Effective Date: 3 August 2026
Last Updated: 3 August 2026
Document Version: 1.0

1. Introduction

All Flags and Signs Pty Ltd (ABN 45 673 507 705) (“we,” “us,” “our,” “AFS,” or “Company”) is a custom flag, signage, banner, and grand format printing business based in Maddington, Western Australia. This Privacy Policy explains how we collect, use, store, share, and protect personal information across our website, digital platforms, and services — including any AI-powered assistant made available on our website.

This policy applies to:

Visitors to allflags.com.au and our website
Users of our AI assistant and other digital platforms, where available
Prospective clients who contact us for quotes or information
Clients who engage our design, printing, manufacturing, and installation services
Anyone who provides information through contact forms, quote requests, or direct communication

By accessing our website or services, you agree to this Privacy Policy. If you do not agree, please do not use our services.

2. Data Categories Collected

2.1 Information You Provide Directly

Contact Forms & Enquiries

Full name
Email address
Phone number
Message content describing your enquiry
Any other information you voluntarily provide

Quote Requests

Full name and contact details
Company name and industry
Delivery, installation, or event address
Type of product or service required (flags, banners, signage, event signage, grand format print, installation, etc.)
Quantities, sizes, artwork, and timeline requirements

Artwork and Job Data

Logos, design files, images, and branding materials supplied for production
Proofs, approvals, and revision correspondence
Site measurements and installation photographs (with consent)
Order history and production records

Communication & Correspondence

Email messages and attachments
Phone call notes and call summaries
Consultation and site visit notes
Support requests and feedback on our services

AI Assistant Interactions (where available)

Questions and prompts you submit within the assistant
Conversation history and AI-generated responses
Enquiry details submitted through assistant forms
Any free-text messages or content you submit

2.2 Information Automatically Collected

Website Technical Data

IP address and approximate geolocation
Device type, operating system, and browser version
Pages visited and time spent on each page
Referring source (how you found us) and exit pages
Session information and unique identifiers

Analytics & Behavioural Data

Interaction patterns with our website and content
Which products or pages you view
Form submission patterns and completion rates
Quote request and enquiry conversion data

3. AI Assistant Interaction Data

3.1 Data Collection

Where available, our AI assistant helps prospective and existing clients get quick answers about AFS’s flags, signage, banner, and printing products and services, including general guidance on our process, product range, and how to request a quote. When you interact with the assistant, we collect the questions and prompts you submit, the responses generated, your feedback on response helpfulness, conversation history and context, and the time and date of interactions.

3.2 How Conversational Data Is Used

Your conversation data may be used to respond to your enquiries, refine the assistant’s accuracy and relevance, understand common questions across users, improve underlying AI models (subject to your opt-out preferences, see Section 3.4), and generate aggregate insights about enquiry trends. Inputs you submit may be processed by our AI technology provider in accordance with that provider’s own privacy policy. Conversational data is not permanently stored beyond the retention period below unless retaining it longer is needed for customer support, security, or legal reasons.

3.3 Storage & Third-Party Processing

Conversation data collected through any AI assistant on our website is stored and processed by our website and AI platform providers, acting as data processors on our instructions, using industry-standard security measures. Where the assistant uses a third-party AI model provider (such as OpenAI), your conversational data may be processed by that provider in accordance with its own privacy policy. By using the assistant, you consent to this processing.

Data Retention for Conversational Content — AI assistant conversational data is retained for 30 days and deleted automatically thereafter, unless required longer for security or legal compliance. You may request earlier deletion at any time (see Section 7).

3.4 AI Model Training & Improvement

By default, your conversation data may be used to help train and improve the AI models underlying our assistant. You can opt out of this use at any time by contacting sales@allflags.com.au with the subject line “Opt-Out of AI Training” and specifying the data you want excluded. This opt-out does not affect real-time responses to your queries.

4. How We Use Your Information

4.1 Service Delivery

Respond to enquiries and provide information about our products and services
Prepare quotes, proofs, and order confirmations
Produce artwork, design layouts, and print-ready files
Manufacture, print, finish, and dispatch or install Goods
Provide post-order support, warranty, and reorder services
Deliver relevant answers and guidance through our AI assistant, where available

4.2 Business Operations

Maintain accurate client records and enquiry databases
Process payments, deposits, and manage billing
Manage production scheduling and job tracking
Document communications and order decisions

4.3 Marketing & Business Development

Identify potential clients and follow up on enquiries
Create case studies and project galleries (with client permission)
Refine our product and service offerings
Develop targeted marketing campaigns

4.4 Analytics & Continuous Improvement

Analyse website usage and user behaviour patterns
Track which products and content generate interest
Measure campaign and website effectiveness
Identify technical issues and improve website functionality

4.5 Communication

Send quote, order, and installation updates
Follow up on initial enquiries and quotes
Request feedback on our services
Send promotional materials and offers (with consent)

