Privacy Policy
Last updated:
April 19, 2025
RepFlow (“
we
”, “
us
”, or “
our
”) is committed to protecting the privacy of individuals who visit our website (repflow.com.au) or use our services. We comply with applicable privacy laws in Australia and New Zealand, including the Australian Privacy Act 1988 (Cth) and Australian Privacy Principles, as well as the New Zealand Privacy Act 2020 and its principles. These laws require organizations to manage personal information in an open and transparent way, including having a clear and up-to-date privacy policy
. This Privacy Policy explains what personal information we collect, how and why we collect it, how we use and disclose it, and the measures we take to protect it. It also outlines your rights regarding your personal information and how you can contact us with questions or requests.
Personal Information We Collect
We only collect personal information that is reasonably necessary for our business purposes of marketing and sales of our services. The types of personal data we may collect include:
Contact Information: such as your name, email address, and phone number (for example, when you fill out a form on our website or contact us).Interactions and Communications: any information you provide when communicating with us (e.g. inquiries, support requests, or feedback).Website Usage Data: technical information collected through cookies and similar technologies when you visit our site, such as your IP address, browser type, and browsing behavior on our site. (While this information may not always identify you, it can be considered personal information if it can reasonably identify you, and we treat it accordingly.)
We do
not
collect any sensitive personal information (such as health, financial, or governmental identifiers) in the ordinary course of business. If we ever need to collect additional types of personal information, we will inform you at the time of collection and ensure we have appropriate consent or legal basis.
How We Collect Your Information
We collect personal information in several ways:
Directly from You: You may provide personal details (like your name, email, phone) by filling in forms on our website (such as our contact form, trial signup, or newsletter subscription forms) or by corresponding with us via phone, email, or other channels. For example, when you “Start Your FREE 14 Day Trial” or contact us with a question, we will ask for your contact information to respond.Through Our Website and Cookies: When you visit repflow.com.au, our system may automatically collect information about your visit via cookies or similar tracking technologies. Cookies help us understand how visitors use our site, remember your preferences, and improve your experience. We use cookies for purposes such as analytics (to see which pages are popular and how users navigate the site) and functionality (to remember your settings). We do not use cookies to collect sensitive personal data, but some cookies may uniquely identify your browser or device. Disclosing our use of cookies in this Privacy Policy is considered best practice, as it promotes transparency about any personal information collected onlinelegalvision.com.au. You can adjust your browser settings to refuse cookies or alert you when cookies are being used; however, note that some website features might not function properly if cookies are disabled.Third-Party Integrations: We may receive information through integrations with third-party platforms or service providers that you interact with in relation to our services. For example, if our site integrates with a customer relationship management (CRM) system, scheduling tool, or marketing platform, those services might share information (like your contact details or engagement history) with us based on your interactions. We ensure any third-party integrations comply with privacy requirements and have your consent where necessary.Social Media or Referrals: If you engage with our content on social media or mention us, or if someone refers you to our service, we might receive your contact information indirectly. In such cases, we will only use that information in accordance with this policy and any consents obtained.
If we collect personal information from someone else (e.g. a business partner or publicly available source) rather than directly from you, we will take reasonable steps to notify you of the collection and the circumstances, as required by law.
Purpose of Collection and Use of Personal Data
We collect and use personal information
only for purposes that are relevant and necessary for our operations
, including:
Providing and Improving Our Services: We use your information to set up and manage your account or trial, provide the services you requested (such as our automated Google Review request platform), and improve those services. This includes using data to personalize your experience and to ensure our platform functions correctly for you.Marketing and Promotional Communications: Your name, email, and phone number may be used to send you marketing communications about our product features, updates, promotions, special offers, or newsletters, but only if you have given us your consent to receive such communications. We adhere to anti-spam laws; under Australia’s Spam Act 2003, we must have your consent before sending marketing emails or texts and provide a clear way to opt outacma.gov.au. For example, if you opt-in (such as by ticking a box on our website or filling in a form indicating you want to receive updates), we will send you relevant marketing messages. You can unsubscribe or opt out at any time (each marketing email will contain an “unsubscribe” link, and you can reply “STOP” to opt out of SMS, as noted on our contact form). We will not send you unsolicited marketing communications.Responding to Inquiries and Customer Support: If you contact us with a question, request, or support issue, we will use your provided information to respond and resolve your inquiry. This may include reaching out via email or phone to assist you.Analytics and Product Development: We may use website usage data and feedback to analyze how our website and services are used. This helps us troubleshoot problems, perform data analysis, test features, and improve the usability and effectiveness of our platform. Any analytics are typically conducted on an aggregated or de-identified basis where possible, so they do not personally identify users.Legal Compliance and Protection: In certain cases, we may need to use personal information to comply with legal obligations (for example, keeping records required by law) or to protect our rights, privacy, safety, or property, as well as yours or others’. This includes using information to detect and prevent fraud or security issues.
