1. Overview
Etcher Solutions ("we", "us", "our") respects your privacy. This Privacy Policy explains how we collect, hold, use, disclose, secure, retain and manage personal information about you.
This policy applies to:
- etchersolutions.com and its subdomains
- Website contact, enquiry and quote forms
- Etcher Task Hub — our private authorised-user workflow and task management platform
- Private authorised-user client portals
- Email intake addresses, including taskhub@etchersolutions.com
- Business support, HSEQ, systems, documentation and operational services provided by Etcher Solutions
2. Etcher Task Hub — Access Statement
Etcher Task Hub is a private authorised-user workflow and task management platform for Etcher Solutions personnel, authorised contractors, administrators and approved client representatives. It is not currently available for public self-registration or general public use unless Etcher Solutions expressly enables this in the future.
3. Australian Privacy Law
Etcher Solutions aims to handle personal information consistently with:
- Privacy Act 1988 (Cth)
- Australian Privacy Principles (APPs)
- Notifiable Data Breaches (NDB) scheme
- Other applicable Australian privacy, consumer, communications and business laws
Some obligations under the Privacy Act depend on business size, turnover, activities, contractual requirements and the type of data handled. Regardless of formal thresholds, Etcher Solutions follows privacy-aware practices as a matter of governance, trust and operational discipline.
4. Information We Collect
4.1 Identity and Contact Information
- Full name, business name, job title, role or department
- Email address, phone number
- Business address, billing address
- Preferred contact method
4.2 Account and Access Information
- Login identifier, encrypted password or authentication credentials
- User role, organisation, team and permission level
- Invite status, access history, audit logs, login events, security events
- Account settings
4.3 Business and Operational Information
- Tasks, workboards, notes, comments, due dates and status updates
- Workflow records, quote requests, project descriptions
- Client names, company details, operational instructions
- HSEQ information, mobilisation information, contractor compliance information
- Systems documentation, reporting documents and administrative records
4.4 Email Intake Information
When emails are forwarded to Etcher Task Hub intake addresses, we may collect:
- Sender and recipient addresses, subject line, email body, forwarded message history
- Timestamps, metadata, attachments, signature blocks
- Extracted action items, extracted dates, extracted names, company names and project details
- AI-assisted summaries, AI-assisted classifications and suggested task routing
4.5 Files and Attachments
- PDFs, Word documents, spreadsheets, images, screenshots
- Forms, meeting notes, compliance records and other uploaded or forwarded files
4.6 Technical and Usage Information
- IP address, device type, browser, operating system
- Approximate location, referral source, pages visited, session data
- Error logs, security logs, form events and analytics data
4.7 Cookies and Analytics
We may use cookies, pixels, analytics scripts and similar technologies for functionality, security, performance, usage analytics, spam prevention and service improvement. You may be able to disable cookies through your browser settings, but some features may not function correctly if you do.
4.8 Sensitive Information
We do not intentionally request sensitive information unless reasonably necessary and legally permissible. Sensitive information includes:
- Health information, racial or ethnic origin, political opinions, religious beliefs
- Professional memberships, union membership, criminal records, biometric information
You must not submit sensitive information unless it has been specifically requested and authorised by Etcher Solutions.
4.9 Unsolicited Personal Information
If we receive personal information we did not request, we may assess whether that information could have been lawfully collected. Where it is lawful and reasonable to do so, we will delete or de-identify unsolicited personal information.
