Privacy policy

1. About this policy

This policy applies when you:

• Visit our website

• Submit an enquiry, quote request or website form

• Purchase or enquire about a service

• Work with us on a project

• Subscribe to an email list

• Contact us by email, phone, social media or another method

• Attend a consultation, training session or photography session

In this policy, ‘we’, ‘us’ and ‘our’ mean Wickintyre Design Co, operated by Emma Wicken. We handle personal information in accordance with this privacy policy and all applicable Australian privacy laws. Where the Privacy Act 1988 and the Australian Privacy Principles apply, we will comply with those requirements.

2. Information we may collect

The information collected depends on how you interact with us and the service you need.

It may include:

• Your name;

• Business or organisation name;

• Email address;

• Phone number;

• Billing and delivery address;

• Suburb and postcode;

• ABN or other business information;

• Social media account names;

• Website details;

• Project requirements and preferences;

• Event details, including names, dates, locations and guest information;

• Wording supplied for stationery, websites or other designs;

• Photographs, logos, artwork and brand assets;

• Feedback, approvals and project correspondence;

• Quote, invoice and payment records;

• Information included in surveys or intake forms;

• Details of enquiries, concerns or complaints; and

• Website usage and technical information.

We’ll only collect personal information that is reasonably necessary to respond to your enquiry, provide and manage an agreed service, process payments, maintain required business records, communicate with you, improve our services, protect our legal rights or meet our legal and regulatory obligations. Some technical and website-usage information may be collected automatically through Squarespace, cookies, analytics tools and Meta Pixel, as explained in the Cookies and website analytics section of this policy.

3. Sensitive and personal content

Some projects may involve personal or meaningful information, particularly custom stationery, funeral or memorial items, photography and personal-event projects. Please only provide sensitive information when it is genuinely needed for your project. If you provide personal information about another person, including their name, photograph, contact details or event information, you confirm that you are authorised to provide it and, where appropriate, have informed them that it will be shared with us for the project.

We’ll only use that information as reasonably necessary to provide the agreed service, communicate about the project, work with approved suppliers or meet a legal obligation. We won’t use another person’s information for direct marketing or publish it in our portfolio without the appropriate permission.

Please don’t provide sensitive information about another person unless we have agreed in advance that it is necessary for the project and you have obtained any required consent. We do not generally need or seek to collect sensitive information, such as health information, or copies of identity documents. Please don’t provide this information through a general enquiry form or project questionnaire.

If sensitive information is genuinely necessary for an agreed service, we’ll explain why it is needed and obtain your consent before collecting or using it, unless the collection or use is otherwise required or authorised by law. If we receive sensitive information that isn’t reasonably necessary for the project, we’ll take reasonable steps to securely delete or de-identify it where lawful and practical.

4. How information is collected

Information is collected directly from you when you:

• Complete a website form;

• Request a quote;

• Purchase a service;

• Send an email or message;

• Speak with us by phone, video call or in person;

• Complete a questionnaire or survey;

• Provide content or files for a project;

• Approve a design or proof;

• Subscribe to marketing communications; and

• Interact with us on social media.

We may also receive information through:

• Referrals;

• Publicly available business websites or social media profiles;

• Squarespace and connected website services;

• Payment and invoicing providers;

• Analytics and website technologies; and

• Printing, delivery or other suppliers involved in your project.

If someone refers you to us, we may receive limited information such as your name, contact details and the reason for the referral. We’ll only contact you if the person making the referral confirms that you asked to be contacted or agreed to the introduction. When we first contact you, we’ll explain who provided your details and why we are contacting you.

Your information won’t be added to a marketing list or used to send ongoing promotional messages unless you separately agree to receive them.

5. Why we collect and use information

We may use your information to:

• Respond to enquiries

• Prepare quotes and proposals

• Confirm your project requirements

• Provide design, marketing, social media, photography, website or stationery services

• Personalise your project

• Prepare and send proofs

• Arrange printing, collection, delivery or postage

• Process invoices and payments

• Communicate about your project

• Provide support after completion

• Maintain business and financial records

• Improve our website, services and client experience

• Respond to concerns or complaints

• Protect our legal rights

• Meet legal, tax and regulatory obligations

• Send marketing communications where you have agreed to receive them

We won’t use your information for an unrelated purpose without your permission unless the use is required or permitted by law.

6. Website forms

When you submit a form or make a purchase through this website, the information you provide is collected through Squarespace and may be stored by Squarespace or connected third-party services. Squarespace also operates the website’s online payment functionality. Payment information is processed in accordance with Squarespace’s terms, privacy practices and security measures.