We will not use your personal information for purposes other than those we have disclosed without obtaining your consent, unless otherwise required or permitted by law. We do
not
sell your personal information to third parties for their own marketing or commercial purposes.
Disclosure of Your Personal Information
We understand the importance of keeping your personal information private. We may share or disclose your personal data only under the following circumstances:
With Service Providers (“Third-Party Platforms”): We use reputable third-party service providers (such as software-as-a-service platforms, cloud hosting providers, email/SMS delivery services, analytics tools, and customer relationship management systems) to help us operate our website and deliver our services. These providers may process or store personal information on our behalf as part of providing their services to us. For example, we might use an email marketing platform to send newsletters, or a cloud hosting service to store our database. When we share data with service providers, we do so on a “need to know” basis and under contractual arrangements that oblige them to protect your information and use it only for the purposes we specify.Business Transactions: If we undergo a business transaction such as a merger, acquisition by another company, or sale of all or part of our assets, your personal information might be among the assets transferred. We would ensure the confidentiality of any personal information involved in such transactions and provide notice before any personal data is transferred and becomes subject to a different privacy policy.Legal Requirements: We may disclose personal information if required to do so by law or valid legal process, or if we believe in good faith that such action is necessary to (for instance) comply with a legal obligation, respond to a court order or government request, or enforce our Terms & Conditions. We may also disclose information to protect the rights, property, or safety of RepFlow, our users, or the public, as permitted by law.Your Consent: In cases where you have expressly consented to a particular disclosure, we will share your information accordingly. For example, if you request that we introduce you to one of our partners or you agree to have a testimonial featured, we will disclose information in line with what you have consented to.
Importantly,
we do not disclose your personal information to third parties for them to market their own products to you
without your consent. Any third parties who receive your data will only do so for the purposes described above or as required by law, and we will take reasonable steps to ensure they handle your data in accordance with this Privacy Policy and applicable privacy laws.
Cross-Border Data Transfers:
Given that we operate in Australia and New Zealand and use global cloud services, the personal information we collect may be stored or processed in countries outside of your own (for example, in data centers located in the United States or other jurisdictions). When we transfer personal data outside of Australia or New Zealand, we will do so in compliance with Australian Privacy Principle 8 and New Zealand Privacy Principle 12 (regarding cross-border disclosures). This means we will take reasonable steps to ensure the overseas recipient does not breach the privacy principles in relation to your information, or we will otherwise ensure that the transfer is permissible under applicable law (for instance, the recipient is in a country with comparable privacy protections, or we have your consent). By providing us with your information, you consent to any such transfer, storage, or processing of information outside your country,
but always subject to this Policy and protective measures
.
Cookies and Tracking Technologies
Cookies are small text files placed on your device when you visit a website. We use cookies and similar tracking technologies on repflow.com.au to enhance your user experience and to collect information about how our site is used:
Types of Cookies We Use: We use both session cookies (which expire once you close your web browser) and persistent cookies (which stay on your device for a set period or until you delete them). Our cookies serve several functions: some are necessary for site functionality (for example, keeping you logged in during a session or remembering your preferences), and others are analytical/performance cookies that help us understand traffic to our site and user interactions (through tools like Google Analytics). We may also use cookies to remember if you have seen or clicked on any important notifications (so we don’t show them repeatedly).Why We Use Cookies: Using cookies allows us to save your preferences (so the site can load with your chosen settings), streamline navigation, and gather aggregate data about site traffic and interactions. This data helps us offer better site experiences and tools in the future. For instance, cookies can tell us which pages are most popular, or if visitors encounter errors on certain pages, so we can fix them. We do not use cookies to track you across other websites or to deliver third-party advertising content. Any information collected via cookies that can be associated with an identifiable individual is treated as personal information and handled in accordance with this Privacy Policy.Your Choices: On your first visit to our site, you may see a notice about our use of cookies. By continuing to use our site, you are agreeing to our use of cookies as described in this Policy. However, you have control over cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies or alert you when cookies are being sent. You can also delete cookies stored on your device. Please note: If you choose to block or delete cookies, some features of our website may not function as intended. For example, you may not be able to use certain parts of the site or your preferences might not be saved.