5. How We Collect Information
We collect information:
- Directly from individuals, client representatives and authorised users
- Through website contact, quote, newsletter, task creation and file upload forms
- Through emails and forwarded emails to our intake addresses
- Through meetings, calls, onboarding and support interactions
- Through Etcher Task Hub and private dashboards
- Through connected tools, integrations, analytics, security logs and hosting services
- Through third-party platforms where you have authorised sharing
6. Why We Use Your Information
- Responding to enquiries and preparing quotes
- Delivering services and operating Etcher Task Hub
- Managing client workflows, task boards, email intake and document processing
- Creating, assigning, monitoring, auditing and archiving task records
- Providing business support, HSEQ, systems, documentation, mobilisation and operational services
- Generating AI-assisted summaries or suggestions, subject to human review
- Managing client relationships, contracts, billing, administration and records
- Sending service notices, security alerts and consent-based marketing communications
- Improving the website, services, security, compliance and user experience
- Complying with legal obligations, resolving disputes and enforcing agreements
7. AI-Assisted Processing
Artificial intelligence or automation may be used to summarise emails, extract action items, suggest task categories, identify dates, generate draft wording or route tasks to workboards.
Important: AI outputs may be inaccurate, incomplete, misleading or unsuitable without human review. Users must review AI-generated content before relying on it, sending it externally, making decisions, or using it for legal, financial, safety, operational or compliance purposes.
Etcher Solutions will not use client data to train public AI models unless expressly disclosed and agreed with the relevant client.
8. Disclosure of Information
We may disclose personal information to:
- Authorised Etcher Solutions personnel and contractors
- Approved client users with appropriate permissions
- IT, hosting, analytics and security service providers
- Microsoft 365, SharePoint, Vercel and GitHub
- AI providers where AI processing is enabled
- Professional advisers (legal, accounting, insurance)
- Regulators, courts, law enforcement or other parties where required by law
- Another party with your consent
We do not sell personal information.
9. Third-Party Services
Our services may involve or connect to third-party platforms including Microsoft 365, Outlook, SharePoint, Vercel, GitHub, analytics tools, form tools, email services, cloud databases and AI providers. Each provider's own privacy policy governs how they handle data.
10. Overseas Disclosure and Storage
Information may be stored, accessed or processed outside Australia, including in the United States, European Union, United Kingdom or other locations where our service providers operate infrastructure or support services. We take reasonable steps to ensure overseas recipients protect information consistently with Australian privacy standards.
11. Security
We take reasonable security steps including:
- HTTPS/TLS encryption in transit
- Role-based access controls and least-privilege permissions
- Encrypted password storage
- Secure environment variables and secret management
- Audit logs, backups and security monitoring
- Staff access limits and software updates
No internet or cloud system is completely secure. We cannot guarantee absolute security but will notify affected individuals and the OAIC where a notifiable data breach occurs.
12. Data Retention
| Data type | Indicative retention |
|---|
| Website enquiries | 24 months, or longer if converted to client work |
| Client service records | 7 years after engagement where required |
| Task records | Active relationship plus agreed operational retention period |
| Email intake records | 24 months unless required longer |
| Marketing consent records | Until withdrawn, plus evidence period |
| Security logs | 6–24 months, or longer if required |
13. Access, Correction and Deletion Requests
You may request access to, correction of, or deletion of personal information we hold about you by contacting us at info@etchersolutions.com. We may require identity verification before actioning a request. Requests may be refused or limited where permitted by law.
14. Marketing Communications
We may send marketing communications only where consent or another lawful basis exists under the Spam Act 2003 (Cth). All marketing messages will identify Etcher Solutions, include contact details and provide an unsubscribe mechanism where required. Service-related and transactional messages may be sent regardless of marketing preferences.
15. Privacy Complaints
If you have a privacy concern, please contact us at info@etchersolutions.com. We will acknowledge complaints within 5 business days and aim to resolve them within 30 days. If you remain unsatisfied, you may escalate to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
16. Notifiable Data Breaches
If we suspect a data breach has occurred, we will assess the situation and, where the breach is likely to result in serious harm, notify affected individuals and the OAIC as required under the Notifiable Data Breaches scheme in the Privacy Act 1988 (Cth).
17. Children
Our services are business-focused and not directed to children under 18. We do not knowingly collect personal information from individuals under 18.
18. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on our website with an updated date. Material changes may be notified to active users by email or dashboard notice.