Privacy Policy
Last updated: 24 April 2026
1. Introduction
Optima Strategic Design ("we", "us", "our") is a partnership based in Victoria, Australia that designs, builds and maintains websites for landscaping and outdoor living professionals. We take your privacy seriously and aim to handle your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains how we collect, use, store, disclose and protect your personal information.
2. What personal information we collect
We collect: (a) information you provide via our contact form — first name, last name, email address, phone number and business name; (b) information you provide when communicating with us — anything you share by email, phone call, discovery meeting or site visit; and (c) technical information collected automatically when you visit our website — your IP address, approximate location, browser type, device information, pages visited, time spent on pages, referring URLs and other usage data. We do not knowingly collect sensitive information as defined by the Privacy Act (such as health information, racial or ethnic origin, religious beliefs, or financial account details). Please do not provide us with sensitive information unless specifically requested.
3. How we collect your personal information
We collect personal information: (a) directly from you, when you complete our contact form, email us, call us, or meet with us; and (b) automatically, through cookies and analytics tools when you interact with our website — see our Cookie Policy for more detail.
4. Why we collect and use your personal information
We use your personal information to: (a) respond to your enquiry and provide information about our services; (b) communicate with you about ongoing work if you become a client; (c) send you marketing communications about our services, where you have consented; (d) operate, maintain and improve our website; and (e) comply with our legal obligations.
5. Marketing communications
If you provide us with your contact details, we may send you marketing emails about our services in compliance with the Spam Act 2003 (Cth). You can unsubscribe at any time by clicking the unsubscribe link in any marketing email, or by writing your request in our contact form. We do not currently send marketing SMS messages.
6. Third-party services we use
We use the following third-party providers that may process your personal information: Cloudflare, Inc. — website hosting and analytics (United States); Google LLC via Google Analytics 4 — website analytics (United States); Google LLC via Google Workspace and Google Sheets — email, document storage and client records (United States and other locations); Discord, Inc. — internal communications, including contact form submissions delivered to a private Discord channel (United States). We may in future also use Stripe and/or GoCardless for payment processing, and Resend or Brevo for email delivery. We will update this Policy when we begin using new providers that handle personal information.
7. Overseas disclosure of personal information
Because we use the service providers listed in section 6, your personal information will be stored and processed outside Australia — primarily in the United States. We take reasonable steps to ensure these providers handle your information consistently with the Australian Privacy Principles, but by providing your information to us, you acknowledge and consent to this overseas transfer.
8. How we store and protect your personal information
We store your personal information on Google Cloud infrastructure, in Google Workspace (including Google Sheets), and within a private Discord workspace accessible only to our partners. We take reasonable technical and organisational measures to protect your personal information from unauthorised access, loss, misuse, alteration or disclosure. However, no method of transmission or storage over the internet is completely secure, and we cannot guarantee absolute security.
9. How long we keep your personal information
We keep your personal information for as long as is reasonably necessary to provide our services and comply with our legal obligations — typically 7 years for financial records. Contact form submissions and general correspondence are kept for our ongoing business use unless you request deletion.
10. Your rights
Under the Australian Privacy Principles, you have the right to: access the personal information we hold about you; correct any information that is inaccurate or out of date; request deletion of your personal information (subject to our legal obligations); opt out of marketing communications at any time; and make a complaint about how we have handled your information. To exercise any of these rights, please write your request in out contact form. We will respond within 30 days and may need to verify your identity before actioning a request.
11. Complaints
If you believe we have breached the Australian Privacy Principles, please contact us via our contact form and we will investigate and respond 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 or by calling 1300 363 992.
12. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The updated version will be posted on our website with a new "Last updated" date. Your continued use of our website or services after a change constitutes acceptance of the updated Policy.
13. Contact us
Optima Strategic Design | Melbourne, Victoria | www.studio-agency.pages.dev contact us via our contact form