Privacy Policy

1. Who we are and what this policy covers

Raven Digital Systems (ABN 67 275 512 694) is a digital marketing business based in Sydney, Australia (“Raven”, “we”, “us”). This policy explains how we collect, use, store and disclose personal information when you visit ravendigitalsystems.com (the “Website”), book a call or contact us.

We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth) and, where it applies to you, the UK GDPR.

This policy covers personal information about visitors, prospective clients and clients. Information we handle for our clients about their own leads and customers is covered in section 5.

2. Information we collect

The personal information we collect depends on how you deal with us. It may include:

• Contact details: your name, email address, phone number, business name and trade
• Booking details: the date, time and time zone of your call, and any notes you give us
• Business information: details you choose to share about your services, service area and how you currently receive enquiries
• Communications: emails, messages and notes of calls between you and us
• Payment information: if you become a client, payments are processed by our payment provider. We do not store full card numbers
• Technical information: your IP address, device and browser type, the pages you visit and the site that referred you, collected through cookies and similar technologies (see section 8)

We do not ask for sensitive information, such as health information, through the Website, and we ask that you do not send it to us.

3. How we collect it

We collect personal information:

• directly from you, when you complete a form, book a call through our calendar, email us or speak with us
• automatically, when you use the Website
• from advertising platforms, when you click one of our ads or submit a lead form on Facebook or Instagram and the platform passes the details you submitted to us

4. How we use it

We use personal information to:

• respond to your enquiry and run the free strategy call
• book, confirm and remind you of calls, by email and text
• decide whether we are a good fit to work together, and provide services under a written agreement
• send follow-up messages about your enquiry
• send marketing about our services, where the law allows (see section 9)
• run, measure and improve the Website and our advertising
• keep records, manage accounts and meet our legal obligations
• prevent fraud and enforce our terms

If the UK GDPR applies to you, our legal bases are: taking steps at your request before a contract, performing a contract, our legitimate interests in running and promoting our business, your consent (for example for marketing or non-essential cookies, where required), and compliance with legal obligations.

5. Client lead data: when we act on behalf of our clients

When we run advertising, CRM and automated follow-up for a client, we handle personal information about that client’s leads and customers. This can include names, contact details, enquiry details, addresses, measurements, photos and messages.

We handle this information on behalf of, and on the instructions of, the client. The client decides why and how it is used and is responsible for its own privacy notices and for having any consent that is required. We use it only to provide services to that client. We do not use it for our own marketing and we do not sell it.

If you are a lead or customer of one of our clients and want to access, correct or delete your information, please contact the business you dealt with. You can also contact us and we will pass your request on.

6. Who we share it with

We share personal information only as needed to run our business. This includes:

• service providers that host and run our tools, such as GoHighLevel (CRM, forms, calendars and messaging), Google (email, calendar and analytics), Meta (advertising and lead forms) and Stripe (payments), as well as other email, text messaging and software providers
• professional advisers, such as accountants, lawyers and insurers
• government bodies and law enforcement, where the law requires or permits it
• a buyer or successor, if our business is sold or restructured

We require our service providers to protect the information they handle. We do not sell personal information.

7. Overseas disclosure

Many of our providers store and process information outside Australia, including in the United States and other countries. We take reasonable steps to make sure they handle personal information in a way that is consistent with applicable privacy law. Where the UK GDPR requires it, we rely on appropriate safeguards, such as standard contractual clauses, for transfers of personal information.

8. Cookies and similar technologies

The Website uses cookies and similar technologies, such as small files and tracking pixels. They help the Website work, remember your preferences, show us how the Website is used, and measure and improve our advertising. They may include analytics and advertising tools from providers such as Google and Meta.

You can control cookies through your browser settings. Blocking some cookies may affect how the Website works. Where the law requires your consent for non-essential cookies, we will ask for it.

9. Marketing messages and opting out

We may email or text you about our services if you have asked us to, have enquired with us, or we otherwise have your consent as the law allows. Every marketing message includes a way to opt out, and we act on opt-out requests promptly. You can also opt out at any time by emailing us.

Booking confirmations and reminders are service messages about a call you have requested. They are not marketing.

10. Security and retention

We take reasonable steps to protect personal information, including access controls, secure connections and reputable service providers. No system is completely secure, so we cannot guarantee the security of information.

We keep personal information only for as long as we need it for the purposes in this policy, including to meet legal, tax and accounting requirements. When we no longer need it, we delete or de-identify it.

If a data breach is likely to cause serious harm, we will notify affected people and the relevant regulator as the law requires.

11. Your rights

You can ask to access the personal information we hold about you and to correct it if it is inaccurate, out of date or incomplete.

If the UK GDPR applies to you, you also have the right to ask us to erase your information, restrict or object to its use, receive a copy in a portable format, and withdraw consent you have given.

To exercise these rights, email us at ravi@ravendigitalsystems.com. We may need to verify your identity first. We usually respond within 30 days.

12. Children

The Website is intended for business owners and is not directed at children. We do not knowingly collect personal information from children.

13. Complaints

If you have a privacy concern, please contact us first at ravi@ravendigitalsystems.com. We will investigate and respond within a reasonable time, usually within 30 days.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner. If you are in the United Kingdom, you can complain to the Information Commissioner’s Office.

14. Changes to this policy

We may update this policy from time to time. The updated version will be published on the Website with a new “Last updated” date and applies from that date.

15. Contact

Raven Digital Systems (ABN 67 275 512 694)

Sydney, New South Wales, Australia

Email: ravi@ravendigitalsystems.com

Phone: +61 468 011 720