Forms may collect information including your contact details, project requirements, event information, budget, uploaded files and other content you choose to provide. Please don’t submit confidential or highly sensitive information through a general enquiry form. Contact us first if your project requires special arrangements for sharing files.

7. Payments

Where online payments are available, payment information is processed by the relevant payment provider. We don’t intentionally collect or store your complete credit or debit card details. Payment providers may collect and process information under their own privacy policies and security practices. We may retain payment confirmations, invoice details and transaction records for business, tax and record-keeping purposes.

8. Cookies and website analytics

This website is hosted by Squarespace. Squarespace may collect information when you visit the website, including:

• Your IP address

• Browser, device and network information

• The pages you visit

• The website or page that referred you

• The date and time of your visit

• How you interact with the website

This information helps operate and secure the website, understand how visitors use it and improve its performance. The website may use essential cookies required for security and functionality. It may also use analytics or performance cookies, depending on your cookie settings and choices. You can manage cookies through the website’s cookie banner, where available, or through your browser settings. Blocking some cookies may affect how the website functions.

This website may also use Meta Pixel technology to help us understand how visitors interact with the website and to measure or improve Meta advertising campaigns. Meta may receive information about your visit, such as pages viewed, actions taken and technical information from your device or browser.

Where required, Meta Pixel technology will only operate in line with your cookie choices. You can manage cookies through the website’s cookie banner, where available, or through your browser settings.

9. Marketing communications

We’ll only send you promotional emails or updates where you have agreed to receive them or where otherwise permitted by law.

You can unsubscribe at any time by:

• Using the unsubscribe link in an email

• Emailing info.wickintyredesignco@gmail.com

• Asking us directly to remove you from the list

Unsubscribing from marketing won’t stop important messages about an active enquiry, order, invoice or project. We don’t sell or rent mailing lists or personal information.

We may share limited personal information with third-party providers where reasonably necessary to operate our business or provide an agreed service. These providers may include Squarespace, payment processors, email and cloud-storage providers, Canva and other design platforms, Meta and other social media or advertising platforms, printers, couriers and professional advisers.

These providers handle information under their own terms, privacy policies and security practices. We’ll only provide the information reasonably necessary for the relevant purpose.

10. When information may be shared

We may share information where reasonably needed to provide your service or operate our business.

This may include sharing limited information with:

• Squarespace and website service providers

• Email and cloud-storage providers

• Payment and invoicing providers

• Printers and production suppliers

• Delivery and postal providers

• Canva, stock libraries and design platforms

• Social media platforms

• Website, analytics or technology providers

• Accountants, insurers, legal advisers or other professional advisers

• Contractors or suppliers assisting with an agreed project

• Meta and other advertising or social media platforms

We’ll only share the information reasonably needed for that purpose. For example, a printer may need your approved design and order details, while a delivery provider may need your name and delivery address.

We may also disclose information where:

• You have given consent.

• The disclosure is required or authorised by an Australian law or a court or tribunal order.

• It is reasonably necessary to prevent or lessen a serious threat to a person’s life, health or safety, or to public health or safety, where permitted by law.

• We have reasonable grounds to suspect unlawful activity, fraud or serious misconduct connected with our business, and the disclosure is reasonably necessary to investigate or respond to it.

• It is reasonably necessary to obtain legal or professional advice, respond to a complaint or dispute, establish, exercise or defend a legal claim, or protect our legal rights or those of another person, where permitted by law.

11. Overseas storage and processing

Some services we use may store or process information outside Australia. This can include website hosting, cloud storage, email, analytics, social media, payment and design platforms. The countries involved can change depending on each provider’s systems and service arrangements.

These providers may include Squarespace, Google, Meta and Canva. Their handling of information is also governed by their own privacy policies and terms. When selecting third-party providers, we consider the nature of the service, the types of information the provider will handle, its published privacy and security practices, and its storage or processing locations where this information is available.

We limit the personal information disclosed to what is reasonably necessary for the provider to perform the relevant service and use the privacy and security controls available to us.

Third-party providers operate under their own terms, privacy policies and security practices, which may change from time to time. Where the Privacy Act applies, we’ll take any reasonable steps required by law in relation to overseas disclosures of personal information.

12. Photographs and portfolio use

We won’t use personal photographs, private event details, private stationery, confidential business information, testimonials or other personally identifiable project content for promotional purposes without your prior written consent. We may ask for permission to display completed work in our:

• Website portfolio

• Social media

• Marketing materials

• Case studies or project examples

You can decline without affecting the services you receive. Where you give permission, you grant us a non-exclusive, royalty-free licence to reproduce and display the approved content for those promotional purposes. You confirm that you have authority to grant permission for any material you provide. If the content includes identifiable people or material owned by someone else, additional consent or permission may be required before we publish it.

