Our commitment to your privacy
At Scott It Sorted, we hold the privacy of our clients' information and data as an important part of the client relationship. We adhere to a strict privacy policy pursuant to Australian privacy laws — the Privacy Act 1988 (Cth), the Australian Privacy Principles and, to the extent applicable, the EU General Data Protection Regulation (GDPR) — and any replacement legislation, regulation, guidelines or standards governing the use, storage or transmission of personal data.
If you have any questions or concerns, please contact us at beki@scottitsorted.com.au or on 0402 260 863.
Who we are
We are Scott It Sorted (ABN 61 590 672 899), a business management and back-office service for the Australian trade and construction industry.
This Privacy Policy applies to the services we provide, including our website scottitsorted.com.au (the Site) and our social media channels. It explains how we collect, hold, use and disclose data to carry out our services, and forms part of our Website Terms and Conditions.
This Privacy Policy does not cover information you submit on other websites, even if we communicate with you there. For example, anything you post on Instagram, Facebook or LinkedIn is governed by the privacy policies of those platforms.
Definitions
In this Privacy Policy, except where the context requires otherwise:
- Collect means to gather, acquire or obtain information by lawful and fair means, in circumstances where the individual is identified or identifiable.
- Express Consent Consequences means that we will not be accountable under the Privacy Act, and you will not be able to seek redress under the Privacy Act, if you consent to us disclosing your Personal Information to an overseas recipient and that recipient handles it in breach of the Privacy Act.
- Expressly Informed means that we have given you a clear statement, verbally or in writing, of the Express Consent Consequences.
- Opt Out means an individual's expressed request not to receive further direct marketing communications.
- Personal Information means information that is not Sensitive Information, including information or an opinion, whether true or not and whether recorded in a material form or not, about an individual whose identity is apparent or can reasonably be ascertained. This includes first name, last name, email address, phone number and address.
- Primary Purpose means the main reason for collecting Personal Information.
- Secondary Purpose means a purpose of use or disclosure other than the Primary Purpose.
- Sensitive Information has the meaning given in section 6(1) of the Privacy Act 1988 (Cth).
- Use means our handling of Personal Information.
Our role and yours
Our responsibilities
As the provider of the services described on this Site, we determine how and why your data is processed. We do not sell or rent your details to any third party. We are committed to protecting your privacy, and we want you to know exactly what information is collected and how we use it.
Your responsibilities
Please read this Privacy Policy together with our Website Terms and Conditions.
If you provide us with data relating to a third party — for example, details of your own clients, staff or suppliers — you confirm that you have the right to authorise us to process that data on your behalf in accordance with this Privacy Policy.
Your business and client data
Because of the nature of our services, we routinely handle information belonging to your business and to your customers, staff and suppliers. This may include client contact details, quotes, invoices, payment records, timesheets, supplier accounts and job documentation.
When we handle this information we act on your instructions and on your behalf. We treat it as confidential, we use it only to deliver the services you have engaged us for, and we do not use it for our own marketing or disclose it to anyone else except as required by law or as you direct.
You remain responsible for your own obligations under the Privacy Act in relation to that information, including having a lawful basis for giving it to us.
The specific terms on which we handle your business data — including confidentiality, access, retention and what happens at the end of our engagement — are set out in the services agreement we enter into with you.
When and how we collect data
From the moment you visit our Site we may collect data. Sometimes you provide it directly by completing a form; sometimes it is collected automatically. Examples include:
- When you enquire through our contact form, you provide information about yourself — your name, business name, email address, phone number and trade.
- If you correspond with us by email, we may retain the content of your messages, your email address and our responses.
- If you contact us by phone, we may record your contact details and notes about the enquiry.
- If you become a client, we collect the information needed to provide our services and to invoice you.
By providing your email address or phone number, you may receive marketing material from us, including promotional offers, newsletters and information about new services. If you do not wish to receive marketing material, email us at beki@scottitsorted.com.au or unsubscribe from any of our emails.
