Privacy Policy

The short version

Freshwater Futures Pty Ltd (ACN 674 518 784, ABN 75 674 518 784) (“we”, “us”, or “our”) runs an AI studio, a set of products, and a programme of workshops. This policy explains what personal information we collect across all of that, who else gets to see it, how long we keep it, and what you can ask us to do about it. We are bound by the Australian Privacy Principles under the Privacy Act 1988 (Cth).

Three things worth knowing up front, because they are the ones people are usually surprised by:

• Our websites record what visitors do on the page, including a replay of the session. We keep those recordings for 30 days.
• We use a handful of overseas services to run the business, and your information sits with them. They are all named below.
• If you book a workshop, your payment is handled entirely by Stripe. We never see your card number.

What this policy covers

This policy covers freshwaterfutures.com, our workshop sites including smallbusinessai.freshhub.ai, our enquiry and booking forms, our emails, and the workshops and consulting work themselves.

FreshVibe has its own policy. If you are taking part in an event on our FreshVibe platform, what happens to your prompts, your code, and your session there is set out separately in the FreshVibe Privacy Policy, because it collects a great deal more than a website does.

What we collect

When you fill in a form or email us. Your name, your email address, and whatever you choose to tell us: the task you want to move forward, which sessions interest you, your organisation, and anything you write in a free-text box. We also record when you submitted it and which page you came from.

When you book a workshop. Stripe collects and processes your payment. We receive your name, your email address, the amount, and any promo code used. Card numbers go to Stripe and never reach us.

When you visit our sites. Our analytics record the pages you view, the links and buttons you click, your device and browser, the site that referred you, and an approximate location worked out from your IP address. They also record a replay of your visit: mouse movement, scrolling, clicks, and what you type into form fields on the page. We use this to see where pages confuse people. We do not use it to identify individual visitors, and we delete the recordings after 30 days.

When you attend a workshop. Attendance, anything you tell us in the room or in feedback, and photographs where we take them. You can ask not to be photographed on the day, or afterwards, and we will honour it.

When you subscribe. Your email address and whether you have opted out.

Why we collect it

• To answer your enquiry and to run the service, workshop, or engagement you asked for
• To take payment, issue receipts, and keep the financial records the law requires
• To send you the practical details of something you booked, which we will always do, because you need them
• To send you news and offers, only if you asked for them, and always with a way off the list
• To understand how our sites are used, and to fix what is not working
• To meet our legal obligations

Who else sees your information

We are a small business, so we run on other people's software. Each of these providers sees some of your information in order to do its job. We do not sell your information to anyone, and we do not share it with advertisers.

• Stripe (United States, Ireland): payments and receipts
• PostHog (United States): website analytics and session replay, served through our own subdomain at hi.freshhub.ai
• Notion Labs (United States): where enquiry and registration records are stored
• Postmark (United States): the transactional emails we send you
• Cloudflare (global network): hosting, and the forms behind our sites
• Microsoft 365 (United States, Australia): our email and documents

We may also disclose your information to our professional advisers where we need advice, and to anyone we are required to disclose it to by law.

Overseas disclosure. Most of the services above store data in the United States. By using our sites or booking with us, you accept that your information will be handled overseas, where Australian privacy law may not apply in the same way. We choose providers that publish serious security and privacy commitments, but we cannot control a foreign legal system. If this matters to your circumstances, email us before you send us anything sensitive.

Cookies and analytics

Our analytics set a cookie so we can tell a returning visitor from a new one. We do not run advertising trackers or third-party ad pixels.

We have not built an on-site opt-out, and we would rather say so than pretend otherwise. If you do not want to be recorded, a browser set to block trackers, or any standard content blocker, will stop it. You can also email us and we will delete the recordings and analytics records we hold for you.

How long we keep things

• Session recordings: 30 days, then deleted automatically
• Analytics events: retained in aggregate to track trends over time
• Enquiries and registrations: until you ask us to remove them, or until the enquiry is clearly stale
• Bookings and payment records: seven years, because Australian tax law requires it
• Mailing list: until you opt out, after which we keep only enough to make sure we do not email you again

Keeping it safe

We use reputable providers, keep access to your information limited to the people who need it, and use multi-factor authentication on the accounts that hold it. No system is perfectly secure, and we will not claim otherwise. If a breach happens that is likely to cause you serious harm, we will tell you and notify the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires. We aim to do that within 72 hours of working out what has happened, and we will tell you if a matter needs longer.

Your rights

You can ask us for a copy of the personal information we hold about you, ask us to correct it if it is wrong, or ask us to delete it. Email legal@freshwaterfutures.com and we will respond within 30 days. There is no charge. We may need to verify who you are first, and there are narrow cases where the law allows us to refuse, in which case we will tell you why.

You can opt out of marketing email at any time using the link in any such email, or by replying and asking. That will not stop the practical emails about something you have booked.

If you are unhappy with us

Tell us first, at legal@freshwaterfutures.com. We will look into it and reply within 30 days. If you are not satisfied with how we handle it, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

Children

Our services are for adults. We do not knowingly collect personal information from anyone under 18. If you think we have, tell us and we will delete it.

Changes to this policy

We update this policy as what we do changes, and we change the date at the top when we do. Where a change is material, we will say so rather than leaving you to spot it.

Contact us

Freshwater Futures Pty Ltd
ACN 674 518 784, ABN 75 674 518 784
legal@freshwaterfutures.com