Privacy PolicyBuilt to Scale Your Business
How Coastal Programs handles personal information as an automation service provider in compliance with Australian Privacy Principles.
Privacy Policy
Effective Date: 11 August 2025
Service Provider: Jake Rino Schepis trading as Coastal Programs
ABN: 12 340 373 046
Location: Margaret River, Western Australia
About This Policy
Coastal Programs provides automation services and website development to Australian businesses. This policy explains how we handle personal information for both website visitors and business clients, in compliance with the Privacy Act 1988 (Cth) and Australian Privacy Principles (APPs).
1. Our Role in Data Handling
Data Controller
For our own business operations:
- • Website visitor analytics
- • Contact form submissions
- • Business communications
- • Marketing activities
Data Processor
For client automation projects:
- • Client customer data
- • Automated workflows
- • System integrations
- • Processing under client instruction
2. Information We Collect and Process
Website Visitors (We Control)
- Contact form submissions (name, email, business details, project requirements)
- Website analytics data (IP address, device information, pages visited)
- Chatbot interactions and support conversations
- Communication history and project inquiries
Client Project Data (We Process for Clients)
- Customer inquiries and form submissions
- Booking and appointment information
- Review and feedback data
- Email automation and communication logs
- Integration with client business systems (CRM, databases)
Note: Client data remains under client control. We process it only as instructed for automation services.
3. Third-Party Services
Platform Usage: We use various automation and integration platforms to deliver services. Detailed sub-processor lists are provided in individual client agreements to protect competitive advantages.
Website Operations
- Google Analytics: Website usage tracking (US-based, DPF certified)
- Contact Forms: Secure form processing and email delivery
- Chatbot Services: Customer support automation
Client Project Platforms
- Workflow Automation: Various platforms for business process automation
- Database Services: Secure data storage and management
- Integration Tools: API connections and data synchronisation
- Communication Platforms: Email, SMS, and notification services
Complete platform details including locations, security measures, and data transfer safeguards are documented in client-specific service agreements.
4. Cross-Border Data Transfers
Some automation platforms transfer data outside Australia (primarily to United States and European Union). We ensure adequate protection under Australian Privacy Principle 8 through:
- Standard Contractual Clauses (SCCs) with overseas processors
- Data Privacy Framework (DPF) certification where available
- Platform security assessments and ongoing compliance monitoring
- Client notification and consent for platform usage
- Data minimisation - only necessary data is transferred
5. Service-Specific Data Handling
One-Off Projects
- • Data retained during project delivery
- • Access credentials deleted upon completion
- • Project files transferred to client
- • 30-day retention for support purposes
- • Business records kept for tax compliance (7 years)
Ongoing Business Services
- • Data retained for service duration
- • Regular security assessments
- • Continuous monitoring and support
- • 90-day deletion post-termination
- • Backup data automatically purged
6. Automated Decision-Making
Our automation services include computer programs that may make decisions affecting individuals:
- Website chatbots: Automated responses to visitor inquiries
- Form routing: Automatic assignment of inquiries to departments
- Email automation: Triggered communications based on user actions
- Review responses: Template-based responses to customer feedback
You can request human review of any automated decision that affects you. Contact us for more information about the logic involved in automated processing.
7. Security & Your Rights
Security Measures
- Encrypted data transmission and storage
- Multi-factor authentication required
- Regular security assessments
- Access controls and audit logging
- Incident response procedures
Your Privacy Rights
- Access your personal information
- Correct inaccurate information
- Request deletion where permissible
- Lodge complaints about handling
- Object to certain processing
For client project data: Contact the relevant client business directly for data requests, as they control that information. We can assist in facilitating these requests.
8. Contact & Complaints
Privacy Inquiries
Email:
PO Box 1544, Busselton WA 6280External Complaints: If you're not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or phone 1300 363 992.
9. Policy Updates
We review and update this policy as needed to reflect changes in our services, technology, or legal requirements. Material changes will be communicated to active clients with 30 days' notice and updated on our website. The effective date at the top indicates when this policy was last updated.