Types of data we may collect
- Contact details (name, business name, address, email, phone);
- Financial information relating to our engagement, such as billing details;
- Data about the services you purchase from us;
- Data that identifies you technically (IP address, browser type, time zone, operating system and version);
- Data about how you use our Site (pages viewed, links clicked, time on page and other actions);
- Data about your experience of and satisfaction with our services;
- Data relating to your circumstances that is relevant to your interaction with us;
- Data shared on other platforms, including social media, where used for marketing;
- Device information, including hardware model, operating system and version, and unique device identifiers.
Cookies and tracking technologies
A cookie is a small data file transferred to your device that allows a website to recognise you and remember your preferences. Cookies only identify your device in order to customise your experience. Accepting a cookie does not give us access to your device or to any Personal Information other than what you choose to share, and cookies cannot be read by other servers or used to deliver a virus.
Most browsers accept cookies automatically, but you can adjust your browser settings to be notified of cookie requests, to refuse certain cookies, or to decline cookies entirely. If you turn cookies off completely, some parts of the Site may not display or work properly.
How and why we use and disclose your data
Under privacy law we may only use your data for specific reasons and where we have a legal basis to do so. We use your data for the purpose it was collected and related purposes, including to:
- Operate our Site;
- Respond to your enquiry and provide you with information about our services;
- Provide the services you have engaged us for;
- Provide customer support;
- Issue invoices and manage our accounts;
- Detect and prevent fraud;
- Improve our Site and our services;
- Send marketing communications, with your consent;
- Conduct market research — for example, asking for feedback about our services; and
- Tell you about other services or opportunities that may be of interest.
We may disclose your data for the purpose it was collected, and also:
- As required by law, subject to our obligations;
- With your consent;
- Within our business; and
- In connection with a sale of our business, where data held may need to be transferred to the new owner.
Third parties who process data
We share data with third parties in the following circumstances:
- Our suppliers and service providers working for us, including our accounting and invoicing software provider, Xero;
- Our website hosting and email providers;
- Our professional and legal advisors;
- Third parties engaged in fraud prevention and detection;
- Law enforcement or other government authorities; and
- Where we have your consent, or where we are otherwise legally permitted to do so.
Where we engage a third party to handle personal information on our behalf, we take reasonable steps to ensure they are bound to protect it consistently with this Privacy Policy.
How we store and transfer data
We use service providers based in various countries, which means your personal information may be stored or processed outside Australia, including in the United States of America, European Union member states and Singapore.
When we transfer personal data outside Australia, we take steps to ensure your privacy rights remain adequately protected by:
- Using service providers bound by the Australian Privacy Principles or similar privacy laws;
- Implementing Standard Contractual Clauses approved by the European Commission, for GDPR compliance;
- Ensuring service providers have appropriate technical and organisational security measures in place;
- Conducting due diligence on overseas recipients' data protection practices; and
- Where required, obtaining your express consent after informing you of the Express Consent Consequences.
Express consent for overseas disclosures
If we disclose your personal information to an overseas recipient with your express consent, you acknowledge that we will not be accountable under the Privacy Act for any breach of the Australian Privacy Principles by that recipient, and that you will not be able to seek redress under the Privacy Act in relation to that breach. We will only seek this consent after we have expressly informed you of these consequences.
Contact us at beki@scottitsorted.com.au if you would like more information about our overseas disclosures or the safeguards we have in place.
How secure is the data we collect
We know that our clients trust us to protect their information. We take that seriously and maintain reasonable and appropriate physical, electronic and procedural safeguards to help protect your personal information.
Our Site does not process payments and does not collect credit card or bank account details. Where you make a payment to us, it is processed through our accounting software or by direct bank transfer, and we do not store your complete card details.
How long we keep data
We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Specific retention periods include:
| Type of information | Retention period |
|---|---|
| Transaction and financial records | 7 years from the date of transaction (Australian taxation law) |
| Client account information | Duration of the engagement, plus 2 years |
| Marketing consent records | Until consent is withdrawn, plus 3 years |
| Website usage data and cookies | Up to 2 years from collection |
| Correspondence and communications | 3 years from last correspondence |
| Legal claims | Duration of proceedings, plus 7 years after resolution |
| Enquiries that do not become clients | 2 years from date of enquiry |
When we no longer need to retain your information, we will either securely delete or destroy it, or de-identify it so that it can no longer identify you.
