Privacy Policy

1. About This Policy

Business Name: XV Digital Group
ABN: [Your ABN Number]
Address: 35 Withers Street, Kawana QLD 4701, Australia
Email: info@xvdigitalgroup.com.au
Phone: Scott 0448 290 387 | Trent 0428 849 992

This Privacy Policy applies to all personal information collected through:

• Our website (xvdigitalgroup.com.au)
• Email communications and contact forms
• Phone calls and in-person meetings
• Social media platforms
• Client project engagements

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

Type of Information	Examples	Purpose
Contact Information	Name, email address, phone number, business address	Communication, service delivery, invoicing
Business Information	Company name, ABN, job title, industry	Understanding client needs, project requirements
Financial Information	Billing address, payment details	Processing payments (via secure third-party processors)
Technical Information	IP address, browser type, device information, cookies	Website analytics, security, user experience
Project Information	Content, images, documents, feedback	Service delivery, project completion
Marketing Preferences	Newsletter subscription, communication preferences	Marketing communications (with consent)

2.2 How We Collect Information

We collect personal information through:

• Direct Interactions: When you fill out contact forms, request quotes, sign service agreements, or communicate with us
• Automated Technologies: Through cookies, analytics tools, and tracking technologies on our website
• Third Parties: From business partners, referral sources, or public sources when applicable
• Social Media: When you interact with our social media profiles

3. How We Use Your Information

We use your personal information for the following purposes:

3.1 Service Delivery

• Providing digital services (web design, development, marketing, etc.)
• Managing projects and client relationships
• Communicating about project progress and deliverables
• Providing customer support and technical assistance

3.2 Business Operations

• Processing payments and managing invoices
• Maintaining accurate business records
• Improving our services and website functionality
• Conducting research and analytics

3.3 Marketing and Communications

• Sending newsletters and promotional materials (with consent)
• Informing you about new services, features, or offers
• Conducting surveys and requesting feedback
• Showcasing case studies and testimonials (with permission)

3.4 Legal and Security

• Complying with legal obligations and regulations
• Protecting against fraud, security threats, and legal claims
• Enforcing our Terms and Conditions
• Resolving disputes

4. Legal Basis for Processing (GDPR Compliance)

For clients or users in the European Union, we process personal information based on:

• Contractual Necessity: To fulfill our service agreements with you
• Consent: Where you have given explicit consent for marketing communications
• Legitimate Interests: For business operations, improving services, and security
• Legal Obligations: To comply with Australian and international laws

5. Information Sharing and Disclosure

5.1 When We Share Information

We may share your personal information with:

• Service Providers: Third-party vendors who assist with hosting, payment processing, email services, analytics, and cloud storage (e.g., AWS, Google Analytics, Stripe)
• Business Partners: Contractors, designers, or developers working on your project (with your knowledge)
• Professional Advisors: Lawyers, accountants, and consultants when necessary
• Legal Authorities: When required by law, court order, or to protect our legal rights
• Business Transfers: In the event of a merger, acquisition, or sale of assets

5.2 International Data Transfers

Some of our service providers may be located outside Australia (e.g., cloud hosting providers in the USA or Europe). We ensure that appropriate safeguards are in place to protect your information in accordance with Australian privacy laws and GDPR requirements.

5.3 What We Don't Do

We do NOT:

• Sell your personal information to third parties
• Share your information with unrelated businesses for their marketing purposes
• Use your information for purposes other than those described in this policy without your consent

6. Data Security

We take data security seriously and implement appropriate measures to protect your personal information:

6.1 Security Measures

• Encryption: SSL/TLS encryption for data transmission on our website
• Access Controls: Limited access to personal information on a need-to-know basis
• Secure Storage: Password-protected systems and encrypted cloud storage
• Regular Updates: Security patches and software updates
• Staff Training: Regular privacy and security training for our team
• Third-Party Security: Vetting of service providers for security compliance

6.2 Data Breach Protocol

In the unlikely event of a data breach that may result in serious harm, we will:

• Notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by law
• Take immediate steps to contain and remedy the breach
• Provide guidance on protective measures you can take

7. Cookies and Tracking Technologies

7.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. We use cookies to improve user experience, analyze website traffic, and deliver relevant content.

