Privacy Policy

1. Scope

This Policy covers the treatment of personal information that we collect when you: visit, interact with, or use our Site; request information about our services; submit a form on our Site, including our project brief, discovery questionnaire, project kickoff and support forms; purchase our products or services; or voluntarily provide such information in any other manner related to our services.

This Policy does not apply to websites or practices of companies we do not own or control, including any third-party sites or services linked to our Site.

2. Total Confidentiality

Client Records & Materials. All client records, strategies, documents, graphic concepts, proposals, and related materials are treated as confidential and are not public information.

Portfolio Use. Design work from completed projects may be displayed on our Site or in marketing materials as examples of our services. If you prefer that your work not be showcased, please contact us at [email protected].

3. Information We Collect

Personal Information. We collect personal information when you fill out forms on our Site or otherwise contact us, such as your name, email address, phone number, company name and details about your business and project. When you raise a support request we also collect the details you give us about the issue, such as the affected website or system and any links or files you share.

Cookies & Similar Technologies. We use a small number of cookies and similar technologies. Your light or dark mode choice is kept in your browser's local storage and never leaves your device. Google Analytics 4, loaded through Google Tag Manager, sets cookies that tell us how the Site is used so we can improve it. We run Google Consent Mode with advertising storage, advertising personalisation and ad-user-data denied by default, so we do not use these technologies to build advertising profiles or to track you across other websites. You can refuse or delete cookies in your browser settings at any time.

Automatically Collected Data. Our servers and analytics tools automatically record information when you visit our Site, which may include your IP address, browser type and language, the pages you view, the URL you visited before our Site, and the date and time of your request.

4. How We Use Your Information

Service Delivery. We use your personal information to provide the services or products you have requested, and to communicate with you regarding technical issues, support requests, product updates, and other relevant information.

User Experience. To personalise and improve your experience on our Site and adapt our services to your preferences.

Communications. You can opt out of marketing emails at any time by following the "unsubscribe" link in our communications or by contacting us directly. We may still send administrative or service-related communications if necessary.

Analytics & Improvement. We may use aggregated, non-identifiable data for auditing, research, and analysis to operate and improve our Site and services.

Legal & Security. We may share information if needed to: comply with any applicable law, regulation, legal process, or enforceable governmental request; detect, prevent, or address fraud, security, or technical issues; or protect against imminent harm to the rights, property, or safety of KODA, our users, or the public.

5. Third-Party Sharing

We do not sell, trade, or otherwise transfer your personal information to outside parties without your consent, except where required by law or under specific circumstances described in this Policy.

Service Providers. On this website we use VentraIP (our Australian web host, where enquiry forms are processed and stored) and Google (Tag Manager, Analytics and Fonts). In the wider business we also use Google Workspace (email), HubSpot (customer relationship management), Stripe (payments) and Mailchimp (email communications). These providers agree to keep personal information confidential and use it only for authorised purposes.

6. Data Storage and International Transfers

Server Locations. We process and store personal information on servers located in Australia and with service providers that store data overseas, mainly in the United States of America.

Data Transfers. If you are located outside these regions, your information may be transferred to and processed in countries that may have different data protection laws than your country. By using our Site or services, you consent to this transfer and processing in accordance with this Policy.

7. Your Choices & Rights

Opt-Out. You can choose not to provide personal information or to refuse cookies in your browser settings; however, some features of our Site or services may not function properly as a result.

Access & Correction. You have the right to request access to your personal information or to correct any inaccuracies. We will make good faith efforts to respond to such requests as required by applicable law.

Deletion. You may also request that we delete your personal information when reasonably possible, subject to legal and contractual obligations. Enquiry form submissions are kept for up to 12 months and then deleted.

8. Our Customers' Privacy Practices

Some of our services include hosting or supporting clients' websites built using KODA's CMS or other content management systems. While we encourage our customers to maintain and enforce their own privacy policies, KODA is not responsible for the content or privacy practices of those hosted sites, or the collection or use of personal information by those sites. Our Terms define our relationship with customers and any responsibilities or liabilities concerning privacy and security.

9. Children's Privacy

Our Site and services are intended for businesses and adults and are not directed to children. We do not knowingly collect personal information from individuals under 13 years of age. If you believe we have inadvertently collected information from a child, please contact us so that we can promptly remove the data.

10. Australian Privacy Protection

We value your privacy and comply with the principles set out in the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). We will not distribute your personal information to external parties without your express consent, except as required by law or as otherwise stated in this Policy.

Complaints. If you believe we have breached the APPs, please contact us using the details below and we will respond within 30 days. If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner at www.oaic.gov.au.

11. Security Measures

We employ reasonable administrative, technical, and physical safeguards to protect personal information against unauthorised access, misuse, or disclosure. Despite our efforts, no security measures are perfect or impenetrable. If you have reason to believe your interaction with our Site is no longer secure, please notify us immediately.

12. Updates to this Policy

We may update or modify this Privacy Policy at any time. Any changes will become effective upon posting the revised Policy on this page, with an updated "Last updated" date. We encourage you to review this Policy periodically to stay informed about how we protect your information.

13. Contact Information

If you have any questions about this Privacy Policy, or if you would like to exercise any of your rights, please contact our Privacy Officer at: KODA Design Australia Pty Ltd, 26/1 Bligh St, Sydney NSW 2000. Email: [email protected]. Phone: 1300 661 557.