What we do with your data.
We hold less of your data than most consultancies, and we can answer for all of it. This policy explains how we handle personal information under the Australian Privacy Act 1988.
Seicho builds and governs revenue systems on HubSpot for professional services and manufacturing firms. This policy covers personal information we collect about visitors to this website, people who enquire with us, and personnel at our client organisations. It is written to meet our obligations under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
The short version
- We collect the minimum we need to answer your enquiry and do the work.
- Your CRM data stays in your HubSpot account. We work inside your systems, not by copying your data into ours.
- During an audit our access is read-only.
- We do not train AI models on your data.
- Our access ends when the engagement ends.
- We do not sell personal information, ever.
What we collect
Information you give us
When you enquire, book an audit, or email us, we collect your name, work email, organisation, and anything you choose to tell us about your situation. If you book a call, our scheduling provider collects your name, email, and meeting time.
Information collected automatically
Our website uses minimal analytics to understand traffic. This may include your IP address, browser type, pages visited, and referring page. We do not use this to identify you personally.
Client data we work with
When we are engaged, we are given access to systems you already own, principally your HubSpot CRM. The records inside those systems remain your data, held in your account. We access them to do the work; we do not take a copy into a Seicho-controlled environment unless you ask us to and we agree it in writing.
How we use it
- To respond to your enquiry and arrange and deliver a Revenue System Audit.
- To scope, build, and govern the revenue system you engage us to deliver.
- To send you information you have asked for, or that relates to a live engagement.
- To meet our legal, accounting, and record-keeping obligations.
We do not use your data for any purpose you would not reasonably expect, and we do not use client CRM data to train AI models.
How AI fits in
Our work involves AI that suggests changes to CRM records. Those suggestions run on systems we configure inside or alongside your account. A person on your side reviews and approves a suggestion before it is written to a record, and every applied change is logged with an audit trail. Where an AI provider processes your data to generate a suggestion, we use that provider's settings to opt out of model training where the provider supports it, and we document the providers in scope as part of the engagement.
Who we share it with
We share personal information only where it is necessary to do the work or to meet a legal obligation. This may include:
- Service providers such as our CRM, email, scheduling, hosting, and AI providers, who process data on our behalf under their own terms.
- Professional advisers such as our accountants or lawyers, where needed.
- Authorities, where we are required to by law.
We do not sell, rent, or trade personal information. Some of our service providers may store or process data outside Australia. Where that happens, we take reasonable steps to ensure the information is handled consistently with the APPs.
How we protect it
We use reputable providers, access controls, and the principle of least privilege: we hold the minimum access we need, for the time we need it. During an audit, our access is read-only. When an engagement ends, our access to your systems is removed. Where we have signed a non-disclosure agreement with you, it governs alongside this policy.
How long we keep it
We keep enquiry and engagement records for as long as needed to deliver the work and to meet our legal and accounting obligations, then we delete or de-identify them. Client CRM data lives in your account and is governed by your own retention settings, not ours.
Your rights
Under the Privacy Act you can ask us to access the personal information we hold about you, correct it if it is wrong, or delete it where we are not required to keep it. To make a request, or to ask a question about this policy, email [email protected]. We respond to privacy requests promptly, and within the timeframes the Privacy Act requires.
Complaints
If you are not satisfied with how we have handled your information, contact us first at [email protected] and we will work to resolve it. If you remain unsatisfied, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
Changes to this policy
We may update this policy from time to time. The effective date at the top of this page shows when it was last changed. Material changes that affect a live engagement will be raised with you directly.
Contact
[LEGAL ENTITY NAME]
Canberra, Australia
[email protected]
Note: This policy is a working draft and the bracketed fields (entity name, ABN, effective date) need to be completed. It should be reviewed by a legal adviser before publication.