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Privacy Policy

Privacy is important to us, and we’re sure it’s important to you. If there’s anything you’re uncomfortable with in this privacy policy, or something you think is wrong, please email us at [email protected] and we’ll try to help.

This Privacy Policy was last updated on: 25 January 2023.

Who we are

We are PivotNine Pty Ltd, ABN 66 150 502 015.

Personal data we collect and why we collect it

Personal Information

We hold a variety of personal information about our employees and contractors that we are required to collect by law and that we use to pay them, send them correspondence, and provide access to the various tools and systems they need to do their job.

We hold a variety of personal information about contact people at our customers in order to provide them with our services, process payments, and similar related business purposes.

We try not to collect any personal information we don’t need. If we don’t have personal information, we can’t lose control of it. Contact Information

We will ask for your contact information when we need it in order to contact you about our services, such as if you make an enquiry or become a customer.

We collect contact information from you when you download some of our free or paid resources. We may contact you to offer you further services related to the resources you have downloaded from us. You can turn this off. We don’t want to bother you if you don’t want to hear from us because harassing people doesn’t seem like a good way to convince them to voluntarily become customers.

We will ask for your email address if you sign up for our newsletter. We can’t send you the newsletter without it. We’re happy for you to use a unique email just for the newsletter that makes it hard to associate with anything else you do online (or offline). In fact, we encourage you to do that. Check out Fastmail’s Masked Email feature.

Cookies

If you have an account and you log in to this site, we will set up several cookies to save your login information and any personalisation choices you make. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you enter your information into a form in order to download resources from this site, a cookie is set so that you don’t have to enter this information again if you would like to re-download that same resource.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in exactly the same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

We try to avoid using embedded content where possible to minimise the amount of data leakage that can occur.

Embedded Tools

We make use of some third party tools to provide our services. They include:

  • Fontawesome We use the open source Fontawesome icon library for icons on this site. We are moving to use as many self-hosted methods as we can (to reduce tracking risks) but some of the plugins we use make use of the online fontawesome.com service. You can block access to third-party scripts using a plugin like NoScript (which we encourage you to do) but this may prevent icons from displaying correctly.

  • ConvertKit We use ConvertKit as our mailing list software provider. We self-host the components required to provide the mailing list signup forms on the site, but if you enter your email address into a newsletter signup form, your email address and certain other information will be transmitted to ConvertKit so that your subscription request is processed.

Analytics

We collect some statistics from our web server infrastructure to monitor site health, and to check what pages and posts are popular. This information is kept on our own infrastructure and isn’t sent out to other sites. We don’t try to track individual behaviour automatically.

Our newsletter provider collects aggregate statistics on the number of people who open the newsletter and how many times people click on links, but we don’t care what you do individually. We track this information to learn if our newsletter is useful to people or not so that we can make the newsletter better for you.

Who we share your data with

We store customer data in our CRM system, and in our accounting system, which are online Software-as-a-Service (SaaS) services.

We share some customer data with our banks and payment processors in order to process payments.

We share your email address with our mailing list provider so that we can send you our newsletter, if you sign up for it.

We don’t sell any information we collect from you, and we don’t sell aggregate statistical information about your behaviour either.

How long we retain your data

For people that register on our website (if any), we store the personal information they provide in their account profile. Everyone can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

Customer data is retained indefinitely, unless its removal is requested by that customer (and we are not prevented from deleting that data by law).

If you sign up for our newsletter, we keep that information for as long as you’re subscribed. If you ask to be unsubscribed, we keep a note that you did so that we don’t send you the newsletter any more and don’t accidentally re-subscribe you. You can also ask to be fully deleted from the mailing list system if that’s what you prefer.

What rights you have over your data

If you have an account on this site, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. We will honour these requests as fully as we are able to, within the administrative and legal constraints we are obliged to operate within.

Where we send your data

Customer data related to payments is processed by our payment providers.

We send your email address to our mailing list provider if you sign up for the newsletter.

Other data is retained on our own systems, which include cloud-based Infrastructure-as-a-Service systems that may not be in Australia.

Additional information

How we protect your data

We try to collect only the minimum amount of data we actually need for legitimate business purposes. If we don’t have your data, we can’t lose control of it.

We keep out systems updated so security flaws get fixed, and we have automatic patching installed, as well as various spam and malware filters that check the site for compromises.

What data breach procedures we have in place

We automatically scan systems for signs of malware or data breaches. We keep them updated automatically where possible, and on a regular manual schedule when not.

What third parties we receive data from

We don’t obtain data from third parties.

What automated decision making and/or profiling we do with user data

We have spam and malware filters that block the most obvious and egregious attempts to flood the site with spam or attempt to breach the system. We have some automated processing that follows a clearly defined decision tree that is readily explainable and observable.

We test our systems carefully with human oversight before we enable automated decisions, and we manually review the performance of the automated systems on a regular basis.

We observe general trends in customer behaviour (such as via our site analytics) to try to improve our services, but we don’t perform profiling in the sense that is intended by this phrase. We have specifically and deliberately avoided using systems that attempt to provide automated individual profiling.

Industry regulatory disclosure requirements

We are not subject to any specific industry regulatory disclosure requirements.