Draft, not yet reviewed. 11 details are still to be confirmed, highlighted below. This page has not been through legal review and should not be treated as final.
Privacy policy
Last updated [TO CONFIRM: date these pages are signed off]
Avid Collective Pty Ltd (ABN 55 166 884 340) (Avid, we, us) respects your privacy. This policy explains what personal information this website collects, why, and what you can do about it. It applies to www.avidcollective.com. Our platforms (PubSuite and Collab Platform) have their own terms and privacy notices, provided when you create an account.
Who is responsible for your information
Avid Collective Pty Ltd, ABN 55 166 884 340, is an Australian company with offices in Sydney and London. Its registered office is [TO CONFIRM: registered office address; the public register shows only NSW 2010, which matches the Surry Hills office, but the ASIC registered office is often an accountant's address]. It is responsible for the personal information described here.
Avid Collective UK Ltd, company number 16319274, registered at Unit A, 111 Seven Sisters Road, Finsbury Park, London N7 7FN, is the Avid company in the United Kingdom. [TO CONFIRM: which of the two companies is the controller for readers in the United Kingdom and the European Union]
What we collect
When you use the contact form, we collect the details you give us: your name, work email, company, which of the I am and I want options you choose, and your message.
When you request an AI Visibility Report, the request form is built and hosted by Typeform and runs inside our page. Because it loads from Typeform, Typeform receives the fact that you opened it, your IP address and browser, and everything you type into it, all under Typeform's own privacy policy. We receive your completed answers: your contact details, the brand, its category, its competitors, the market you want read, and what you want AI to recommend.
The AI readiness check for media owners runs entirely in your browser. Your answers stay on your device and nothing is stored unless you choose to send your results to us. That step is optional. If you take it, we receive your name, your work email, the title you work for and your twelve answers, and they reach us as an enquiry in the same place as any other.
When you visit any page, our host records it the way any web server records traffic: the page requested, the time, the referring page, your IP address and the approximate location derived from it, and the browser and device making the request.
We do not take payment through this site. It is written for people acting for a business, so please do not send us sensitive information, such as health, religious or political information, through our forms.
Why we collect it
To answer your enquiry and route it to the right person, to prepare the report you asked for, to read the results you chose to send us and reply to them, and to keep the site running and secure.
Marketing
The forms on this site have no marketing opt-in box, so completing one is not consent to marketing. We use what you send to answer you and to follow up on that enquiry. Where we do send you information about Avid's services, every email carries an unsubscribe link, and you can opt out at any time by using it or by writing to us at the address under How to contact us below. Opting out never stops us answering an enquiry or delivering a report you asked for.
Where it goes
Enquiries, and any readiness results you choose to send, are stored in HubSpot, the customer relationship system Avid uses. Report requests are stored by Typeform and in Avid's own systems. The website is hosted by Vercel, which also provides the server logs described above. Each of these providers processes data on our instructions under their own security and privacy commitments.
None of these providers store that information in Australia or the United Kingdom, so what you send us is held overseas, including in [TO CONFIRM: countries where HubSpot, Typeform and Vercel process the data]. Where we transfer personal information out of Australia we take reasonable steps to see that it is handled in line with the Australian Privacy Principles. Where information about visitors in the United Kingdom or the European Union is transferred out, we rely on [TO CONFIRM: transfer mechanism, for example UK International Data Transfer Agreement, EU Standard Contractual Clauses, or an adequacy decision].
We do not sell personal information. We share it only with service providers who help us run the business, and where the law requires.
How long we keep it
Enquiries and readiness results: while we are dealing with them, and for [TO CONFIRM: retention period for contact form enquiries] afterwards. Report requests: while we prepare the report, and for [TO CONFIRM: retention period for report requests] after our last contact with you about it. Server logs: [TO CONFIRM: retention period for website server logs], which is set by our host's plan rather than by us.
After that we delete the information or remove anything that identifies you, unless we are required to keep it for longer by law.
Cookies
This site sets no cookies of its own. It runs no analytics, no advertising cookies and no tracking scripts, it does not use HubSpot's website tracking code, and our fonts are served from this site rather than fetched from a third party as you load the page. The contact form reaches HubSpot from our own server after you press send, so nothing about your visit is shared with HubSpot unless you choose to submit the form. That is why you are never asked to accept cookies here: there is nothing being stored on your device to consent to.
There is one exception. The pages that carry the report request form embed it from Typeform, and Typeform sets its own cookies while you fill it in. No other page on this site loads it. If you would rather not, you can open the form on Typeform's own site from the link beside it, or simply not use it.
If we add analytics later, this section will be updated before it goes live.
You can block cookies in your browser; the rest of the site will still work.
Your rights
You can ask us what personal information we hold about you, ask us to correct it, or ask us to delete it. In Australia, the Privacy Act 1988 and the Australian Privacy Principles apply. If you are in the United Kingdom you have further rights under the UK GDPR and the Data Protection Act 2018, including the right to object to processing, to ask us to restrict it, to receive your information in a portable format, and to withdraw consent where we rely on it.
To make a request, use the contact details under How to contact us below, or use the contact form and choose Something else. We may ask you to confirm who you are. We will respond within 30 days, and within one month for a request made under United Kingdom law.
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Office of the Australian Information Commissioner at www.oaic.gov.au, or, in the United Kingdom, to the Information Commissioner's Office at ico.org.uk.
Security
The site is served over an encrypted connection, and we take reasonable steps to protect personal information from misuse, loss and unauthorised access. No method of sending or storing information is completely secure, so we cannot promise absolute security.
How to contact us
To exercise any of the rights above, to ask a question about this policy, or to make a complaint, contact [TO CONFIRM: privacy contact name or role, for example Privacy Officer] at [TO CONFIRM: privacy contact email address].
You can also write to us at Level 2, 104 Commonwealth Street, Surry Hills, NSW 2010, Australia, or at Unit A, 111 Seven Sisters Road, Finsbury Park, London N7 7FN, United Kingdom.
Changes
We may update this policy from time to time. The date at the top tells you when it last changed.