Privacy Policy
Privacy Policy
Lumomatics ("we", "us", "our") respects your privacy and is committed to protecting your personal information. This policy explains what we collect, how we use it, and the rights you have over your information.
This policy is written to comply with the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs).
Who we are
Lumomatics is a small business workflow consulting service operated by John Costabile, ABN 13 142 760 466.
Contact: sales@lumomatics.com.au
Based: Mornington Peninsula, Victoria, Australia
What information we collect
We collect only the information needed to deliver our services and run our business.
Information you give us directly
- Your name, email, phone number, and business details when you fill in a form, book an audit, or contact us
- Information about your business workflow, tools, and processes when you complete our intake questionnaire or share examples during an audit
- Payment details when you pay for a service (processed by Stripe — we don't store card numbers ourselves)
- Any information you choose to share by email or during a discovery call
Information collected automatically
- Basic site analytics (pages visited, approximate location, device type) via Cloudflare Web Analytics
- Cloudflare Web Analytics is privacy-friendly and does not use cookies or track users across sites
We do not use advertising trackers, third-party cookies, or behavioural retargeting on this site.
How we use your information
We use the information you give us to:
- Respond to your enquiries
- Deliver the services you've asked for (such as a Workflow Clarity Audit)
- Send you the deliverables and any follow-up communication related to your engagement
- Issue invoices and process payments
- Improve our services based on what we learn from client work
- Comply with our legal obligations (tax, accounting, etc.)
We will only contact you for marketing purposes if you've explicitly opted in (for example, by subscribing to a newsletter). You can unsubscribe at any time.
How we share your information
We do not sell your information. Ever.
We share information only with the third-party services we use to operate the business, and only to the extent needed:
- Stripe — payment processing
- Tally / Fillout — form submissions
- TidyCal / Cal.com — booking scheduling
- Cloudflare — website hosting and analytics
- Google Workspace / Fastmail — email
- Our accountant — for tax and bookkeeping purposes
Each of these providers has its own privacy policy and security practices. We choose providers we believe handle data responsibly.
We will never share information about your business workflows, processes, or any sensitive operational detail with anyone outside Lumomatics without your explicit permission.
AI and your data
We use AI tools (such as Claude, ChatGPT, and similar) as part of our work. When we do:
- We only use information you've shared with us for the purpose of delivering your engagement
- We do not submit your data to AI tools that train on user input where avoidable, and we use enterprise or privacy-respecting tiers where available
- We never share information that would identify your business or customers in any output, training data, or example used elsewhere
If you have specific concerns about how AI tools are used in your engagement, tell us before we start and we'll work to your requirements.
How long we keep your information
We keep your information only as long as we need it:
- Active client information — for the duration of the engagement plus 7 years (Australian tax record-keeping requirements)
- Enquiry-only information — up to 12 months after last contact, then deleted
- Marketing list information — until you unsubscribe
You can ask us to delete your information at any time, subject to our legal obligations.
Your rights
Under the Australian Privacy Principles, you have the right to:
- Ask what personal information we hold about you
- Ask us to correct information that's wrong
- Ask us to delete your information (subject to legal record-keeping requirements)
- Complain if you think we've handled your information badly
To make any of these requests, email sales@lumomatics.com.au. We'll respond within 30 days.
If you're not satisfied with how we handle your complaint, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.
Security
We use reasonable technical and organisational measures to protect your information, including encrypted connections (HTTPS), reputable third-party providers, and access controls on the systems we use.
No method of online storage or transmission is 100% secure, but we treat your information with the same care we'd want our own treated with.
Changes to this policy
If we update this policy, we'll change the "Last updated" date at the top. Material changes will be notified to active clients by email.
Contact
Questions about privacy or this policy: sales@lumomatics.com.au