Privacy Policy

This Privacy Policy explains how Cuebites Digital Pty Ltd (ABN 16 651 690 603, ACN 651 690 603) collects, uses, shares and protects personal information. In this policy, “Cuebites”, “we”, “us” and “our” mean Cuebites Digital Pty Ltd.

We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy covers our website (cuebites.com.au), the forms and booking pages on it, and how we deal with the people who contact us, our clients and our suppliers.

1. Who we are

Cuebites Digital Pty Ltd is a Sydney software studio. We design and build custom web apps, mobile apps and AI automation for Australian businesses. Our office is at Ste 96/20-40 Meagher St, Chippendale NSW 2008.

When we handle personal information for a client inside software we build or run for them, our agreement with that client and the client’s own privacy policy apply to it, not this policy.

2. What we collect and how

Information you give us

When you send an enquiry through a form on our website (the enquiry forms on the home and contact pages, the survey on /build, or the enquiry sheet that opens from the Book button on phones), we collect:

• your name, email address and phone number;
• your company name and a message, if you add them;
• your answers to the survey questions, such as the challenge you’re facing, your industry and your budget range.

The ROI calculator on /build works in your browser: we don’t store the figures you enter, although a session recording (see section 5) can show the screen while you use it.

When you book a call on our booking pages, the booking tool collects your name, email address, the time you choose and any notes you add. We also collect what you tell us by email, by phone, in meetings and while we work together, and the business contact details of our clients and suppliers.

Information collected automatically

When you visit our website, our hosting provider and the analytics and advertising tools listed in section 5 collect information about your device and your visit, using cookies, pixels, local storage and similar technologies. This can include:

• your IP address, your approximate location (worked out from the IP address), and your browser, device and operating system;
• the pages you view, the links and buttons you click, how far you scroll, how long you stay, and the website or ad that brought you to us;
• session recordings and heatmaps that show how you move through our pages;
• how quickly our pages load for you (web vitals);
• ad and campaign identifiers: the click IDs that Google and Meta add to links from their ads (such as gclid), the campaign tags in a link (utm_source and similar) and Meta’s browser cookies (_fbp and _fbc).

How we connect it to your enquiry

Our website keeps the campaign tags from the link you arrived on in your browser’s session storage, which clears when you close the tab. When you submit a form, we send those tags and the ad identifiers with your enquiry to our customer relationship management system (CRM), so we know which campaign or ad brought you to us. When you go on to book a call, we add your name, email address and phone number to the booking link so the calendar is filled in for you; once the page has used them, it removes them from the address, before any analytics or advertising tool loads.

PostHog links your activity on our website, before and after you submit a form, to the email address, name and company you entered. When you submit an enquiry form, your email address and phone number are also passed to Google Tag Manager, so our Google and Meta tags can match your enquiry to an ad click; they can only receive them in hashed (scrambled) form. If you open /build from a link that includes your name or email address (for example, in one of our emails), the video player sends them to Mux with your viewing data.

How we hold it

We keep enquiry and client records in our CRM, which is hosted in Australia (Sydney), and in our email and document systems (Microsoft 365). Analytics and advertising data is held by the providers listed in section 5.

Information from others

We may receive information about you from the booking tool when you book a call, and from people who refer you to us.

Sensitive information

We don’t ask for sensitive information, such as health information or your racial or ethnic origin. Please don’t include it in a form or message.

3. Dealing with us anonymously

You can browse our website without telling us who you are, and you can ask a general question without giving your name. To respond to an enquiry, book a call or work with you, we need your name and contact details; without them, we may not be able to help.

4. Why we collect, use and share it

We collect, use and share personal information to:

• respond to your enquiry and follow up with you;
• arrange and hold the calls and meetings you book;
• prepare proposals, deliver our services and manage our relationship with you;
• send you information about our services (see section 6);
• understand how people use our website, so we can fix problems and improve it;
• measure our advertising, including which campaigns and ads lead to enquiries and bookings, and show our ads to people who have visited our website;
• keep our website and systems secure and prevent misuse;
• run our business (accounting, record keeping and insurance) and meet our legal obligations.

We use it for another purpose only if you would reasonably expect it, you agree, or the law requires or allows it.

5. Cookies and tracking tools

Cookies are small files that a website stores in your browser; pixels, tags and local storage do similar jobs. These are the tools on our website and what they do:

• Google Tag Manager loads the Google, Meta, Microsoft and OpenAI tools below.
• Google Analytics 4 measures visits and shows how people find and use our website.
• Google Ads measures which of our ads lead to enquiries and bookings (conversion tracking) and shows our ads to people who have visited our website (remarketing). Its conversion linker cookies remember the ad you clicked.
• Meta Pixel tells Meta when you view a page, send an enquiry or book a call, so we can measure our Facebook and Instagram ads and show them to people who have visited our website.
• Microsoft Clarity makes heatmaps and session recordings that show how visitors scroll, click and move through our pages.
• OpenAI ads pixel (on /build only) measures visits and enquiries that come from our ads on OpenAI’s services, such as ChatGPT.
• PostHog gives us product and marketing analytics: page views, clicks, form and booking events, scroll depth and page speed. It records session replays with what you type into form fields masked, and links your activity to the details you submit in a form (see section 2).
• Vercel hosts our website and keeps server logs, such as IP addresses and the pages requested, for security and performance.
• Cal.com runs the booking calendar on our booking pages and may set its own cookies.
• Mux streams some of our videos (such as on /build), measures how they are watched and may set its own cookies.
• Our own session storage keeps the campaign tags from the link you arrived on until you close the tab, so your enquiry can include them.

Google, Meta, Microsoft and OpenAI may also use what their tools collect for their own purposes, such as measuring and personalising ads, under their own privacy policies. Google explains this in how Google uses information from sites that use its services.

Your choices

These tools load shortly after you open a page on our website. You can limit or block them:

• In your browser: block or delete cookies and site data, block third-party cookies, or use private browsing. Content blockers can stop many tracking tools. Our pages and forms still work if you do.
• Google Analytics: install the Google Analytics opt-out browser add-on.
• Google ads: turn off personalised ads in My Ad Center.
• Meta: change your ad preferences in Meta’s Accounts Centre.
• Microsoft Clarity: the Microsoft Privacy Statement explains how Microsoft handles this data and the choices it offers.
• PostHog: ask us to delete the PostHog data linked to your email address (contact us).

6. Direct marketing

If you have sent us an enquiry or worked with us, we may send you information about our services by email or phone. We send commercial emails and text messages only as the Spam Act 2003 (Cth) allows.

Every marketing email we send includes an unsubscribe link. You can also opt out at any time if you contact us. We’ll act on your request within five business days.

Our ads on Google and Meta may be shown to people who have visited our website (remarketing). You can turn this off with the controls under Your choices. We don’t sell or rent personal information.

7. Who we share it with

We share personal information only as this policy describes, with:

• our service providers: website hosting (Vercel), our CRM (hosted in Sydney), email and documents (Microsoft 365), booking (Cal.com), video (Mux), analytics and advertising (Google, Meta, Microsoft, OpenAI and PostHog), and our accounting provider;
• contractors who work with us on client projects, under confidentiality obligations;
• our professional advisers, such as accountants, lawyers and insurers;
• a buyer or successor if we sell or restructure our business;
• government agencies, regulators, courts or others when the law requires or allows it.

Our service providers may use the information only to provide their services to us, except where section 5 says a provider also uses it under its own privacy policy.

8. Overseas disclosure

The enquiries you send through our forms are stored in our CRM in Australia. The website itself and the tools on it are different: several of the providers behind them store or process information outside Australia, mainly in the United States: Google, Meta, Microsoft, OpenAI, PostHog, Vercel, Cal.com and Mux. Vercel serves our website from a global network, so your visit may be handled at the location nearest to you, and these providers may also process information in other countries where they or their subcontractors operate.

We take reasonable steps to make sure overseas recipients handle personal information consistently with the APPs, mainly by choosing established providers that commit to data protection terms. The laws of those countries may not protect personal information in the same way as Australian law.

9. Security

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, change or disclosure. Our website uses encrypted connections (HTTPS), we limit access to our systems to the people who need it, and we use providers with recognised security practices.

No website or online service is completely secure. If a data breach is likely to cause you serious harm, we’ll notify you and the Office of the Australian Information Commissioner (OAIC), in line with the Notifiable Data Breaches scheme.

10. How long we keep it

We keep personal information only for as long as we need it for the purposes in this policy, or as long as the law requires. For example, we keep enquiry records while we might still work together, and client and financial records for at least five years to meet tax record-keeping rules. Analytics and advertising data is kept for the period each provider sets or that we choose in our account settings.

When we no longer need personal information, we take reasonable steps to delete or de-identify it.

11. Automated decisions

We use automated tools to organise enquiries, for example to sort survey answers and suggest which booking page to show you. We don’t make decisions that could significantly affect your rights or interests using only automated processing of your personal information.

12. Access and correction

You can ask for a copy of the personal information we hold about you, and ask us to correct it if it’s inaccurate, out of date, incomplete or misleading. You can also ask us to delete it, for example the PostHog data linked to your email address.

To make a request, contact us. We may need to confirm your identity first. We aim to respond within 30 days, and we don’t charge for making a request. If we can’t do what you ask, for example because the law requires us to keep the information, we’ll tell you why in writing and how to complain.

13. Complaints

If you think we’ve mishandled your personal information, please contact us first and tell us what happened. We’ll look into it and aim to give you our response within 30 days.

If you’re not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or on 1300 363 992.

14. Children

Our website and services are for businesses, not children. We don’t knowingly collect personal information from anyone under 18. If you think a child has sent us their details, contact us and we’ll delete them.

15. Other websites

Our website links to other websites, such as our social media pages, and embeds the Cal.com booking calendar and the Mux video player. Their owners handle personal information under their own privacy policies, so please read those too.

16. Changes to this policy

We may update this policy when our practices or the law change. The current version is always on this page, with the date it was last updated at the top.

17. Contact us

For privacy questions, requests or complaints, contact our Privacy Officer:

Privacy Officer, Cuebites Digital Pty Ltd
Email: tahmid@cuebites.com.au
Phone: 1300 131 538
Post: Ste 96/20-40 Meagher St, Chippendale NSW 2008