Privacy Policy

Who we are

Geeks360 (ABN 60 486 702 197) is a managed IT services provider based in Penrith, NSW. We support businesses across Penrith, Western Sydney and Greater Sydney, and provide remote support more widely across Australia where the work suits it.

We are responsible for the personal information described in this policy. If you want to talk to a person about any of it, the contact details are at the end.

Two different relationships, two different sets of information

It is worth separating these, because most privacy policies blur them and the distinction genuinely matters.

As a WEBSITE VISITOR, the only information you give us directly is what you choose to type into our enquiry form or send us by email or phone. Separately, our analytics tools collect technical information about your visit — described under "Cookies and analytics" below. We do not use any of it for advertising.

As a CLIENT, we necessarily have access to systems that contain personal information about your staff and, in some sectors, about the people you support — participants, patients, students or clients of your own. That access is governed by our services agreement with you, and we act on your instructions in relation to it. This policy covers how we handle it; it does not replace the terms of your agreement.

What we collect through this website

The enquiry form is the only place this website collects personal information. When you submit it we receive:

• Your name
• Your business name, if you give it
• Your email address
• Your phone number, if you give it
• The approximate size of your business, your industry and the service you are interested in, if you select them
• Whatever you write in the message field

Business name, phone, size, industry and service are all optional. Only your name, email address and message are needed for us to reply.

What happens to an enquiry

When you submit the form, the details are sent by email to hello@geeks360.com.au. They are not written to this website's database. Once the email has been sent, the website retains no record of your enquiry.

From there, your details are recorded in Zoho CRM so that the conversation has a home and nothing falls between people. If you go on to become a client, that record continues; if you do not, it is removed on the schedule set out under retention below.

We use what you send us to answer you and to have the conversation that follows. We do not use it for anything else, we do not add you to a mailing list, and we do not sell, rent or trade it.

Spam protection, and the one thing it records

To stop automated abuse of the form, three checks run when it is submitted. Two of them record nothing at all: a hidden field that only an automated tool would fill in, and a check on how quickly the form was completed.

The third keeps a short-lived count of submissions from your network address so the form cannot be flooded. Your address is stored as a one-way hash — a value it is not practical to reverse — never in a readable form, and it is discarded automatically within an hour. It is not linked to your enquiry and is not used to identify you.

We also use Google reCAPTCHA on the enquiry page. It assesses whether a submission is likely to be automated, and to do that Google collects hardware and software information from your browser and may set cookies. Google's Privacy Policy and Terms of Service apply to that processing. We receive only a score, never the underlying data.

Cookies and analytics

This website uses two measurement tools, and both set cookies in your browser. Google Analytics 4 counts visits and shows which pages get read. Microsoft Clarity shows how pages are actually used — how far people scroll, what they click, and where they give up.

What they collect is technical rather than nominal. It includes an identifier stored in your browser that distinguishes one visitor and one session from another, the pages you view and how long you spend on them, your approximate location worked out from your IP address — typically to city or region level, not an address — and information about your browser, device and operating system.

That identifier is pseudonymous: it labels a browser rather than naming a person, and we do not use it to look up who you are. We should be plain about the limit of that, though. We cannot promise you are unidentifiable in every circumstance, because that depends partly on what Google and Microsoft hold and on how such data can be combined. What we can tell you is what we do: we do not deliberately send your name, email address or phone number to either tool, we do not upload customer lists to them, and we do not try to connect a visit to a named individual.

Microsoft Clarity also records a replay of the page as you use it. The enquiry form is masked in those recordings — your name, email address, phone number and message are removed inside your browser before anything is sent, so they never reach the replay and we cannot see them there. What you type in that form reaches us by email when you press send, and only then.

Google and Microsoft process this information for us under their own terms, and both hold it outside Australia. See "Where information is held" below.

Two further exceptions apply only on the contact page: the Google Maps panel and Google reCAPTCHA may each set cookies from Google when they load. Neither is set by us and neither is used by us.

WordPress sets a small number of functional cookies for people who log in to administer the site. Those apply to our staff, not to visitors.

Information you send by email or give us on the phone

If you email us or ring us, we hold whatever you tell us for as long as we keep business correspondence. Phone calls are not recorded. Where a conversation leads to written advice or a quote, we keep that with the rest of the enquiry.