4.6 Compliance & Legal Obligations

Meet legal requirements under the Privacy Act 1988 (Cth)
Enforce terms of service and contracts
Prevent fraud and unauthorised access
Respond to lawful requests from authorities
Maintain audit trails and compliance records

5. Data Recipients & Third-Party Sharing

5.1 Data Processors & Service Providers

We share your information with trusted partners who process data on our behalf. Where a specific provider is not yet finalised, AFS should confirm and update this table before publishing:

Service Category	Providers Used	Purpose
AI Assistant Platform	Third-party AI platform provider (e.g. OpenAI), where in use	Powering and hosting our website AI assistant
Website Hosting & Infrastructure	Studio22 / hosting provider	Website hosting, security, backups
Analytics & Tracking	Google Analytics, Google Tag Manager	Website performance and user behaviour analysis
Email Marketing & Communications	Mailchimp, SendGrid, or similar platforms	Email campaigns and automated communications
Quote & Enquiry Management	Gravity Forms or native website forms, CRM if in use	Handling contact form and quote requests
Payment Processing	Stripe, PayPal, EFTPOS, or similar processors	Processing deposits, payments and invoicing
Freight & Delivery	Couriers and freight providers engaged for delivery	Delivering Goods to Client-nominated addresses

5.2 Data Sharing Within All Flags and Signs

Sales and customer service staff receive enquiry information
Production, art, and installation teams receive job and artwork details
Office and finance staff receive billing and payment information
Management receives aggregated analytics and business insights

5.3 Data We Do NOT Share

We do not sell personal information to third parties
We do not rent or lease contact lists
We do not share data with unaffiliated marketing companies
We do not disclose data to data brokers

5.4 Sharing with Legal Authority

We may disclose information if required by law, court order, or government request, or if we believe disclosure is necessary to comply with legal obligations, enforce our terms of service, or protect the rights and safety of All Flags and Signs, our users, or the public.

6. Data Retention

Data Type	Retention Period	Reason
Website Analytics Data	90 days (aggregated)	Performance tracking and optimisation
IP Logs & Technical Data	30 days	Security and fraud prevention
Contact Form & Quote Enquiries	12 months	Lead tracking and follow-up
AI Assistant Conversational Data	30 days	Unless required longer for security or legal compliance
Email Communications	24 months	Business continuity and reference
Order, Artwork & Production Records	7 years	Warranty, reorders, and record-keeping
Marketing & Prospect Lists	Until opt-out or 2 years inactivity	Sales pipeline management
Financial Records & Invoices	7 years	Tax and legal compliance
Cookie Data	Until browser cleared	Session management

6.1 Data Deletion

Upon request, we will delete your personal information within 30 days, except where data is required for legal compliance or tax obligations, is necessary to complete an order already in progress, has been anonymised or aggregated, or has already been shared with third parties (deletion requires their action). To request deletion, contact: sales@allflags.com.au

7. User Rights & Controls

7.1 Your Privacy Rights

Right to Access — You may request a copy of your personal information. We will provide it within 30 days in a readable format.

Right to Correct — You may request correction of inaccurate or incomplete information. We will update records within 30 days.

Right to Delete — You may request deletion of your personal information. We will delete within 30 days unless legal obligations require retention.

Right to Data Portability — You may request your data in a portable, machine-readable format. We will provide it within 30 days.

Right to Opt-Out — You may opt out of marketing communications by clicking “unsubscribe” in emails, opt out of AI model training on your conversational data (Section 3.4), opt out of analytics and tracking via browser settings, and manage cookie preferences through your browser.

Right to Restrict Processing — You may restrict how we use your data in certain circumstances. We will honour reasonable restrictions while maintaining core service functionality.

7.2 How to Exercise Your Rights

Email: sales@allflags.com.au
Phone: (08) 9493 5500
Mailing Address: 13 Valencia Way, Maddington WA 6109
Website: allflags.com.au

Please include your full name, email address, and a clear description of your request. We will respond within 30 days. Complex requests may take an additional 30 days.

8. Security & Data Protection

8.1 Security Measures

Technical Security

SSL/TLS encryption for data in transit
Encrypted storage for sensitive data at rest
Firewalls and intrusion detection systems
Regular security reviews
Secure authentication for internal systems

Administrative Security

Access controls limiting data to authorised personnel only
Staff confidentiality obligations
Regular privacy and data handling awareness
Audit logs and activity monitoring

Physical Security

Secure office and production facilities with restricted access
Backup systems and disaster recovery protocols
Secure handling of physical documents and artwork

8.2 Limitations

While we take security seriously, no system is 100 percent secure. We cannot guarantee absolute protection against all threats. Use our services at your own risk.

8.3 Data Breach Notification

If we discover a breach affecting your personal information, we will notify you without undue delay, provide details of the breach and affected data, suggest steps you can take to protect yourself, and notify relevant authorities where required by law.

9. