Privacy Policy

1. Who we are

“Estra”, “we”, “us” and “our” refer to Estra Marketing AI, ABN 32 851 966 166.

We design and build practical marketing systems for Australian businesses using platforms including Claude and ChatGPT. Our services may include discovery, system design, configuration, testing, training, handover, launch support and optional maintenance.

2. Scope of this policy

This policy applies to personal information handled through our website, contact forms, Systems Review forms, newsletter subscriptions, email communications, meetings, proposals, client onboarding, service delivery, support and related business administration.

The Estra ROI calculator does not require an email address and does not save the information entered into the calculator unless you separately choose to submit information through another website form.

This policy does not replace the privacy policies or terms of third-party platforms such as Hostinger, Brevo, Google, Meta, Claude or ChatGPT.

We aim to handle personal information consistently with the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply to us. Where those requirements do not apply, this policy describes the privacy standards we intend to follow.

3. Personal information we may collect

The information collected depends on how you interact with us and may include:

• Your name, email address, telephone number and business role.
• Your business name, website, location, industry, business size and services.
• Information submitted through our Contact or Systems Review forms.
• Marketing goals, current challenges, channels, approximate marketing spend and desired outcomes.
• Project requirements, brand material, marketing documents, workflows, audiences and platform preferences.
• Communications, meeting notes, support requests, feedback and records of our interactions.
• Newsletter subscription status and engagement information.
• Technical information such as IP address, browser, device, pages visited, referral source and analytics or advertising identifiers.
• Commercial information contained in proposals, agreements, invoices and project records.

Sensitive and confidential information

We do not ask for passwords, payment-card details, health information, identity documents or other sensitive personal information through our general website forms. Please do not provide this information.

We also ask clients not to provide unnecessary customer records, customer lists or other third-party personal information unless it is required for an agreed service and they are authorised to provide it.

4. How we collect personal information

We generally collect information directly from you when you submit a website form, subscribe to our newsletter, communicate with us, attend a meeting, request a proposal, become a client or request support.

We may also collect information:

• Automatically through Hostinger, WordPress, website security tools, cookies and analytics technologies.
• Through Brevo when you subscribe, submit an integrated form or communicate with us.
• From a colleague, authorised representative or referral partner who introduces you.
• From publicly available business websites, directories or professional profiles when relevant to an enquiry or project.
• From service providers supporting our website, communications, analytics, advertising or service delivery.

Where reasonably practical, we collect personal information directly from the individual concerned and by lawful and fair means.

5. Why we collect and use personal information

We may collect and use personal information to:

• Respond to enquiries and Systems Review requests.
• Understand your business, marketing challenges and desired outcomes.
• Arrange meetings and prepare proposals, recommendations or scopes of work.
• Design, build, test, deliver and maintain agreed marketing systems.
• Provide training, handover assistance and client support.
• Manage client relationships, administration, records and disputes.
• Operate, protect, troubleshoot and improve our website and services.
• Measure website activity, advertising performance and marketing effectiveness.
• Send newsletters and marketing communications when you have separately subscribed.
• Comply with legal obligations and protect our rights, users and services.

We may use information for another purpose with your consent or where authorised or required by law.

6. When we may disclose personal information

We may disclose personal information to service providers and other parties where reasonably necessary to operate our business or deliver an agreed service. These parties may include:

• Hostinger and providers supporting our website, hosting, security and backups.
• Brevo for contact management, forms, email communications and newsletter delivery.
• Google for website analytics, advertising measurement and related services.
• Meta for advertising, conversion measurement and audience-related services.
• Anthropic, OpenAI and other approved technology providers used to deliver AI-assisted services.
• Contractors and professional advisers who need the information to support Estra and are expected to protect it.
• Your authorised staff, representatives or approval owners.
• Regulators, courts, law-enforcement agencies or other parties where required or authorised by law.
• A potential purchaser, investor or adviser involved in a business transaction, subject to appropriate confidentiality protections.

We do not sell personal information and do not provide enquiry information to unrelated businesses for their own marketing.

7. Overseas storage and processing

Some service providers used by Estra may store or process information outside Australia. Depending on the provider and service configuration, information may be processed in the United States, the United Kingdom, countries within the European Economic Area and other locations where the provider or its subprocessors operate.

