Privacy
We handle three kinds of information: yours, as a client; your customers', so we can message them on your behalf; and the details of businesses we contact about HKM. Here's exactly what we do with each.
This website
This site doesn't use cookies, analytics or tracking of any kind, and it has no forms. When you book a call, you're taken to Calendly, which has its own privacy policy.
What we collect from you, as a client
- Your business details: name, contact person, email, phone and ABN.
- Examples of messages you've written, so drafts sound like you.
- Access to the email account and phone number messages are sent from. You can revoke that access at any time.
Your customers' details
To message your customers, we hold what you give us: names, email addresses, mobile numbers, and the details of the job, quote or invoice a message is about.
- Used only to send your messages. Never used for anything else, never shared with or sold to anyone.
- Checked before use. Addresses are checked before anything is written, and anyone who has asked not to be contacted is blocked first.
- Opt-outs are permanent. Anyone who replies STOP or unsubscribes is never contacted again, by any of the systems we run for you.
- Every message is recorded. What was sent, to whom, when, and who approved it, so you can always answer "who sent this".
- Deleted when you leave. If you stop using us, we delete your customers' details, and we'll confirm in writing when it's done.
The messages we send
Every message identifies your business and includes a working way to opt out, as the Spam Act 2003 requires. Nothing is sent without your approval unless you've turned on automatic sending yourself, and automatic sending switches itself off if something looks wrong.
Businesses we contact about HKM
If you've had an email from us out of the blue, this is why. We find businesses through public listings such as Google Maps, then read the address the business itself has published on its own website, and we note which page it was on. We only ever use an address a business has put up for anyone to see, and only to tell it about HKM's services for that business. Sites that say they don't want unsolicited email are left alone.
- What we hold: the business name, the published email address, the website and the page the address came from, a short excerpt of the site used to write the email, and any reply.
- Reply "stop" and that's the end of it. Nobody at that business hears from us again. Our emails also carry a one-click unsubscribe.
- We stop after three emails if there's no reply, and we delete the record within twelve months if nothing comes of it.
Who else sees it
Only the services needed to do the work, and only the parts they need:
- Your email provider (for example Google), when messages go from your own account, and an SMS provider (Twilio) if you use text messaging.
- Anthropic (Claude), for the emails we send to other businesses about HKM only: it drafts them from what the business publishes on its website and helps read replies. It never sees your customers' details.
- Backblaze, which stores our nightly backups. Backups are encrypted before they leave our server, and they're kept for 30 days.
Some of these providers process data in the United States. We don't use your data to train anything, and we don't give it to anyone for marketing.
Access, corrections and questions
You can ask what we hold, ask us to correct it, or ask us to delete it at any time. Contact tyler@hkmsystems.com.au and we'll reply within five business days. If you're not happy with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.