You may request earlier deletion by contacting us at beki@scottitsorted.com.au. We may need to retain certain information to comply with our legal obligations or for legitimate business purposes.
Analytics and social platforms
We may use analytics tools, including Google Analytics, to understand how our Site is used. This may include display advertising and re-marketing, which uses cookies to serve our advertisements based on past visits to our Site.
We may use insights from social media platforms, including Meta and LinkedIn, to track engagement with our pages so that we can improve their performance and better understand the experience we offer.
You may opt out of these at any time by exercising the rights set out below.
What are your rights
Under Australian privacy law and, where applicable, the GDPR, you have the following rights regarding your personal information.
Right to access
You may request access to the personal information we hold about you. We will provide a copy within 30 days, unless doing so would adversely affect the rights and freedoms of others.
Right to correction
You may request correction of any personal information we hold that is inaccurate, out of date, incomplete, irrelevant or misleading. We will take reasonable steps to correct it within 30 days.
Right to erasure
You may request that we delete your personal information in certain circumstances, including where it is no longer necessary for the purpose it was collected, where you withdraw consent, where you object to processing and there are no overriding legitimate grounds, where it has been unlawfully processed, or where erasure is required to comply with a legal obligation. We may refuse where we are required or permitted by law to retain the information.
Right to restriction of processing
You may request that we restrict processing in certain circumstances, including where you contest the accuracy of the information or object to our processing.
Right to data portability
Where technically feasible, you may receive your personal information in a structured, commonly used, machine-readable format, and transmit it to another provider.
Right to object
You may object to our processing of your personal information, including for direct marketing. If you object to direct marketing, we will stop processing your information for that purpose.
Right to withdraw consent
Where we rely on your consent, you may withdraw it at any time. This does not affect the lawfulness of processing carried out before withdrawal.
How to exercise your rights
Email: beki@scottitsorted.com.au
Phone: 0402 260 863
When making a request, please clearly state which rights you wish to exercise, provide enough information for us to verify your identity, and specify the personal information concerned.
Response timeframes and fees
We will respond within 30 days for access and correction requests, and without undue delay and within one month for other requests. We may extend this by a further two months where necessary, taking into account the complexity of the request.
We will not charge a fee unless your request is manifestly unfounded or excessive, or you request multiple copies. If a fee applies, we will tell you the amount before processing your request.
If we cannot comply
If we cannot comply with your request, we will tell you why, and inform you of your right to complain to the Office of the Australian Information Commissioner or, where applicable, a relevant EU supervisory authority.
Your choices
Not providing us with personal data
You can choose not to provide us with personal data. If you do, we will not be able to provide our services to you, but you can continue to browse our Site.
Turning off cookies
You can turn off cookies through your browser settings, and delete existing cookies the same way. You can continue to use the Site with cookies off, though some features may not work as effectively.
Marketing
We will always tell you before we collect data from you what we intend to use it for, including whether we intend to use it for marketing and whether third parties are involved, and we will obtain your consent, which you can withdraw at any time. You can change your mind about marketing material at any time by contacting us.
Marketing consent
We may send you marketing communications about our services, promotions and events if you have given express consent, or if we have an existing business relationship with you and you would reasonably expect to receive such communications, and you have not opted out.
By providing your email address or phone number through our website form, subscribing to our newsletter or ticking a consent box, you consent to receiving marketing communications from us by email, SMS, phone or other electronic means.
Your right to opt out
You can opt out at any time by clicking "unsubscribe" in any marketing email, replying "STOP" to any marketing SMS, contacting us at beki@scottitsorted.com.au or on 0402 260 863, or using the contact form on our Site. We will process your opt-out request within 5 business days.
