Privacy Policy
Village Giveaways is the trading name of Matthew McQualter (ABN 67 829 534 329) of 11–17 Swanson Court, Belconnen ACT 2617 (we, us, our). We design, print, and deliver co-branded A5 promotional booklets for independent local businesses across Australia.We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains what personal information we collect, why we collect it, how we store and protect it, and your rights in relation to it.
1. What Information We Collect
We collect personal and business information only from businesses that sign up to participate in a Village Giveaways campaign. We do not collect personal information from consumers or members of the public.
| Data | Why we collect it | Retention |
|---|---|---|
| Business name and trading name | To identify the business in the booklet and on correspondence | 7 years (tax records) |
| ABN | To issue a GST-compliant tax invoice | 7 years (tax records) |
| Owner or manager name | To address correspondence and sign-off communications | Deleted 12 months after last campaign |
| Business email address | Campaign communications, invoice delivery, onboarding | Deleted 12 months after last campaign |
| Business phone number | Occasional campaign queries | Deleted 12 months after last campaign |
| Business logo | To include in the printed booklet design | Deleted 12 months after last campaign |
| Offer text and conditions | To print in the booklet | Deleted 12 months after last campaign |
| Business description | To print in the booklet | Deleted 12 months after last campaign |
| Booklet delivery address | To dispatch booklets via Australia Post registered express post | Deleted 12 months after last campaign |
| Payment information | To process the campaign fee via Stripe. We do not store card details — Stripe handles all payment data. | Not stored by us |
2. How We Collect Information
We collect information through two steps:
Campaign sign-up: When a business pays for a campaign via our Stripe payment link, we receive their business name and email address from Stripe at the time of payment.
Onboarding form: After payment is confirmed, we send the business a digital onboarding form to collect their logo, offer text, business description, and delivery address. This form is sent by email and completed online.
We do not collect information from third parties, data brokers, or public registers beyond what a business provides directly to us.
3. How We Use Information
We use the information we collect solely for the following purposes:
- Designing the business’s page in the booklet
- Printing and dispatching 400 copies of the booklet to the delivery address provided
- Issuing a GST-compliant tax invoice
- Communicating with the business about their campaign (production timeline, dispatch notification, tracking number)
We do not use business information for marketing to third parties, data analysis, profiling, or any purpose beyond delivering the campaign.
4. Who We Share Information With
We do not sell personal information. We share it only to the extent necessary to deliver the campaign:
| Provider | Purpose | Data processed |
|---|---|---|
| Stripe | Payment processing and tax invoice issuance | Business name, email, payment details. Stripe’s privacy policy applies to all payment data. |
| Print supplier | Commercial printing of the booklet | The completed booklet design file (includes business logo, offer, and description) |
| Australia Post | Registered express post dispatch of booklets | Business name and delivery address only |
| HubSpot | CRM and campaign email communications | Contact name, business name, email address |
| Google Workspace | Email and file storage for campaign administration | Business correspondence and campaign records |
| Design Editor (Canva and/or Claude Design) | Designing the business offer page | The complete booklet design file |
Beyond the above, we do not disclose personal information to any other third party unless required by law.
5. Overseas Disclosure
Stripe, HubSpot, Canva, Claude Design and Google Workspace may store or process data on servers located outside Australia, including in the United States. We take reasonable steps to ensure these providers maintain privacy standards consistent with the Australian Privacy Principles. By engaging our services, you consent to this transfer.
6. How We Protect Your Information
We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access. These steps include:
- Using password-protected, access-controlled systems for storing campaign data
- Restricting access to personal information to individuals who need it to run the campaign
- Using Stripe for all payment processing — we do not store card numbers or banking details
- Deleting campaign creative assets and delivery addresses 12 months after the last campaign
No method of transmission over the internet is completely secure. We cannot guarantee absolute security, but we apply reasonable and proportionate measures given the nature of the information we hold.
7. How Long We Retain Information
We retain personal information only for as long as necessary for the purpose for which it was collected, or as required by law:
- Campaign creative assets (logo, offer text, description) and delivery address: deleted 12 months after your last campaign
- Business contact details (name, email, phone): deleted 12 months after your last campaign
- Tax records (business name, ABN, payment amounts): retained for 7 years in accordance with Australian tax law
- Tax records (business name, ABN, payment amounts): retained for 7 years in accordance with Australian tax law
- Payment data: not stored by us — held by Stripe under their own retention policy
8. Your Rights
Under the Privacy Act 1988 (Cth), you have the right to:
- Access the personal information we hold about you
- Request correction of information that is inaccurate, out of date, incomplete, or misleading
- Request deletion of your information where we no longer have a lawful reason to retain it
- Make a complaint about how we have handled your personal information
To exercise any of these rights, email us at [email protected]. We will respond within 30 days.
9. Complaints
If you believe we have handled your personal information in a way that breaches the Australian Privacy Principles, you may lodge a complaint by emailing [email protected] with the subject line “Privacy Complaint”. We will acknowledge receipt within 5 business days and aim to resolve the complaint within 30 days.
If you are not satisfied with our response, you may refer the complaint to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or on 1300 363 992.
10. Updates to This Policy
We may update this Privacy Policy from time to time. The current version will always be published at villagegiveaways.com.au/privacy with the effective date shown at the top. Material changes will be communicated via the website.