Although Australian and New Zealand laws do not mandate obtaining explicit consent for cookies in all cases,
transparency about cookie usage is strongly recommended as an industry best practice
. We aim to be transparent by clearly explaining our cookie practices here. We do not collect sensitive personal information via cookies, and we respect “Do Not Track” signals if your browser is set to send them.
Data Security and Storage
We take the security of your personal information seriously.
RepFlow implements a range of measures to protect personal data from misuse, interference, loss, and unauthorized access, modification, or disclosure
. These measures include:
Technical Security: We use industry-standard security protocols to safeguard data. This may involve encryption (e.g., using SSL/TLS for data transmission to encrypt information you input through our website), firewalls, secure servers, and access controls to restrict who can access our systems and databases. We regularly update our software and infrastructure to address security vulnerabilities and protect against cyber threats.Organizational and Physical Security: We limit access to personal information to employees or contractors who need it to perform their roles, and all such personnel are subject to confidentiality obligations. We provide training to our team about data privacy and security best practices. Any physical documents (if we ever print personal data) are kept secure, and our offices (if applicable) have appropriate security controls.Third-Party Security: When we engage third-party service providers to store or process personal information, we choose reputable providers and require them to maintain adequate security standards. We also endeavor to ensure that data is stored in jurisdictions with strong data protection laws, or otherwise protected by contractual safeguards.Data Breach Response: Despite all precautions, no method of transmission over the Internet or electronic storage is completely secure, so we cannot guarantee absolute security. However, we have a data breach response plan in place. This means if we suspect or become aware of any data breach involving your personal information, we will act promptly to contain and investigate it, and notify affected individuals and authorities as required by law (such as the OAIC in Australia or the OPC in New Zealand, under respective notifiable breach schemes). Monitoring for and responding promptly to data breaches is a key part of maintaining securitysprintlaw.com.au.
We will retain your personal information only for as long as needed to fulfill the purposes for which it was collected (as outlined in this Policy) or as required by law. For example, if you sign up for our service, we will keep your information while your account is active and for a reasonable period thereafter, in case you decide to resume the service, and to comply with legal obligations or resolve disputes. If we only have your information for marketing purposes, we will keep it until you opt out or withdraw consent (or if we observe prolonged inactivity). When personal information is no longer necessary or if you request its deletion (and we are not legally required to retain it), we will securely destroy or de-identify the information.
Access, Correction, and Your Rights
We respect your rights to know about and control your personal information. Under both Australian and New Zealand privacy laws,
you have the right to request access to the personal information we hold about you and to request corrections if the information is inaccurate, out-of-date, or incomplete
. We want to make it easy for you to exercise these rights:
Accessing Your Information: You may request a copy of the personal data we hold about you by contacting us (see the “Contact Us” section below). To protect your privacy, we will need to verify your identity before releasing any information. Once we have sufficient information to process your request and have confirmed your identity, we will provide you with access to your personal data, except in certain circumstances permitted by law. For example, we may not provide access if doing so would unreasonably impact another person’s privacy, or if it would violate legal professional privilege or reveal commercially sensitive decision-making processes. If we refuse access, we will provide you with a written explanation of the reasons, along with information on how you can complain about the refusal. Generally, we aim to respond to access requests within a reasonable time frame. New Zealand law specifies a response should be given within 20 working days whenever practicableprivacy.org.nz, and we endeavor to meet that standard.Correcting Your Information: If you believe any personal information we hold about you is incorrect, incomplete, or not up-to-date, you have the right to request that we correct it. You can contact us with the details of the correction needed, and if reasonable and practicable, we will make the requested correction. If for some reason we cannot comply with your request (for instance, if we disagree that the information is incorrect), we will explain why and, in New Zealand, you can request that we attach a statement of correction to the file noting your disagreement. We always strive to maintain accurate and reliable records, and appreciate your help in keeping your information current.Other Privacy Rights: In addition to access and correction, you may have other rights under certain circumstances. For example, you can object to certain processing of your data or request erasure of your data. While Australian and NZ privacy laws do not provide an absolute “right to be forgotten” as under the EU GDPR, we will honor requests to delete personal information when we no longer need it for a lawful purpose. You also have the right to withdraw consent at any time for any marketing communications we send you. If you opt-out of marketing, we will remove you from our marketing lists (though we may still send you transactional or service-related communications, if you are an active customer, as those are not promotional).
