Effective date: 17 August 2026
1. About this Privacy Policy
Vicola Designs respects your privacy and aims to handle personal information in a transparent, secure and responsible way. This Privacy Policy explains how Vicola Designs (“Vicola”, “we”, “us” or “our”) collects, uses, stores and discloses personal information when you visit vicoladesigns.com, request a Free Website Audit, contact us, become a client, or otherwise deal with us.
Where the Privacy Act 1988 (Cth) and the Australian Privacy Principles apply to Vicola Designs, we intend to comply with those requirements. We also follow the practices in this policy as our operating standard where reasonably practicable.
2. What personal information we may collect
Depending on how you interact with Vicola, we may collect information such as your name, email address, phone number, business name, website address, business type or trade, preferred contact method, information you include in messages or forms, and information required to provide agreed services.
For clients, we may also hold business contact details, project instructions, approvals, account-access records, service information, invoices/payment status, communications and other information reasonably needed to deliver the agreed work.
We aim to collect only information that is reasonably necessary for our business functions and services. Please do not send passwords, identity documents, banking credentials, health information or other sensitive information unless we specifically and lawfully request it for a necessary purpose.
3. How we collect information
We may collect personal information directly from you through website forms, email, phone, messaging, discovery calls, questionnaires, proposals, onboarding, client communications and account-access invitations.
We may also collect business-related information from public sources when carrying out a requested website audit, prospect research or client work, such as a business website, public social-media profile, public directory listing or Google Business Profile. We do not treat publicly available information as permission to use it for unrelated purposes.
4. Why we collect and use personal information
We may use personal information to:
• respond to enquiries and Free Website Audit requests;
• prepare and deliver audits, proposals, services and reports;
• communicate about projects, approvals, invoices, support and account access;
• manage leads, clients, tasks and business records;
• improve our website, services, security and internal processes;
• comply with legal, tax, accounting, fraud-prevention and regulatory obligations;
• send marketing communications where we have an appropriate basis to do so, with a working unsubscribe method.
5. Free Website Audit requests
When you request a Free Website Audit, we use the information you provide to identify your business, review the requested online presence, contact you about the audit and, where appropriate, discuss Vicola services that relate to the issues identified.
Submitting a Free Website Audit request does not by itself mean you have agreed to receive ongoing unrelated marketing. If we invite you to join a marketing list, we will use a separate opt-in or another lawful consent basis.
6. Direct marketing
Where required, Vicola will only send commercial electronic marketing messages with the appropriate consent or other lawful basis. Marketing messages will identify Vicola Designs and provide a clear way to unsubscribe.
If you unsubscribe, we will action the request within the legally required timeframe. We may still send non-marketing service messages that are reasonably necessary for an active enquiry, contract, payment, security matter or service you requested.
7. Service providers and disclosures
We may use reputable third-party providers to operate our business, including website hosting, email, cloud storage, forms, analytics, security, communications, content-management, accounting/payment, social-media and project-management services.
We disclose only the information reasonably required for the relevant purpose. Third-party platforms have their own privacy policies and security practices, and their services may change over time.
8. Overseas access and processing
Vicola Designs is currently operated remotely and personal information may be accessed from the Philippines as part of legitimate business operations and service delivery.
Some cloud and technology providers may also store or process information outside Australia according to their infrastructure and privacy terms. The locations can vary by provider. Where applicable, we take reasonable steps to use reputable providers and to protect information in accordance with our obligations.
9. Security
We take reasonable administrative and technical steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Measures may include access controls, strong passwords, multi-factor authentication, secure provider accounts, backups and limiting staff/contractor access to what is needed.
No internet or storage system is completely risk-free. If we become aware of a suspected data incident, we will assess and respond to it in accordance with applicable legal obligations.
10. Retention
We retain personal information for as long as reasonably necessary for the purpose for which it was collected, to provide services, maintain appropriate business records, resolve disputes and meet legal/accounting obligations. When information is no longer required, we will take reasonable steps to delete, destroy or de-identify it where appropriate.
11. Access and correction
You may contact us to request access to personal information we hold about you or to ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. We may need to verify your identity before responding and may refuse or limit a request where permitted by law.
12. Complaints
If you have a privacy concern or complaint, contact us first using the details below. Please explain the issue and what outcome you are seeking. We will review the matter and aim to respond within a reasonable period.
If Australian privacy law applies and you are not satisfied with our response, you may have the right to contact the Office of the Australian Information Commissioner (OAIC).
13. Cookies, analytics and website data
Our website and service providers may use essential cookies, logs and similar technologies for security, site operation and performance. We may also use analytics or measurement tools to understand how the website is used.
If Vicola later adds advertising pixels, behavioural advertising or other non-essential tracking, this policy and any required cookie/consent controls should be updated before or when that tracking is activated.
14. External links and third-party platforms
Our website may link to third-party websites and platforms such as Facebook, Instagram, TikTok, YouTube, Google and client websites. Vicola does not control the privacy practices of those third parties. You should review their policies before providing information to them.
15. Changes to this policy
We may update this Privacy Policy when our services, providers, legal obligations or business structure change. The current version will be published on vicoladesigns.com with an updated effective date.
16. Contact
Privacy contact: Vicola Designs
Email: sam@vicoladesigns.com
Website: https://vicoladesigns.com/
Contact page: https://vicoladesigns.com/contact/