This may apply to services provided by Hostinger, Brevo, Google, Meta, Anthropic and OpenAI. Provider infrastructure and processing locations can change over time.

Where Australian privacy law applies, we will take reasonable steps required by law when disclosing personal information to an overseas recipient. Overseas recipients may be governed by privacy laws that differ from Australian law.

8. Claude, ChatGPT and AI-assisted processing

Estra designs marketing systems using platforms including Claude, provided by Anthropic, and ChatGPT, provided by OpenAI.

Information supplied for an agreed project may be processed through these platforms when reasonably required to develop, test, improve or operate the client’s marketing system. This may include business information, marketing documents, brand material, instructions, workflows and other project content.

Clients should only provide information they are authorised to use. Passwords, payment information, sensitive personal information and unnecessary customer records should not be submitted for AI processing.

Project arrangements may identify approved information sources, prohibited information, access permissions and human-review requirements. Information processed by a third-party AI platform is also subject to that provider’s applicable terms, privacy policy and account settings.

Estra’s systems assist people with marketing activities. They are not intended to make final legal, financial, employment, credit or similarly significant decisions about individuals without appropriate human review.

9. Cookies, analytics and advertising technology

Our website may use cookies, pixels and similar technologies for:

• Website security, page delivery, forms and essential functionality.
• Remembering preferences and improving website usability.
• Google Analytics website measurement.
• Google advertising measurement and conversion tracking.
• Meta Pixel advertising measurement and conversion tracking.
• Understanding which marketing channels generate website visits and enquiries.

These technologies may collect device information, IP address, browser details, pages viewed, referral information, advertising identifiers and actions taken on the website.

You can control many cookies through your browser settings and through any cookie controls displayed on our website. Blocking some technologies may affect website functionality or the accuracy of saved preferences.

Google and Meta may handle information according to their own privacy policies and service settings.

10. Direct marketing

Submitting a Contact or Systems Review form does not automatically subscribe you to our ongoing newsletter or unrelated marketing communications.

We may send newsletters or promotional emails through Brevo when you have separately subscribed or where otherwise permitted by law. Messages will identify the sender and provide a way to unsubscribe.

You can unsubscribe using the link provided in a marketing email or by contacting us at estramarketingai@gmail.com.

We may retain limited information needed to record and respect an unsubscribe request. Necessary service, proposal or project communications may still be sent when relevant to an active enquiry or client relationship.

11. Security and retention

We take reasonable steps appropriate to our business to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

Measures may include secure service providers, restricted access, account permissions, multi-factor authentication, backups and confidentiality requirements for people who support our business.

No internet transmission or storage system is completely secure. Please do not send passwords, payment details or sensitive records through ordinary email or general website forms.

Typical retention periods

Information may be retained for longer when required by law, needed to establish or defend a legal claim, or reasonably required to manage an unresolved matter. When information is no longer required, we may delete or de-identify it where lawful and practical.

If a suspected data breach occurs, we will assess and respond to it and comply with applicable notification obligations, including the Notifiable Data Breaches scheme where it applies.

12. Accessing or correcting your information

You may ask us to provide access to personal information we hold about you or to correct information you believe is inaccurate, out of date, incomplete, irrelevant or misleading.

Send your request to estramarketingai@gmail.com. We may need to verify your identity before completing the request.

We will respond within a reasonable period and explain any lawful reason for refusing or limiting access. We generally do not charge for making a request. If a reasonable access charge is legally permitted, we will explain it before proceeding.

13. Privacy questions and complaints

If you believe we have mishandled your personal information, please contact us and describe the issue. We will acknowledge the complaint, investigate it and aim to provide a response within a reasonable period.

If you are not satisfied with our response and the Privacy Act applies, you may be able to submit a complaint to the Office of the Australian Information Commissioner .

14. Changes to this policy

We may update this Privacy Policy when our business practices, services, technology providers or legal obligations change. The current version will be published on this page with its latest effective date.

Material changes may also be communicated through our website or directly to affected clients where appropriate.

Contact us

Questions about this Privacy Policy can be sent to estramarketingai@gmail.com.