Privacy Policy

Vital Sites (ABN 19 357 086 272) ("we", "us", "our") is committed to protecting your privacy. This policy explains how we handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Information We Collect

We may collect the following personal information:

• Contact details: name, email address, phone number, business name
• Website and project details: your website URL, platform, hosting provider, design brief, content, images, feedback and support requests you provide
• Website access: admin URLs, usernames and one-time access links where needed for agreed care or project work
• Hosted client sites: website files, databases, technical logs and backup copies where we provide agreed hosted care; these may contain information submitted by visitors to a client's website
• Payment information: processed by Stripe where used — we do not store your full card details
• Website analytics: usage information collected through Google Analytics on our live website, such as pages viewed, device information and approximate location
• Communication records: emails, form submissions, and support requests

2. How We Use Your Information

We use your personal information to:

• Discuss, quote, design and build websites, and provide agreed ongoing website care or hosted care
• Process payments and, where applicable, manage care subscriptions via Stripe
• Communicate with you about projects and care services, including reports where your plan includes them
• Respond to enquiries and support requests
• Improve our services and website
• Comply with legal obligations

Where we care for or host a client website, the client remains responsible for deciding what information that website collects from its visitors and for providing its own appropriate privacy notice. We access client-site information only as needed to deliver the agreed service, maintain security, respond to support requests or meet legal obligations; we do not use it for our own marketing.

3. How We Protect Your Information

We take reasonable steps to protect your personal information, including:

• SSL encryption on all pages of our website
• Limiting website access to what is needed for the agreed work and using one-time links for credentials where available
• Payment processing handled entirely by Stripe (PCI DSS Level 1 compliant)
• Regular review of our security practices
• Access limited to people who need it to provide your service

4. Third-Party Services

We use the following third-party services to operate our business:

• Stripe — payment processing and subscription management
• Web3Forms — contact, support and onboarding form delivery
• Password Pusher — may be used after onboarding to share a one-time access link if a separate user invitation is not available; any password entered into that tool is sent to its service, not through our onboarding form
• Google Analytics — usage analytics on our live website
• Hosting providers — hosting, security, technical logs and backup storage for our website or an agreed hosted-care site

These providers may process or store information outside Australia. We do not promise Australia-only storage for form submissions, one-time access links, payments or analytics. For an agreed hosted-care site with primary hosting in Sydney, routine backup copies may be stored in Singapore; we will tell the client if a proposed hosting arrangement differs materially. We can provide current provider and location details on request. Please do not include passwords, patient records or other sensitive client information in our enquiry or support forms.

5. Your Rights

Under the Australian Privacy Principles, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information (subject to legal retention requirements)
• Withdraw consent for marketing communications at any time
• Make a privacy complaint to us and, if you are not satisfied with our response, to the Office of the Australian Information Commissioner (OAIC)

To make a privacy complaint, email hello@vitalsites.com.au with the issue and how we can contact you. We will acknowledge it, investigate and respond within a reasonable time. If you remain dissatisfied, you may contact the OAIC.

6. Cookies

Our live website uses Google Analytics and may use cookies or similar technologies for site functionality and usage measurement. Google Analytics is not loaded in local previews. You can manage cookies through your browser settings. We do not use Google Analytics for advertising personalisation on this site.

7. Data Retention

We retain information for as long as needed to manage enquiries, deliver an active project or care service, and meet legal, tax and business obligations. When access is no longer needed, we arrange to revoke or remove it and delete retained access details, subject to necessary records and third-party retention settings. When hosted care ends, we arrange for the live hosted copy to be removed after any agreed handover; backup copies may remain temporarily until the hosting provider's normal backup cycle removes them.

8. Changes to This Policy

We may update this policy from time to time. We will notify active clients of material changes by email.

9. Contact Us

If you have questions about this privacy policy or wish to exercise your rights, contact us at:

• Email: hello@vitalsites.com.au
• Or use our contact form