Last updated: 20 May 2026
1. About this policy
Flowstate Agency Pty Ltd ("Flowstate", "we", "us", "our") is committed to protecting your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy explains what personal information we collect, why we collect it, how we use and disclose it, and how you can access or correct your information.
By using our website (flowstateau.com) or engaging our services, you agree to the collection and use of your information as described in this policy.
2. What personal information we collect
We may collect the following types of personal information:
- Contact details — name, email address, phone number, and business name provided via our contact or onboarding forms.
- Enquiry details — the content of messages you send us, including questions about our services.
- Usage data — IP address, browser type, pages visited, and time spent on our website, collected via standard web analytics.
- Service data — information about your business that you provide to us in order to receive our AI automation services, including lead enquiry data processed on your behalf.
We collect personal information only by lawful and fair means. We do not collect sensitive information (as defined under the Privacy Act) unless you voluntarily provide it and we have obtained your consent.
3. How we collect personal information
We collect personal information:
- Directly from you when you complete a form on our website, book a call, or contact us by email.
- From your clients' enquiries, where you have engaged us to process those enquiries on your behalf as part of our service.
- Automatically via cookies and analytics tools when you browse our website.
Where practicable, we will notify you of the collection of your personal information at the time of collection.
4. Why we collect and use your personal information
We use personal information for the following purposes:
- To provide and manage our AI automation services.
- To respond to enquiries and communicate with you about our services.
- To send you marketing communications about Flowstate services (only where you have consented or where permitted by law).
- To improve our website and services through analytics.
- To meet our legal obligations.
We will not use your personal information for any purpose other than those described above without your consent, unless required or permitted by law.
5. Direct marketing and the Spam Act
If you submit your email address on our website, you consent to receive marketing communications from Flowstate Agency in accordance with Australia's Spam Act 2003 (Cth). Every marketing email we send includes an unsubscribe link. You may also withdraw consent at any time by emailing staff@flowstateau.com with "Unsubscribe" in the subject line. We will action all unsubscribe requests within 5 business days.
6. Disclosure of personal information
We do not sell personal information to third parties. We may disclose personal information to:
- Service providers — trusted third-party technology providers (including cloud database, SMS, and AI processing services) engaged to operate our platform. These providers are contractually bound to handle data securely and only for the purposes we specify.
- Professional advisers — lawyers, accountants, and insurers, where necessary.
- Regulators and law enforcement — where required or authorised by law.
Where we disclose personal information to overseas recipients (including cloud infrastructure hosted outside Australia), we take reasonable steps to ensure the recipient handles that information consistently with the Australian Privacy Principles.
7. Data storage and security
Personal information is stored on secure servers. We take reasonable technical and organisational measures to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. These measures include access controls, encryption in transit, and regular security reviews.
No method of transmission over the internet is completely secure. While we take reasonable steps to protect your information, we cannot guarantee absolute security.
8. Data retention
We retain personal information for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Client data is retained for the duration of the service engagement and for a period of 7 years thereafter for legal and accounting purposes. Lead enquiry data is retained for 2 years unless a client requests earlier deletion.
9. Your rights — access and correction
Under the Australian Privacy Principles, you have the right to:
- Request access to the personal information we hold about you.
- Request correction of personal information that is inaccurate, out of date, incomplete, irrelevant, or misleading.
To make a request, contact us at staff@flowstateau.com. We will respond within 30 days. We do not charge for access or correction requests. In limited circumstances, we may decline a request — if so, we will explain why in writing.
10. Cookies and analytics
Our website uses cookies and similar tracking technologies to understand how visitors use the site. You can disable cookies in your browser settings; however, some features of the website may not function correctly without them. We do not use cookies to collect sensitive personal information or to track users across unrelated websites.
11. Links to third-party websites
Our website may contain links to third-party websites (including our booking platform). We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies before providing any personal information.
12. Complaints
If you believe we have handled your personal information in a way that breaches the Australian Privacy Principles, please contact us at staff@flowstateau.com. We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
13. Changes to this policy
We may update this Privacy Policy from time to time. The current version will always be available at flowstateau.com/privacy. Material changes will be notified via our website or by email to active clients.
14. Contact us
For all privacy-related enquiries:
- Email: staff@flowstateau.com
- Business: Flowstate Agency Pty Ltd, Sydney NSW 2000, Australia