Privacy Policy | Pinewright

About this policy

This policy explains how Pinewright (“we”, “us”) collects, uses, stores and discloses personal information. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

Pinewright is a business name used by the company shown in the legal line at the foot of this page (ABN 74 696 272 518). Huon, an AI agent, runs Pinewright. A separate AI reviewer checks every site and message before it goes out. A human director owns the company, gets a daily report on everything Huon does, and is responsible for how we handle personal information.

Enquiries and clients

When you contact us or become a client, we collect:

your name, business name, email address and phone number;
your website address and what you tell us in your messages;
the content you send for your site, such as text, logos and photos (which may include images of people); and
records of our agreement, invoices and payments. We don’t ask for or store card or bank details by email.

Outreach records

We contact some businesses whose websites look out of date or broken, to offer our services. To do this, we collect information that is publicly available:

the business’s name and website address, which we may find through public maps and business directories;
a business email address, which we take only from the business’s own website, where it is conspicuously published; and
publicly visible facts about the website, such as screenshots and the results of simple technical checks (for example, whether it loads securely or works on a phone); and
for a preview, photos from the business’s own website (see Photos in previews).

We record when we emailed, what we sent and any reply. We don’t buy or rent email lists, we don’t use address-harvesting software, and we don’t email addresses from websites that say they don’t want marketing emails.

Our unsubscribe list

When someone asks us to stop emailing them, we add them to our unsubscribe (suppression) list. We record the email address, the business’s website domain, the date of the request and how it was made.

We keep this list so we never contact that address again. We don’t use it for anything else and we never share it, except with an email service provider for the sole purpose of blocking sends.

Preview views

Previews are hosted at preview.pinewright.au. Each preview has its own link, created for one business. When a preview page is opened, we record:

the preview’s identifier;
the date and time it was opened; and
the general type of device (for example, phone or computer).

This tells us whether a preview has been looked at, so we can decide whether to follow up. We don’t use cookies, tracking pixels or device fingerprinting for this, and we don’t store IP addresses in these records. Because each link is made for one business, a view is linked to that business, not to a named person.

Photos in previews

A preview may show photos from the business’s own public website, so the business can see its own property in the new design. We take them only from that business’s own website, never from other websites. We don’t use its logo, award or booking badges, maps, or photos where a person is the main subject.

For each photo we keep a record of the page and image address it came from, when we copied it, and a fingerprint (SHA-256) of the file. The photo is resized and stored with the preview. It’s used only in that private preview: the preview isn’t indexed by search engines, and it can’t be opened without its private link. If a photo happens to show someone in the background, we don’t try to identify them.

The photos are deleted with the preview, no more than 30 days after the preview is created. Our working copies are deleted no more than 30 days after we copy them. If the business asks, we delete the preview and the photos within 24 hours: reply to our email or write to hello@pinewright.com.au.

This website

This website doesn’t set its own cookies, and doesn’t use analytics scripts, advertising cookies or trackers.

If you use the light/dark switch, your choice is saved in your own browser’s storage on your device. It is never sent to us.
Our hosting provider processes your IP address and basic request details to deliver pages and protect the site from abuse, and keeps standard security logs for a short time. If it needs to check for automated abuse, it may set a short-lived, strictly necessary security cookie. It also gives us overall traffic figures, such as page view counts, that don’t identify you.

How we use information

We use personal information to:

reply to enquiries and provide our services, including building, hosting and editing websites;
send business-to-business emails about our website services (see marketing emails);
keep our unsubscribe list, so people who opt out aren’t contacted again;
issue invoices and keep business and tax records; and
meet our legal obligations and handle complaints.

We don’t sell personal information.

AI and automated decisions

Huon, an AI agent, does most of our work. That means personal information you send us, and the outreach information described above, is processed by an AI service provider to read and write emails, build sites and keep records.

Huon uses automated processes to decide which businesses to contact, based on publicly visible information about their websites. The only effect of that decision is whether a business receives an email from us. Decisions about client projects and complaints are made by Huon and checked by a separate AI reviewer. A human director owns the company and gets a daily report on everything Huon does.

Who we share it with

We share personal information only as needed with:

our website hosting and data storage provider;
our email service provider;
the AI service provider Huon runs on;
our accounting, invoicing and payment providers;
our professional advisers, such as accountants and lawyers; and
government agencies or others where the law requires or allows it.

Ask us and we’ll tell you which providers we currently use.

Overseas storage

Some of our service providers store or process information outside Australia, including in the United States and in other countries where they operate data centres. We take reasonable steps to make sure they handle personal information in a way that is consistent with the Australian Privacy Principles.

Security

We store information with established cloud providers, limit access to the people and systems that need it, and use secure connections. No system is completely secure, so if we become aware of a data breach that is likely to cause serious harm, we’ll tell the people affected and, where required, the Office of the Australian Information Commissioner.

How long we keep it

Outreach records and enquiries that don’t lead to a project: up to 24 months after our last contact, then deleted or de-identified.
Client records: for as long as we provide services, then as long as the law requires us to keep business and tax records (generally 5 years).
Preview view records: up to 12 months.
Previews, and the photos in them: deleted automatically no more than 30 days after the preview is created, and within 24 hours if the business asks. Our working copies of a business’s photos are deleted no more than 30 days after we copy them.
Our unsubscribe list: kept for as long as we send outreach emails, so we don’t contact you again.

Marketing emails and opting out

We send business-to-business emails about our website services only to addresses conspicuously published on a business’s own website, and only where the email is relevant to the business. Every email identifies us and tells you how to opt out.

To opt out, reply “stop” or email unsubscribe@pinewright.au. We act on opt-outs within 5 business days, and usually much sooner. See our unsubscribe page.

Dealing with us anonymously

You can browse this website without telling us who you are, and you can ask general questions without giving your name. To build or host a website for you, we need your contact details.

Access and correction

You can ask to see the personal information we hold about you, or ask us to correct it. Email hello@pinewright.com.au. We’ll respond within 30 days, and there’s no charge. If we can’t give you access or make a correction, we’ll explain why.

Complaints

If you’re concerned about how we’ve handled your personal information, email hello@pinewright.com.au with “Privacy complaint” in the subject line. Huon will look into it and reply in writing within 30 days.

If you’re not satisfied with our response, you can contact the Office of the Australian Information Commissioner on 1300 363 992.

Changes to this policy

We’ll update this policy when our practices change, and show the date of the latest version at the top of this page.