Proactive Systems · Policy documents
Privacy Policy
Riley Hutchinson trading as Proactive Systems
ABN 31 595 124 509 · Victoria, Australia
Effective 15 October 2026
1. Introduction
Proactive Systems is an Australian business owned and operated by me, Riley Hutchinson, as a sole trader. ABN 31 595 124 509. I am based in Victoria, Australia.
I provide website development, technology consulting, digital systems, business automation, content support and related services to businesses throughout Australia.
I respect the privacy of individuals and businesses who visit my website, contact me or engage my services. This Privacy Policy explains how I collect, use, disclose, store and manage personal information. I aim to handle personal information responsibly and in accordance with applicable Australian privacy laws.
2. Information I collect
Depending on how you interact with Proactive Systems, I may collect personal and business information such as your name, business name, email, telephone number, website, services, requirements and information supplied through enquiries or consultation bookings, including preferred timing.
Project information. When providing services, I may receive information necessary to complete agreed work, including website content, business documents, relevant system configurations, customer journey information and authorised access to business software. Client information is accessed and used only as reasonably necessary for the agreed services or otherwise as authorised.
Website usage information. Where analytics or similar technologies are enabled, information may include device type, browser, pages visited, referral sources, approximate location derived from technical information and interactions with website content. This conditional description does not mean every analytics feature is enabled. See Cookies and analytics below.
Please do not send passwords, payment card details, sensitive personal information or confidential customer information through ordinary website forms. I will agree an appropriate way to exchange necessary project information with you.
3. How I collect information
Information may be collected when you:
- Submit an enquiry form or book a consultation.
- Contact me by email, telephone or another communication channel.
- Engage Proactive Systems or provide information required for an agreed project.
- Interact with website functionality or enabled analytics technologies.
Information may also be received from third-party services you have authorised me to access.
4. How I use your information
I may use personal information to:
- Respond to enquiries and arrange or conduct consultations.
- Prepare proposals and quotations, provide contracted services and communicate about projects.
- Manage client relationships, issue invoices and maintain business records.
- Troubleshoot technical issues, improve website functionality and understand website usage where measurement is enabled.
- Maintain business-system security and operation, and meet applicable legal obligations.
I will not use client information for unrelated purposes without an appropriate basis or authorisation. I do not sell enquiry information or disclose it for unrelated third-party marketing.
5. Marketing communications
Where marketing communications are separately enabled, I may provide information about Proactive Systems services to individuals who have consented or where otherwise permitted by law. Marketing communications will identify the sender and provide an appropriate way to unsubscribe.
You may request to stop receiving marketing communications by contacting [email protected]. Submitting an ordinary service enquiry does not automatically subscribe you to unrelated promotional communications.
The enquiry form does not currently trigger customer marketing or automated customer follow-ups. Any future activation requires a separate configuration and review.
6. Third-party services
Proactive Systems uses third-party technology to operate its website, manage enquiries and deliver agreed services. The website, enquiry form, client records and booking calendar use GoHighLevel/LeadConnector. Business email uses Google Workspace.
Authorised providers may handle information where necessary for website operation, client communication, business administration and agreed services. Project-specific software use depends on the agreed work and your authorisation.
Providers may process information under their applicable privacy policies and service agreements. See LeadConnector’s privacy policy. External font and security technology is described in Cookies and analytics.
7. Overseas processing
Some third-party providers may store, access or process information outside Australia. Where overseas processing applies, I will take reasonable steps appropriate to the information and applicable legal requirements.
HighLevel’s published subprocessor information identifies United States infrastructure and communications providers, and support or service operations in the United States and India. The providers involved depend on the features used; this does not mean every listed provider receives every enquiry. I do not represent that all information stays in Australia.
See HighLevel’s subprocessor information.
The complete provider-specific processing locations for this configuration, including Google Workspace, font delivery and enabled widgets, have not all been verified. The vendor information above does not establish every location where information may be handled. Contact me with questions about the providers used for your enquiry or project.
8. Information security
Proactive Systems stores business and personal information using a combination of local devices and third-party cloud services.
Access to these systems is controlled through password-protected accounts and account-level access permissions.
I take reasonable steps to protect information from unauthorised access, misuse, interference, loss and disclosure.
Information may be stored or processed by authorised third-party service providers where necessary for website operation, client communication, business administration and agreed services.
No method of electronic storage or transmission can be guaranteed completely secure.
If you become aware of a potential security issue involving information provided to Proactive Systems, please contact [email protected].
9. Information retention and deletion
For unsuccessful enquiries, I use a 12-month review point after the last meaningful human interaction to assess whether information remains necessary. Where no justified business purpose or legal obligation requires longer retention, I take reasonable steps to delete or de-identify it. An automated follow-up alone does not restart that review period.
Proactive Systems maintains a general recordkeeping policy of retaining relevant business and client records for seven years, where appropriate for legal, financial, contractual, administrative or legitimate business purposes. This is a chosen policy for relevant records, not a statement that every enquiry or item of personal information must be kept for seven years.
Certain records may need to be retained for longer where required by applicable law or where reasonably necessary in connection with an existing legal matter.
Personal information that is no longer required for a lawful purpose will be securely deleted or de-identified where reasonably practicable and legally required. Information held in backups or third-party systems may be subject to separate technical retention and deletion processes.
You may contact me to request information about your personal information or its deletion. Requests will be assessed against applicable legal, contractual and recordkeeping requirements.
Manual review process: I am responsible for a documented manual review process and a register of retention decisions, exceptions and legal holds. Automated deletion is not operating. A complete record inventory, provider backup expiry and selective backup-erasure capability remain to be verified. These limitations must be accounted for before any disposal is described as complete.
10. Access and correction
You may contact me to request access to personal information I hold about you or correction of information you believe is inaccurate. I will consider requests in accordance with applicable legal obligations, relevant contractual responsibilities and appropriate identity verification requirements.
Contact [email protected].
11. Client systems and customer information
Some services involve assisting businesses with websites, booking systems, customer communications or CRM platforms. Where I access information held by a client, I do so to provide authorised services.
The client remains responsible for determining its own applicable privacy obligations and providing appropriate privacy notices to its customers. This does not remove my own applicable obligations. Additional privacy, confidentiality, access and data-handling requirements may be established through individual client agreements.
13. Third-party websites
My website may contain links to independent third-party websites or services. I do not control their privacy practices. Visitors should review the privacy policies of external services before providing information.
14. Privacy enquiries and complaints
For privacy questions, access/correction or deletion requests, or concerns about information handling, contact Riley Hutchinson, Proactive Systems, Victoria, Australia, at [email protected].
I will review privacy concerns and respond within a reasonable period. Where the Privacy Act applies, individuals may also have the right to complain to the Office of the Australian Information Commissioner. This policy does not assume Privacy Act coverage merely because of my business structure or GST status.
15. Changes to this policy
This Privacy Policy may be updated to reflect changes to business practices, technology, services or applicable legal requirements. The current approved version will be made available on this website with its effective date.
This version takes effect on 15 October 2026. It does not change any separate service agreement already in place.