Privacy Policy

CareFlow Admin is a small Brisbane-based remote administration service for Australian trade and service businesses. All work is performed by a small, vetted Australian admin team. Access to personal information is strictly limited on a need-to-know basis.

Contact: admin@careflowadmin.com.au. Postal address available on request.

From website visitors and prospective clients, we collect: your name, business name, business email address and the details of any enquiry you submit via our contact form or send to us by email.

From engaged clients, we collect additional information required to perform agreed administrative work. This may include your business contact details, trading records, invoice history, customer contact lists, job notes, pricing templates and credentials with limited permissions to the software you ask us to work in (for example Xero, MYOB, QuickBooks, ServiceM8, Tradify, AroFlo, SimPRO or Jobber).

When we act on behalf of a client, we also handle personal information about the client's customers (such as names, phone numbers, email addresses, service addresses and payment status). We hold this information on behalf of the client and only use it to perform the services the client has approved.

We do not collect sensitive information (as defined in the Privacy Act) and we do not collect government identifiers unless a client specifically asks us to process one for an approved purpose.

We collect personal information directly from you when you submit the website enquiry form, email us, speak with us on a call, sign a scope of work or share access to your systems during an engagement.

We also receive personal information indirectly, for example when a customer of yours replies to an invoice reminder we sent on your behalf, or when a prospective customer responds to a quote follow-up we manage for you.

Where it is lawful and practicable, you can deal with us anonymously or under a pseudonym (for example when asking a general question about our services). We cannot provide the service without identifying you once you become a client.

We collect, hold, use and disclose personal information to: respond to your enquiry; prepare a scope of work and quote; perform the administrative services you have engaged us to perform; invoice you and collect payment; keep records required by law; and improve the service we provide.

We will not use your personal information for a secondary purpose unless the secondary purpose is directly related to the primary purpose, you would reasonably expect it, you have consented to it, or we are otherwise permitted or required by law.

We share personal information with the following categories of service provider so we can run our business and deliver the service to you:

• Hosting and infrastructure: Vercel Inc. hosts this website and the enquiry form API.

• Form backend: Enquiry submissions are stored in a Notion workspace operated by Notion Labs, Inc.

• Transactional email: Resend (Resend, Inc.) delivers notification emails of enquiries we receive.

• Scheduling: Discovery call bookings may be processed by Calendly LLC where you choose to book via the Calendly link or load the scheduler on our booking page (see section 10).

• Your business software: When we are engaged by you, we access and update the software you nominate (for example Xero, MYOB or QuickBooks). These providers hold your information under their own privacy policies.

We do not sell personal information. We do not disclose personal information to any party for direct marketing purposes.

Some of the service providers listed above are based overseas or process data in overseas data centres. In particular, Vercel, Notion, Resend and Calendly process personal information in the United States and may transfer data between global regions in the course of providing their service. Your business software provider may also store data overseas; please refer to its privacy policy.

Before disclosing personal information overseas we take reasonable steps to ensure the recipient does not breach the Australian Privacy Principles in relation to that information, including by relying on each provider's published privacy and security commitments and contractual terms.

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure. These steps include: strong unique passwords and multi-factor authentication on all accounts that touch personal information; least-privilege access controls on client systems; encrypted communications (HTTPS and TLS); device encryption; and prompt removal of access when an engagement ends.

No system is perfectly secure. If we become aware of an eligible data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme.

We keep personal information for as long as we need it to deliver the service and to meet record-keeping obligations under Australian law (including tax, financial and consumer-law obligations, which may be up to seven years). When information is no longer required, we destroy or de-identify it.

Where we hold information on behalf of a client, we return or destroy that information at the client's request and within a reasonable time after the engagement ends, subject to any legal retention obligation.

We do not send unsolicited marketing emails. If you ask to be added to a mailing list, we will only send material that is relevant to our service and will include an unsubscribe mechanism in every message, in line with the Spam Act 2003 (Cth).

This website does not use analytics cookies, advertising cookies or cross-site tracking. The site itself uses only strictly necessary browser storage: a record of your cookie choice (stored in your browser’s local storage with a timestamp) so we do not ask you again on every visit.

Calendly: our discovery-call scheduler is provided by Calendly LLC, based in the United States, which may set its own cookies and process your data under its own privacy policy. If you choose “Accept all” in the cookie banner, we load Calendly in the background on other pages so the scheduler opens faster. If you choose “Essential only”, Calendly is not loaded until you choose to open the scheduler on the booking page.

You can change your choice at any time using “Cookie settings” in the website footer. If we add analytics in the future we will update this policy and seek your consent before setting non-essential cookies.

You have the right to ask for access to the personal information we hold about you, and to ask us to correct it if it is inaccurate, out-of-date, incomplete, irrelevant or misleading. We will respond within a reasonable period (usually within 30 days) and will not charge you for making a request. If we refuse access or correction we will tell you why in writing and explain how you can complain.

To make a request, email admin@careflowadmin.com.au with the subject line "Privacy request".

If you are not satisfied with how we have handled your personal information or your request, you can complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by phoning 1300 363 992.

We may update this policy from time to time. The current version is always available on this page and is dated at the top. Material changes will be flagged when you next engage us.

Privacy enquiries: admin@careflowadmin.com.au.