Short version: we collect your details so we can reply to your enquiry and do the work you ask for. We don't sell them, we don't run tracking on this site, and you can ask us to delete them at any time.
§ 01Who we are
This site is run by Jared Bartolo, trading as V2 Designs, ABN 73 171 765 491, based in Werribee, Victoria, Australia.
In this policy, "we", "us" and "our" mean V2 Designs. "You" means anyone who visits this site, sends us an enquiry, or works with us.
You can reach us any time at hello@v2designs.com.au or on 0495 039 767.
Word Around is a product of V2 Designs with its own privacy policy. If you use Word Around, read its privacy policy as well as this one.
§ 02What we collect
Information you give us
When you send an enquiry through the form on this site, we collect:
- Your name
- Your business name
- Your mobile number
- Your email address, if you give it
- Whatever you write about the problem you want solved
If you call, text or email us instead, we collect whatever you choose to tell us in that conversation, along with your phone number or email address.
Information collected automatically
Our hosting provider keeps standard server logs, which may include your IP address, browser type, the pages you viewed and when. These are used to keep the site running and secure.
This site loads its fonts from Google Fonts, so your browser connects to Google's servers to fetch them, and Google receives your IP address as part of that request.
We don't run analytics. There's no Google Analytics, no Facebook Pixel and no visitor tracking beyond what's described above. If we add analytics later, we'll update this policy before switching it on.
What we don't want
Please don't send bank details, card numbers, government identifiers or sensitive information (as defined in the Privacy Act) through the enquiry form. We don't ask for them and we don't want them arriving by email.
If you become a client
We collect the details we need to quote, invoice you and take payment. Where we take card payments, they're processed by our payment provider (Stripe). We never see or store your full card number.
§ 03How we use it
We use your information to:
- Reply to your enquiry, answer questions and prepare a quote
- Build, deliver and support the work you engage us for
- Send invoices and service notices
- Meet our legal and tax obligations
We don't use your details for unrelated marketing, and an enquiry alone doesn't put you on a mailing list. If we ever send marketing, it will only go to people who opted in, with an unsubscribe option.
§ 05Cookies
This site doesn't set advertising or tracking cookies and doesn't use any cross-site tracker. Your browser may store standard technical data needed to load the page. If we add anything that uses cookies, we'll update this policy first.
§ 06How long we keep it
We keep enquiry details only as long as we reasonably need them, generally up to 24 months after your last contact with us, so we can pick up the conversation if you come back.
If you become a client, we keep your records for as long as we work together and then for seven years afterwards, which is how long Australian tax law requires business records to be kept.
You can ask us to delete your details sooner and we will, unless the law requires us to keep them.
§ 07Keeping it secure
We take reasonable steps to protect your information from misuse, loss and unauthorised access: the site is served over HTTPS, accounts are protected with strong passwords and multi-factor authentication, and access is limited to the person who needs it, which in practice is Jared.
No way of sending information over the internet is completely secure, so we can't guarantee absolute security. If a data breach is likely to cause you serious harm, we'll notify you and the Office of the Australian Information Commissioner as required.
§ 08AI and automated tools
Some of the tools we build and run use artificial intelligence, currently Google's Gemini, to do repetitive work such as transcribing voicemail, reading receipts, and drafting social media captions or replies to reviews.
AI is used to produce drafts and summaries. It isn't used to make decisions about you that have legal or similarly significant effects, such as approving or refusing a service or setting a price. Where a tool publishes something in a client's name, the client decides how that tool is set up and can switch it off.
§ 09Your rights
You can ask us at any time to:
- See what personal information we hold about you
- Correct anything that's wrong or out of date
- Delete your information
- Stop contacting you
Email hello@v2designs.com.au and we'll action it, normally within 30 days, at no charge. We may need to confirm who you are first, so we don't hand your details to someone else.
§ 10Complaints
If you think we've mishandled your personal information, email hello@v2designs.com.au with the details. We'll look into it and respond within 30 days.
If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or on 1300 363 992.
As a small business, we may not be legally bound by the Privacy Act 1988 (Cth), which generally applies to businesses turning over more than $3 million a year. We follow the Australian Privacy Principles anyway, because handling your details properly shouldn't depend on how big we are.
§ 11If you're a client: your customers' information
Short version: the tools we run for you handle your customers' details on your behalf. Those details belong to you and your customers, not to us, and we only use them to run your tools.
This section applies when we build and run automation tools for your business, for example missed-call texts, bookings, review requests and alerts, social media posts, invoice reminders and receipt capture. It doesn't apply to people who simply visit this website.