7.2 Types of Cookies We Use

• Essential Cookies: Required for website functionality (e.g., security, form submissions)
• Analytics Cookies: Help us understand how visitors use our website (Google Analytics)
• Marketing Cookies: Track visits across websites to deliver relevant ads (with consent)
• Preference Cookies: Remember your settings and preferences

7.3 Managing Cookies

You can control cookies through your browser settings. However, disabling cookies may affect website functionality. Most browsers allow you to:

• View and delete cookies
• Block third-party cookies
• Block cookies from specific websites
• Delete all cookies when closing your browser

8. Your Privacy Rights

Under Australian privacy law and GDPR (if applicable), you have the following rights:

8.1 Australian Privacy Rights

• Access: Request access to your personal information we hold
• Correction: Request correction of inaccurate or outdated information
• Complaint: Lodge a complaint about how we handle your information

8.2 GDPR Rights (for EU Residents)

• Right to Access: Obtain a copy of your personal data
• Right to Rectification: Correct inaccurate information
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for marketing communications

8.3 How to Exercise Your Rights

To exercise any of these rights, please contact us at:

• Email: info@xvdigitalgroup.com.au
• Phone: Scott 0448 290 387 | Trent 0428 849 992

We will respond to your request within 30 days as required by law.

9. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law.

9.1 Retention Periods

• Client Records: 7 years (for tax and legal compliance)
• Project Files: Duration of service plus 2 years
• Marketing Data: Until you unsubscribe or request deletion
• Website Analytics: 26 months (Google Analytics default)
• Financial Records: 7 years (Australian tax law requirement)

9.2 Deletion Process

When information is no longer needed, we securely delete or anonymize it in accordance with our data retention schedule and legal obligations.

10. Marketing Communications

10.1 Newsletter Subscriptions

When you subscribe to our newsletter, we will send you:

• Industry insights and digital marketing tips
• Company news and service updates
• Special offers and promotions
• Case studies and success stories

10.2 Unsubscribe

You can unsubscribe from marketing emails at any time by:

• Clicking the "unsubscribe" link in any email
• Contacting us directly at info@xvdigitalgroup.com.au
• Updating your preferences in your account settings (if applicable)

Note: You will still receive transactional emails related to your projects or services.

11. Third-Party Links and Services

Our website may contain links to third-party websites, social media platforms, or services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing personal information.

Third-party services we may use include:

• Google Analytics (website analytics)
• Facebook, Instagram, LinkedIn, TikTok (social media)
• Stripe, PayPal (payment processing)
• AWS, Google Cloud (hosting and storage)
• Mailchimp, SendGrid (email marketing)

12. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected information from a child, we will take steps to delete it promptly.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. Changes will be effective immediately upon posting to our website.

We encourage you to review this policy periodically. Significant changes will be communicated via:

• Email notification to registered clients
• Prominent notice on our website
• Update to the "Last Updated" date at the top of this page

14. Complaints and Concerns

14.1 Internal Complaints

If you have concerns about how we handle your personal information, please contact us first:

• Email: info@xvdigitalgroup.com.au
• Phone: Scott 0448 290 387 | Trent 0428 849 992
• Address: 35 Withers Street, Kawana QLD 4701, Australia

We will investigate your complaint and respond within 30 days.

14.2 External Complaints

If you are not satisfied with our response, you have the right to lodge a complaint with:

Office of the Australian Information Commissioner (OAIC)
Website: www.oaic.gov.au
Phone: 1300 363 992
Email: enquiries@oaic.gov.au

For EU Residents: You may also lodge a complaint with your local data protection authority.

15. Consent and Acceptance

By using our website or services, you acknowledge that you have read, understood, and agree to this Privacy Policy. If you do not agree with this policy, please do not use our services or provide your personal information.