1. Who we are
This Privacy Policy explains how RapiX Solutions (“RapiX”, “we”, “us”, “our”), a business name operated by its owner as a sole trader based in Pakistan, collects, uses, holds and discloses your personal information when you visit our website, contact us, or engage us for services.
We are a remote creative and marketing studio. Our team works from Pakistan on Brisbane business hours, for clients in Australia (mainly Queensland) and elsewhere. We take privacy seriously because we know what it feels like to hand your information over to a business and hope they handle it properly. This policy describes exactly what we do with yours.
Because most of our clients are in Australia, we handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
2. What information we collect
We only collect personal information that is reasonably necessary to do our work. The kinds of information we may collect include:
- Contact details name, email address, phone number, business name, business address.
- Project information the brief you send us, your timeline, your rough budget, files or assets you share with us.
- Communication records emails, call notes, meeting notes, and any messages you send through our website forms.
- Billing and payment information for clients only. We do not store credit card numbers ourselves; payments are made by bank transfer or through third-party payment providers.
- Website usage data IP address, browser type, device type, pages viewed, referral source, and time spent on the site. This is collected automatically by analytics tools and is not linked to your identity unless you also submit a form.
3. How we collect it
We collect personal information directly from you when you:
- Fill in the contact or enquiry form on our website, including a form you start but do not send. We keep what you have typed so we can follow up on your enquiry.
- Email or call us
- Sign a proposal, statement of work or contract with us
- Share files, assets or briefs as part of an engagement
- Subscribe to our updates or newsletter (if applicable)
We also collect information automatically through standard website analytics see Section 8 below for the cookies side of this.
4. Why we collect it
We collect your personal information so we can:
- Respond to your enquiry and discuss whether we are a good fit for your project
- Prepare quotes, proposals and statements of work
- Deliver the services we have agreed to deliver
- Send you invoices and process payments
- Communicate with you about your project, our services, or important updates to our terms
- Improve our website and our services based on how visitors actually use them
- Meet our legal, tax and regulatory obligations
We do not buy or sell personal information. We do not use your information to send you unrelated marketing without your consent.
5. Who we share it with
We do not disclose your personal information to anyone outside our team unless one of the following applies:
- You ask us to for example, when we hand over website credentials to your hosting provider, or send a design file to a printer you nominated.
- It is necessary to deliver the service for example, sharing your domain details with the registrar we use, or sharing your logo files with a print supplier.
- It is a trusted third-party service we use to run our business including our email provider, our accounting software, our project management tool, our hosting provider, our analytics provider, and our form/CRM platform. These providers are bound by their own privacy obligations.
- The law requires it for example, in response to a valid court order, subpoena, or tax audit.
Our team is based in Pakistan, so information you send us is accessed and stored there. Some of our providers may also store data on servers outside Australia (for example, in the United States or the European Union). We take reasonable steps to ensure any overseas provider handles your information in a way that is consistent with the Australian Privacy Principles.
6. How we store and protect it
Your personal information is stored electronically on secure systems operated by us and by reputable third-party providers. We use industry-standard measures to protect it, including:
- Encrypted connections (HTTPS) for all data submitted through our website
- Strong, unique passwords and two-factor authentication on staff accounts
- Access controls so only people who need to see your information can see it
- Regular backups and security updates on the systems we control
While we take reasonable steps to protect your information, no system is completely secure. If we become aware of a data breach that is likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) in line with the Notifiable Data Breaches scheme where it applies.
7. How long we keep it
We keep your personal information only for as long as we need it for the purposes described above, or for as long as the law requires (for example, business and tax records that the laws applying to us require us to keep). When we no longer need it, we destroy or de-identify it.
8. Cookies and analytics
Our website uses cookies and similar tracking technologies. A cookie is a small text file stored in your browser that helps a website remember things about your visit. See our Cookie Policy for the full list of cookies we use and how to manage them.
We use standard analytics tools (such as Google Analytics) to understand how visitors use our site in aggregate. We do not use these tools to identify individual visitors unless they also submit a form.
9. Your rights
You have the right to:
- Ask what personal information we hold about you
- Ask us to correct any personal information that is out of date or inaccurate
- Ask us to delete your personal information (subject to any legal obligation we have to keep it)
- Withdraw any consent you have given us (for example, to send you updates)
- Make a complaint about how we have handled your personal information
To make any of these requests, contact us using the details in Section 12 below. We will respond within 30 days. There is no charge unless your request is unusually complex, in which case we will tell you the reasonable cost in advance.
10. Children’s privacy
Our services are aimed at businesses and founders, not children. We do not knowingly collect personal information from anyone under the age of 16. If you believe a child has provided us with personal information, please contact us and we will delete it.
11. Changes to this policy
We may update this Privacy Policy from time to time for example, when we add a new tool to our stack, or when privacy law changes. The “Last updated” date at the top of this page tells you when the current version took effect. If we make a material change that affects how we handle your information, we will let you know directly (by email if we have it) before the change takes effect.
12. Contact and complaints
If you have any questions about this Privacy Policy, want to access or correct your information, or want to make a complaint, please contact:
RapiX Solutions
Email: hello@rapixsolutions.com
WhatsApp: send us a message
We aim to resolve any complaint within 30 days. If you are not satisfied with our response, you can refer the matter to the Office of the Australian Information Commissioner (OAIC):
Website: www.oaic.gov.au
Phone: 1300 363 992