Remote support sessions

Remote support only ever begins with your permission, for that session. You can see what we are doing on screen while we do it, and you can end the session at any point.

During a session we may see information held on the device we are connected to. We look at what is necessary to resolve the issue and nothing further. We do not copy files off a device except where that is part of the work you have asked for, and we tell you when we do.

Remote support runs through Zoho Assist. Sessions are not routinely recorded. Where a session is recorded — for training, for a complex handover, or because the work needs an evidence trail — you are told before it starts and it does not proceed without your agreement.

Zoho Assist keeps a connection log of who connected, to which machine, and when. We retain that as part of the service record, because being able to answer "who touched this and when" is part of running IT properly.

Client systems and the information inside them

Managing a business's IT means holding administrative access to systems that contain personal information. In practice that includes email and file storage, user accounts and directories, backups, and devices such as laptops, servers and phones.

We access those systems to do the work you have engaged us for — resolving a fault, applying a change, restoring data, investigating a security event. We do not browse client data, and we do not use it for any purpose of our own.

Some of our clients work in sectors with specific obligations of their own: NDIS providers, healthcare and allied health practices, schools, legal and accounting practices. Where our access touches information governed by those obligations, we work to the requirements set out in our agreement with you. Meeting those obligations remains yours; our role is to make sure the technology does not get in the way of it.

Who else is involved

Running this website and our own business means some information necessarily passes through other organisations. The list below is complete as at the date of this policy.

• Hostinger — hosts this website and processes traffic to it
• Microsoft 365 — the email service that receives your enquiry, and the productivity services we administer for clients
• Google Maps — the map panel on our contact page
• Google reCAPTCHA — spam protection on our enquiry form
• Zoho CRM — where we record enquiries and client contact details so nothing gets lost between conversations
• Zoho Desk — our support ticketing system, which holds the requests clients raise with us
• Zoho Assist — the tool used for remote support sessions
• MYOB Solo — our accounting software, which holds billing details for clients

This list is complete. If we add a service that touches your information, this policy is updated before it goes into use.

Where information is held

Our email and productivity services run on Microsoft 365. Microsoft operates data centres in Australia and elsewhere, and some processing and storage may take place outside Australia. Google, which provides the Maps panel and reCAPTCHA, processes information overseas.

Where information is handled outside Australia, we rely on those providers' contractual and security commitments. We do not transfer client information overseas ourselves for any other purpose.

How long we keep things

Actual periods, rather than "as long as necessary":

• Website enquiries that do not become work — 24 months, then deleted
• Quotes and proposals — 7 years
• Client records and service documentation — 7 years after the business relationship ends
• Spam-protection rate-limit counters — under 1 hour, discarded automatically

The seven-year periods reflect Australian record-keeping expectations for business and tax records. If you ask us to delete something sooner and we are not obliged to keep it, we will.

Keeping it secure

Enquiries are sent over an encrypted connection. Access to the mailbox that receives them is limited to Geeks360 staff who need it.

We apply to our own systems the controls we recommend to clients — multi-factor authentication on accounts that matter, managed endpoint protection, patching, and backups that are monitored and test-restored rather than assumed. It would be difficult to argue for them credibly otherwise.

No system is beyond compromise. If a breach occurred that was likely to cause serious harm, we would notify the people affected and the Office of the Australian Information Commissioner as required.

Marketing

We do not run a marketing mailing list and we do not add enquirers to one. If that changes, it will be something you opt into deliberately, with an unsubscribe link on everything we send.

Children

This website is aimed at businesses and is not directed at children. We do not knowingly collect personal information from children through it.

We do work with schools and education providers, where our access may include systems holding student information. That work is governed by our agreement with the school and by the school's own policies.

Getting access to your information, or having it deleted

You can ask us what personal information we hold about you, ask us to correct it, or ask us to delete it. Email hello@geeks360.com.au or ring 0468 927 427 and we will action it. We will not charge you for asking.

If your request relates to information held inside a client's systems rather than our own — your employer's email, for instance — we will direct you to that organisation, because the information is theirs rather than ours.

If you are unhappy with how we have handled your information

Tell us first. Most things are a misunderstanding and can be sorted out quickly, and we would rather hear about it directly.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Changes to this policy

If we change how we handle personal information, we will update this policy and change the date at the top. Where a change is significant, we will say what changed rather than leaving you to compare versions.