Portfolio permission does not change the ownership of your material or the intellectual property rights applying to the completed work. Those rights are addressed separately in our intellectual property terms and your project agreement. You may withdraw portfolio permission by contacting us in writing. After receiving your request, we’ll stop using the content in new promotional materials and take reasonable steps to remove it from websites, social media accounts and other materials within our control. We may not be able to remove content from printed materials already produced, third-party sharing, search-engine caches, archived systems or platforms outside our control. Information retained in backups won’t be used for new promotional purposes.

13. How information is stored and protected

Information may be stored in:

• Password-protected email accounts

• Squarespace and connected website systems

• Cloud-storage services

• Invoicing and payment systems

• Business devices

• Project-management and design platforms

• •Secure physical or digital business records

We take reasonable steps to protect information from loss, misuse, interference and unauthorised access, modification or disclosure. These steps may include passwords, access controls, software updates, reputable service providers and limiting access to people who need the information. No method of electronic storage or internet transmission is completely secure. While we take reasonable care, we can’t guarantee absolute security.

14. How long information is kept

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, to provide support, maintain required business records, meet legal or insurance obligations, or manage a concern or dispute. The period will depend on the type of information:

• Quotes, invoices, payment records and other tax or financial records are generally kept for at least 5 years, or longer where required by law.

• Contracts, written approvals and records relevant to a complaint, insurance matter or dispute may generally be kept for up to 7 years after the project is completed or the matter is resolved.

• Project correspondence, supplied content, photographs and working project files are generally kept for up to 2 years after project completion, unless a different period is agreed or there is a legal, insurance or business reason to retain them longer.

• Marketing subscription records are kept while you remain subscribed. If you unsubscribe, we may retain limited information needed to record and respect your request.

• Website, payment, analytics and advertising information may also be retained by Squarespace, Meta and other third-party providers in accordance with their own retention practices and policies.

When personal information is no longer reasonably needed, we’ll take reasonable steps to securely delete, destroy or de-identify it, unless it must be retained under an Australian law, court or tribunal order, contract, insurance requirement, or because of an existing or reasonably anticipated dispute. Information stored in backups or third-party systems may remain for a limited period after deletion from active systems. It will remain protected and will not be used for another purpose during that period. These retention periods may be reviewed or changed if our services, systems or legal obligations change.

15. Accessing or correcting your information

You can ask what personal information we hold about you and request access to it. You can also ask us to correct information that is inaccurate, incomplete or out of date. To make a request, email info.wickintyredesignco@gmail.com with enough information for us to identify you and understand what you need. We may need to confirm your identity before providing access or making a correction. We’ll respond within a reasonable timeframe. In some circumstances, access may be limited or refused where permitted by law. If that happens, we’ll explain the reason where we are legally able to do so.

16. Requesting deletion

You can ask us to delete personal information we hold about you.

We’ll take reasonable steps to honour the request where practical, but we may need to retain some information to:

• Complete an active contract

• Maintain financial or tax records

• Resolve a dispute

• Meet a legal obligation

• Protect legal rights

Removing information may also affect our ability to continue providing a service.

17. Privacy concerns and complaints

If you have a question or concern about how your information has been handled, please contact us first so we have an opportunity to look into it. Email: info.wickintyredesignco@gmail.com Please include enough detail for us to understand the concern. We’ll acknowledge your message and aim to provide a response within 30 days. If the Privacy Act applies and you aren’t satisfied with our response, you may be able to contact the Office of the Australian Information Commissioner through www.oaic.gov.au.

18. Data breaches

If we become aware of a data breach, we’ll take reasonable steps to contain it, assess the potential impact and reduce the risk of harm. Where required by law, affected individuals and the Office of the Australian Information Commissioner will be notified.

19. Children’s information

Our services are intended to be purchased by adults. Projects may occasionally contain a child’s name or photograph, such as stationery, family events or photography. This information should only be supplied by a parent, guardian or person with appropriate permission. We don’t knowingly collect information directly from children for marketing purposes.

20. Links and third-party websites

This website may contain links to other websites or platforms. We aren’t responsible for the privacy practices or content of third-party websites. Please review their privacy policies before providing personal information.

21. Changes to this policy

We may update this privacy policy when our services, website practices, technology or legal obligations change. The current version will be published on this website with the date it was last updated.

22. Contact

If you have questions, concerns or requests relating to this privacy policy, please contact:

Emma Wicken
Wickintyre Design Co
Canberra, ACT
Email:info.wickintyredesignco@gmail.com
ABN: 67 322 345 512