You hold the relationship with your customers and decide what the tools do. We operate the system that carries it out, and we handle your customers' information only to deliver the service to you, never for our own purposes.
What the tools can collect about your customers
Depending on which tools you use:
- Phone numbers and call records: the number that called, when, how long it rang, and whether it was answered.
- Voicemail recordings and transcripts, where a caller leaves a message. Callers are told the message is recorded before they leave it.
- Text messages sent and received through your business number.
- Booking details: name, mobile, job address and a description of the work.
- Invoice information from your accounting software, where you've connected it: customer name, contact details, invoice number, amount and due date.
- Reviews left on your Google Business Profile, including the reviewer's public name and what they wrote.
- Photos you or your staff send us, such as job photos and receipts, and anything visible in them.
Who we pass it to
Running these tools means using other providers. Each one only receives what it needs:
- Twilio (United States) carries calls and text messages, and briefly holds voicemail recordings before we move them.
- Google (United States): Drive and Sheets store photos, recordings and receipt records; Calendar holds confirmed jobs; Business Profile is where reviews are read and replied to; Gemini reads recordings, receipts, photos and reviews to produce transcripts, expense lines, captions and draft replies.
- Meta (United States): Facebook and Instagram, where we publish posts on your behalf. Only the photo and caption are sent.
- Xero (Australia and New Zealand), where you've connected it, so we can see which invoices are overdue and stop chasing once one is paid.
- Our server: a virtual private server we control, hosted by Hostinger in the United States, which holds the database that ties this together. Backup copies of that database are stored with Backblaze, outside Australia.
We don't sell this information, we don't use it to train anything of our own, and we never use one client's information for another client.
Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.
It goes overseas
Twilio, Google, Meta and our server are in the United States, and backups are stored outside Australia, so your customers' information is handled overseas. Xero handles data in Australia and New Zealand. By using the service you accept that this happens. We choose established providers and use the narrowest access each one needs, but we can't control the laws of the countries they operate in.
How long it's kept
- Voicemail recordings are moved to your Google Drive shortly after the call and deleted from Twilio.
- Call and message records are kept while you're a client, so the tools don't text the same person twice and can honour opt-outs.
- Opt-out records are kept even after you leave, because the law requires us to keep honouring a STOP.
- Photos, receipts and bookings are kept in your own Google account, which stays yours.
Opting out
Every automated text we send on your behalf includes a way to stop it. Anyone who replies STOP goes on a suppression list immediately, receives nothing further, and that applies across every tool.
If one of your customers asks you or us to delete their details, tell us and we'll remove what we hold, except where we're required to keep it, an opt-out record being the main example.
What we need from you
Because messages go out in your name, a few things are yours to get right:
- You must have the right to contact the customers you ask us to message. For review requests, that means people you've actually done work for, never a bought or scraped list.
- You must tell your customers, in your own privacy policy or when you take their details, that you use a service like ours to handle calls, messages and bookings. We're happy to give you wording.
- Don't send us photos of documents, ID, or anything sensitive you wouldn't want stored in your own Google Drive.
If you'd like a written data processing agreement covering this section, ask and we'll provide one.
§ 12Deleting data we hold from Facebook or Instagram
If you're a client and you connected your Facebook Page or Instagram business account to our tools, this section tells you exactly what we hold and how to remove it.
What we store. The ID of the Facebook Page you chose, the ID of the Instagram business account attached to it, an access token that lets us post on your behalf, and a record of the posts we published for you. We don't store your Facebook password, your friends, your messages, or anything from your personal profile.
To remove our access immediately, do it from your own Facebook account. You don't need us:
- On Facebook, go to Settings & privacy › Settings › Business integrations, or visit facebook.com/settings?tab=business_tools
- Find TradeEngine in the list (that's the name our Facebook app appears under)
- Choose Remove
Our access stops the moment you do that, and any scheduled posts stop going out.
To have the stored data deleted as well, email hello@v2designs.com.au with the words delete my Facebook data and your business name. We delete the Page ID, the Instagram account ID and the access token within seven days, and confirm by email when it's done. There's no charge, and you don't have to be a current client to ask.
Posts we already published stay on your page. They're your posts, on your account, and deleting our data doesn't remove them. If you want them gone, delete them from Facebook or Instagram the same way you'd delete anything else you posted.
§ 13Changes to this policy
We may update this policy from time to time. The current version always lives at this address, with the last updated date at the top. If a change significantly affects information we already hold about you, we'll tell you directly.
§ 14Contact us
Questions about privacy or this policy:
- Email: hello@v2designs.com.au
- Phone: 0495 039 767
- Location: Werribee, Victoria, Australia