello@mindsite.com.au with the detail of what went wrong. We will acknowledge it, look into it properly, and come back to you in writing, normally within thirty days.

If our answer does not satisfy you, you can take it to the Office of the Australian Information Commissioner, the independent regulator. They are at oaic.gov.au and on 1300 363 992.

Changes to this policy

We will update this page when what we do changes, and the date at the top will always tell you when it last moved. The current version lives here permanently, so this address is the one to check or to link to.

Getting in touch

For anything to do with privacy, your information, or this policy:

• Email hello@mindsite.com.au
• Phone 02 9161 1696
• Post to MindSite Group Pty Ltd, Quakers Hill NSW 2763

A person reads these, not a queue. If you would rather talk it through than write it down, call and we will.