Privacy Policy

Effective date: 17 May 2025

FlowHQ Australia is committed to protecting your privacy. This Policy explains how we collect, use, store, and disclose your personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
Note: FlowHQ Australia is in the process of incorporating as a company. This Privacy Policy will be updated with ACN details upon incorporation.

Who We Are

FlowHQ Australia (trading as FlowHQ) is a sole trader business registered in New South Wales, Australia.

• ABN: 80 823 848 263
• Website: https://flowhq.com.au
• Email: hello@flowhq.com.au

What Personal Information We Collect

Information you provide directly
When you contact us, submit an enquiry form, or book a discovery call, we may collect:

• Full name
• Business name
• Email address
• Phone number
• Information you include in your enquiry message

Booking and scheduling data

We use zcal to manage discovery call bookings. When you book through zcal, they collect your name, email address, and any details you provide. zcal’s privacy policy applies to data processed through their platform: https://zcal.co/privacy

Website usage data

We automatically collect information about how you interact with our website through the tools described in Section 5 below.

How We Use Your Personal Information

We use your personal information to:

• Respond to your enquiry or booking request
• Provide and manage the services you have engaged us for
• Send transactional and service-related communications
• Improve our website and services
• Meet our legal obligations

We will only send you marketing communications (such as newsletters, tips, or updates) if you have given explicit consent. You can withdraw consent at any time by clicking unsubscribe in any marketing email or contacting us directly.

How We Store and Protect Your Information

Your personal information is stored securely using industry-standard practices. We use the following systems to manage customer data:

• Customer.io — for email marketing and communications (opted-in contacts only)
• zcal — for scheduling and booking data
• Microsoft 365 — for direct correspondence

We retain your personal information for as long as necessary to fulfil the purposes for which it was collected, or as required by law. You may request deletion of your data at any time (see Section 8).

Cookies, Analytics, and Tracking Tools

Our website uses the following tools that may collect data about your visit. By using our website, you consent to this data collection as described below.

• Google Tag Manager (GTM)
  We use Google Tag Manager to manage and deploy tracking tags on our website. GTM itself does not collect personal data, but it facilitates the tools below. Google's Privacy Policy
• Umami Analytics
  We use analytics to understand how visitors use our website. Umami collects:
  • Pages visited and time spent on site
  • General geographic location (country/city level)
  • Device and browser type
  • Referring website or source
• This data is anonymised and aggregated. Umami is a privacy focused, cookie-less analytics platform.
• Customer.io
  We use Customer.io to manage marketing email communications for subscribers who have given explicit consent. Customer.io may place tracking pixels in emails to track open rates and click-through activity.
  Customer.io only processes personal data for individuals who have opted in to our marketing communications. Customer.io's Privacy Policy
• Managing cookies
  Most web browsers allow you to control cookies through their settings. You can block or delete cookies, or set your browser to notify you when a cookie is placed. Note that disabling cookies may affect the functionality of some parts of our website.

Disclosure of Your Personal Information

We do not sell your personal information. We may share it with:

• Third-party service providers who help us operate our business (including those listed in Section 5), bound by confidentiality obligations
• Professional advisers such as accountants or legal advisers, where necessary
• Law enforcement or regulatory authorities, where required by law
  Some of our service providers (including Google and Customer.io) are based overseas. By using our website and services, you consent to your personal information being processed in jurisdictions outside Australia, where privacy laws may differ.

Marketing Communications

Consent
We only send marketing emails to individuals who have explicitly opted in. This includes:

• Ticking the opt-in checkbox on our contact form
• Subscribing via a FlowHQ web form or landing page
• Providing verbal or written consent during a sales or onboarding conversation

Unsubscribing
You can unsubscribe from FlowHQ marketing emails at any time by:

• Clicking the unsubscribe link in any marketing email
• Emailing us at hello@flowhq.com.au
  We will process all unsubscribe requests promptly, and no later than 5 business days.

Access, Correction, and Deletion

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

• Request access to the personal information we hold about you
• Request correction of inaccurate or incomplete information- Request deletion of your personal information (subject to any legal obligations to retain it)
  To make any such request, please contact us at hello@flowhq.com.au. We will respond within 30 days.

Complaints

If you believe we have breached the Australian Privacy Principles, please contact us at hello@flowhq.com.au. We will investigate and respond within 30 days.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au

Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. We encourage you to review this Policy periodically.

Contact Us

For any privacy-related questions or requests:

• Email: hello@flowhq.com.au
• Website: flowhq.com.au