Privacy Policy

This Privacy Policy explains how Syrgas Pty Ltd (ABN [XX XXX XXX XXX]) collects, uses, stores, and protects your personal information. We are a process consultancy based in Melbourne, Victoria, providing lead automation and process redesign services to Victorian SMEs.

We take your privacy seriously. This policy is written in plain English and tells you exactly what we do with your information, which tools we use, and what rights you have.

By using our website at syrgas.com.au, booking a Lead Flow Health Check, or engaging our services, you acknowledge this policy.

Who we are

Syrgas Pty Ltd is a Victorian process consultancy registered in Australia. We help owner-operated and founder-led businesses in Victoria redesign their lead follow-up processes and automate them using AI-enabled tools.

Our registered business address and contact details are listed in Section 10 of this policy.

This policy applies to information collected through our website, our booking system, our email sequences, and in the course of delivering our services. It does not apply to the personal information of our clients' customers, which is governed by the Data Handling Addendum that forms part of our client service agreements.

Information we collect

We collect personal information in the following ways:

Website contact and booking forms

When you book a Lead Flow Health Check via Calendly or contact us through the website, we collect your name, email address, phone number (if provided), business name, and the information you include in any message or intake form.

Cold outreach and research

For prospecting purposes, we may collect publicly available information about Victorian businesses and their decision-makers, including names, business email addresses, and business details sourced from public directories, LinkedIn, Google, and similar public sources. See Section 5 for more detail.

Email correspondence

Any email you send to us, including replies to our outreach emails, is retained in our email system and CRM.

Service delivery

During a Discovery Audit or Pilot Implementation, we may collect information about your business processes, systems, lead volumes, and team structure. This information is used solely to deliver the services you have engaged us to provide and is governed by the Data Handling Addendum in your service agreement.

Website analytics

Our website may collect anonymised usage data through analytics tools. See Section 9 for details.

We do not collect sensitive information as defined by the Privacy Act 1988 (Cth), such as health information, racial or ethnic origin, religious beliefs, or criminal history.

How we use your information

We use your personal information for the following purposes:

• To respond to your enquiries and schedule Lead Flow Health Check sessions
• To deliver the services you have engaged us to provide, including Discovery Audits and Pilot Implementations
• To send you follow-up communications related to your enquiry or engagement
• To include you in our email outreach sequences if you are a prospective Victorian SME client and you have not opted out
• To manage our client relationships in our CRM (HubSpot)
• To comply with our legal obligations
• To improve our services and understand how prospects find and engage with Syrgas

We do not use your information for automated decision-making that produces legal or similarly significant effects on you. We do not sell your personal information to any third party. We do not use your information for purposes unrelated to our business services.

Third-party tools we use

We use the following third-party tools in the course of operating our business. Each tool may process your personal information as a data processor on our behalf. We have reviewed the privacy policies and data processing terms of each tool listed below.

All tools listed above are operated by their respective companies in accordance with their own privacy policies. Where a tool is US-based, data may be transferred to and stored in the United States. Each of the tools above participates in applicable data transfer frameworks.

We will update this section if we add or remove tools that process personal information. We will not add new tools that process client personal information without notifying affected clients in accordance with our service agreement obligations.

Cold outreach and email marketing

Syrgas conducts business-to-business cold outreach to Victorian SMEs that fit our target client profile. We collect publicly available business contact information for this purpose.

Our outreach practices are governed by the Spam Act 2003 (Cth). Specifically:

• Every outreach email we send includes a clear and functional unsubscribe mechanism
• We honour all unsubscribe requests promptly, typically within one business day
• Once you unsubscribe, we record that status in our CRM and do not contact you again via automated sequences
• Our outreach is directed at business email addresses and business decision-makers in a commercial context, consistent with the inferred consent provisions of the Spam Act

If you have received an email from us and wish to opt out of all future contact, you can use the unsubscribe link in any email, or contact us directly at start@syrgas.com.au with the subject line "Unsubscribe."

If you have booked a Lead Flow Health Check or otherwise expressed interest in our services, we may follow up by email as part of our normal client communication. These communications are not marketing messages and are not governed by the opt-out provisions above, though you are always welcome to ask us to stop contacting you.

How long we keep your information

Prospecting contacts who did not engage

Retained in our CRM for up to 24 months from the date of last contact, or until you unsubscribe, whichever comes first. After that period, contact records are archived or deleted.

Lead Flow Health Check participants

Retained for 36 months from the date of the session. This allows us to follow up appropriately if your circumstances change and you wish to revisit our services.

Active and completed client records

Retained for 7 years from the end of the engagement in accordance with Australian taxation and business records obligations. After that period, records are securely deleted.

Unsubscribe records

Retained indefinitely. We keep a record of unsubscribe requests to ensure we do not contact you again in the future.

Email correspondence

Retained for the duration of the relevant client or prospect relationship, plus 7 years for client correspondence and 24 months for prospect correspondence.

When we delete personal information, we do so securely. We also request deletion from our third-party tools where technically feasible.

Sharing your information

We do not sell, rent, or trade your personal information to any third party.

We share your information only in the following limited circumstances:

• With our tool providers listed in Section 4, where necessary to operate those tools on our behalf as described in that section
• With professional advisers such as our accountant or legal adviser, where necessary and subject to confidentiality obligations
• Where required by law, including in response to a valid court order, subpoena, or regulatory requirement
• In connection with a business transfer, if Syrgas is acquired or merges with another entity, in which case we will notify affected individuals and the receiving party will be bound by this policy

We do not share personal information with any marketing partners, data brokers, or advertising networks.

Your rights

Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you have the following rights in relation to your personal information held by Syrgas:

• Access: You can request a copy of the personal information we hold about you
• Correction: If any information we hold is inaccurate or out of date, you can ask us to correct it
• Deletion: You can ask us to delete your personal information. We will do so unless we are required by law to retain it or it is necessary for the completion of an active engagement
• Opt-out: You can opt out of marketing and prospecting communications at any time using the unsubscribe link in any email or by contacting us directly
• Complaint: You have the right to complain to the Office of the Australian Information Commissioner (OAIC) if you believe we have mishandled your personal information

To exercise any of these rights, contact us at start@syrgas.com.au. We will respond within 30 days. We do not charge a fee for access or correction requests unless the request is manifestly unfounded or excessive.

Cookies and website analytics

Our website is hosted on Webflow. Webflow may set essential cookies necessary for the website to function correctly. We do not use advertising cookies, tracking pixels, or third-party remarketing tools on our website.

We may use basic analytics to understand how visitors navigate the website, such as which pages are visited and how long visitors spend on the site. This data is aggregated and anonymised and does not identify individual visitors.

If we introduce additional cookies or analytics tools in the future, we will update this policy and add a cookie notice to the website accordingly.

You can control cookie settings through your browser. Disabling cookies will not affect your ability to read our website content, though it may affect some functional features.

Contact us and complaints

If you have a question, concern, or complaint about how we handle your personal information, please contact us in the first instance:

We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days. If you are not satisfied with our response, you have the right to refer your complaint to the Office of the Australian Information Commissioner (OAIC):

This policy is governed by the laws of Victoria, Australia. We will review and update this policy from time to time. The current version is always available at syrgas.com.au/privacy. Material changes will be communicated via email to active clients.