Privacy Policy

1. Who we are and scope

This policy explains how Port Jackson Group (ABN 25 687 963 987), trading through the KeptDesk product, handles personal information. It applies to our website, software, messages, enquiries, subscriptions and done-for-you services.

Some Australian small businesses are exempt from parts of the Privacy Act 1988, while others are covered. We aim to follow transparent, responsible privacy practices and the Australian Privacy Principles where they apply.

2. Information we collect

Depending on how you use KeptDesk, we may collect:

• business owner and staff names, email addresses, mobile numbers and account details;
• caller or customer names, phone numbers, enquiry content, callback preferences and message history;
• business profile information, service details, operating hours and approved response wording;
• subscription, invoice and payment-status information, while full card details are handled by the payment provider;
• service usage, delivery status, device, browser, security and diagnostic information;
• communications, approvals, support requests and feedback; and
• marketing and campaign information supplied by a business customer.

3. How we collect information

We collect information directly from business customers, their authorised staff, callers who interact with the service, website forms, incoming messages and connected service providers. We may also receive information from telecommunications, email, payment, advertising and software platforms used to deliver the requested service.

4. How we use information

We use information to provide and secure KeptDesk, capture and route enquiries, send requested confirmations and alerts, maintain message records, manage subscriptions, provide support, complete agreed growth services, improve reliability, prevent misuse and meet legal obligations.

We do not sell personal information or use one customer’s caller list to market another business.

5. SMS, email and consent

KeptDesk may send a transactional confirmation after a person contacts a participating business and may send the captured enquiry to the business owner or authorised team members. These operational messages are limited to handling the enquiry and service requested.

Marketing SMS or email requires appropriate consent. Commercial messages must identify the sender, include contact information and provide an easy way to unsubscribe. Opt-out requests must be actioned promptly. Business customers are responsible for the legality and accuracy of their recipient lists and campaign instructions.

Message delivery records may include the destination number, time, status and failure reason. Telecommunications providers may process message content and metadata to deliver the service.

6. Disclosure and service providers

We may disclose information to authorised users of the relevant business account and to providers that help us supply hosting, telecommunications, SMS, email, payment, security, analytics, support and advertising services. We disclose only what is reasonably needed for the service.

Some providers may process or store information outside Australia. Where this occurs, privacy protections can differ from Australian law. We will take reasonable steps when selecting and managing providers and provide further details on request where practicable.

We may also disclose information when required by law, to prevent serious threats or unlawful activity, or as part of a genuine business restructure subject to appropriate protections.

7. Storage, retention and security

We use reasonable administrative, technical and access safeguards. No online service is completely secure. Customers must protect their account access and tell us promptly about suspected unauthorised use.

We retain information only while it is reasonably needed for service delivery, support, security, record keeping and legal obligations. Account and message retention settings may vary by plan. When information is no longer required, we take reasonable steps to delete or de-identify it, subject to backups and lawful retention.

8. Access, correction and deletion

You may ask us to provide access to personal information we hold about you, correct inaccurate information or delete information that is no longer required. We may need to verify identity and may refuse or limit a request where permitted or required by law. We will explain a refusal where appropriate.

Callers seeking access to a message may also need to contact the small business they contacted, because that business controls how the enquiry is used for its customer relationship.

9. Website data and cookies

Our website may use essential storage and limited analytics to operate, protect and understand the service. If we add non-essential advertising or tracking technologies, we will update this policy and provide appropriate notices or choices.

10. Data incidents

We investigate suspected data incidents, take reasonable containment and remedial action, and notify affected people and regulators where required by applicable law.

11. Questions and complaints

Email portjacksongroup@gmail.com with “Privacy” in the subject line. Include enough information for us to understand the issue but do not email passwords or unnecessary sensitive information.

We aim to acknowledge privacy complaints within two business days and provide an outcome or progress update within 30 days. If the Privacy Act applies and you are not satisfied, you may be able to complain to the Office of the Australian Information Commissioner.

12. Changes

We may update this policy as the product, providers or law changes. The current version and effective date will remain published here. Material changes will be communicated where reasonable.