We will not charge you for making an access or correction request, but in some cases we might charge a reasonable fee to cover administrative costs of retrieving and sending large amounts of information (if applicable). We will inform you of any fee before proceeding with your request.
User Choices and Opt-Out
We want you to have control over how your personal information is used. Here are the choices you can exercise:
Opting Out of Marketing: As mentioned, if you no longer wish to receive marketing emails or newsletters from us, you can opt out at any time by clicking the “unsubscribe” link in the email or by contacting us directly with your request. For SMS communications, you can reply “STOP” to unsubscribe from further messages, or follow any instructions provided in the message. Once we receive your opt-out request, we will promptly remove you from the respective communication list. Please note that even if you opt out of marketing messages, we may still send you important administrative or service-related messages (for example, a notice about changes to our terms or a security alert) when necessary.Blocking Cookies: You have the option to disable cookies through your browser settings. As described in the Cookies section, doing so may affect your experience, but it is entirely your choice. You can also use browser extensions or privacy modes to reduce tracking.Do Not Track Signals: Our website currently honors “Do Not Track” (DNT) signals. If your browser is configured to send a DNT signal, our analytics tools will be adjusted to limit tracking of your visit.Updating Personal Details: If you have an account with us (for example, as a trial user or subscriber to our service), you can often update your own contact information or settings by logging into your account dashboard. If you need assistance, contact us and we will help update your details.Withdrawing Consent: If we are processing any of your personal information based on your consent (for instance, using a testimonial with your permission or sending you marketing emails), you have the right to withdraw that consent at any time. You can do so by contacting us or, in the case of marketing, by using the unsubscribe methods described above. Withdrawal of consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, and it may be that in some cases we have an alternative legal basis to continue processing (e.g., retaining transaction records for legal compliance), but we will inform you if that is the case.
If you have any questions about how to exercise these choices, please refer to the Contact Us section below and reach out to us. We are here to assist you in managing your privacy preferences.
Children’s Privacy
Our website and services are not directed to individuals under the age of 16, and we do not knowingly collect personal information from children. If you are under 16, please do not use our website or provide any personal information to us. If we become aware that we have inadvertently collected personal data from a child under 16 (or the relevant minimum age in your jurisdiction for requiring parental consent), we will take steps to delete that information as soon as possible, unless we are obligated by law to retain it. If you are a parent or guardian and believe we might have information about a minor, please contact us so we can investigate and address the issue.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. When we make changes, we will post the updated policy on this page and update the “Last updated” date at the top. For significant changes, we may also provide a more prominent notice (such as a banner on our website or an email notification, if appropriate). We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.
Your continued use of our website or services after any changes to this Privacy Policy constitutes acceptance of the updated terms, to the extent permitted by law. If we make a change that requires your consent by law (for example, if a new law requires fresh consent for certain data uses), we will seek that consent.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please
contact us
:
By Email: [email protected] By Phone: +61 468 396 576By Mail: (If you prefer to write to us, please send to our business mailing address. [Note: Insert mailing address here])
We will address your inquiry as soon as possible. If you contact us to exercise a privacy right (such as accessing or correcting your data, or withdrawing consent), please provide sufficient information for us to verify your identity and understand your request.
If you are not satisfied with our response to a privacy-related concern, you also have the right to lodge a complaint with the relevant regulatory authority. In Australia, this would be the Office of the Australian Information Commissioner (OAIC), and in New Zealand, the Office of the Privacy Commissioner (OPC). We would, however, appreciate the chance to address your concerns first, so please consider reaching out to us directly so we can try to resolve the issue for you.
Your privacy is important to us, and we are committed to safeguarding the personal information you entrust to us in line with
Australian
and
New Zealand privacy laws
that ensure you know when and why your information is being collected, that it’s used appropriately, kept secure, and that you can access the information we hold about you
.
Thank you for reading our Privacy Policy.
