Privacy summary

Version 1.1 · Effective on the date you agree

This short summary goes with the Terms of Service. It explains how the CRM handles information. It is not a full privacy policy.

What the CRM holds

• Your team's details: names, email addresses and sign-in records.
• Your customers' details: names, contact details, enquiries, messages, notes, waiting list, puppy, payment and travel details you add or connect.
• Files: documents and photos you upload.
• Connection details: what is needed to link Gmail, Meta, Xero and payment accounts.
• Terms receipt: when someone agrees to the Terms of Service we record their full name as typed, their email, the business, the terms version, the date and time, their IP address and their browser.

Why

• To run your CRM: show enquiries, draft replies, keep records and send what you approve.
• To keep it secure and fix problems.
• To show who agreed to the terms, and when.

We do not sell information. We do not use it for advertising. We do not use it to train a general-purpose AI model.

Where it is stored

The main database and the servers that run the CRM are in Sydney, Australia.

Some services that process information for the CRM may be outside Australia, as described below.

Who processes it

We use service providers in these categories, only to run the CRM for you:

• Hosting and database: run the CRM and store its records (Sydney).
• File storage: stores uploaded files.
• Email and messaging connections: bring in and send email, Facebook and Instagram messages you connect.
• AI drafting: writes suggested replies and summaries for you to check. This may be processed outside Australia.
• Accounting and payments: create invoices and take payments when you connect those accounts.
• Notifications: send browser alerts and system emails.

Each provider gets only what it needs for its part of the job.

Your customers' information

Your business collects information from your customers. You are responsible for telling them how you use it and for meeting your privacy duties. Flywheel handles it for you.

Getting a copy or deleting information

Email apollo@flywheelmedia.com.au to ask for:

• a copy of your business's information;
• a correction; or
• deletion of information we no longer need.

We will confirm what we can provide, how long it takes and anything we must keep by law.

If you are one of a business's customers, contact that business first. We will help them answer you.

Contact

H.C. FLYWHEEL GROUP PTY LTD, ABN 79 647 259 872, trading as Flywheel Media. Email apollo@flywheelmedia.com.au.