Even if you opt out of marketing, we may still send you non-marketing communications such as transactional emails about your account, service updates and important notices, responses to your enquiries, and legal notices required by law.
We comply with the Spam Act 2003 (Cth) and will not send you unsolicited marketing communications without your consent.
Profiling and automated decisions
We may use your data to determine which of our services are relevant to you — for example, tailoring our emails based on your interests. Otherwise, the only circumstance in which we use this data is to provide our services to you.
Age of consent
Our Site and services are intended for people who are at least 18 years of age. By using this Site, you represent that you are at least 18 years old.
We do not knowingly collect, use or disclose personal information from anyone under 18. If we become aware that we have collected personal information from a person under 18 without verification of parental consent, we will take steps to delete it as quickly as possible.
If you are a parent or guardian and believe we may hold information about a child under 18, please contact us immediately at beki@scottitsorted.com.au or on 0402 260 863 so we can delete it.
Do Not Track
Do Not Track (DNT) is a privacy preference that users can set in some web browsers, to tell websites they do not want certain information about their visits collected over time and across sites.
We are committed to giving you meaningful choices about the information collected on our Site, which is why we provide the opt-out options above. However, we do not currently recognise or respond to browser-initiated DNT signals, as the industry is still working toward a common standard for what DNT means and how to comply with it.
Phishing and false emails
If you receive an unsolicited email that appears to be from us and asks for personal data such as card details, logins or passwords, or asks you to verify or confirm your account by clicking a link, it was likely sent by someone attempting to obtain your information unlawfully.
We do not ask for that type of information by email. Do not provide the information and do not click the link. Please contact us using the details on this page if you receive an email like this.
Data breach notification
In the event of a data breach that is likely to result in serious harm to you, we will:
- Take immediate steps to contain and remedy the breach;
- Assess the breach in accordance with our data breach response plan;
- Notify affected individuals as soon as practicable, and no later than 72 hours after becoming aware of the breach where required by law;
- Notify the Office of the Australian Information Commissioner where required under the Notifiable Data Breaches scheme;
- Where applicable, notify relevant EU supervisory authorities under GDPR; and
- Give you a description of the breach, the kind of information concerned, the steps we have taken or will take, recommendations on how to mitigate potential harm, and our contact details.
If you believe there has been unauthorised access to or disclosure of your personal information held by us, please contact us immediately at beki@scottitsorted.com.au or on 0402 260 863.
Privacy complaints and dispute resolution
If you have a concern about how we have handled your personal information, or believe we have breached the Australian Privacy Principles or GDPR requirements, you have the right to make a complaint.
How to make a complaint
Please submit your complaint in writing to beki@scottitsorted.com.au, including your contact details, a clear description of the conduct you believe breaches privacy laws, any relevant dates and details, and the outcome you are seeking.
Our complaints process
- We will acknowledge receipt of your complaint within 7 days;
- We will investigate, and may contact you for further information;
- We will provide a written response within 30 days, setting out our decision, the reasons for it, any action we will take, and information about further steps available to you; and
- If we need more time to investigate, we will notify you and provide an expected resolution date.
If you are not satisfied
If you are not satisfied with our response, or we have not responded within 30 days, you may complain to the Office of the Australian Information Commissioner:
Website: www.oaic.gov.au
Phone: 1300 363 992
Email: enquiries@oaic.gov.au
Mail: GPO Box 5218, Sydney NSW 2001
If you are located in the European Union, you also have the right to lodge a complaint with your local supervisory authority.
Changes to this Privacy Policy
This Privacy Policy may be updated from time to time. We will notify you of any material changes by posting a notice on our Site, updating the "Last updated" date at the top of this policy, and where you have given us your email address, sending you an email notification.
| Version | Effective date | Summary of changes |
|---|---|---|
| 1.0 | 27 August 2026 | Initial Privacy Policy |
We encourage you to review this Privacy Policy periodically. Your continued use of our Site and services after any change constitutes acceptance of that change.
Contact us
If you have any questions about this Privacy Policy or how we handle your information, please get in touch.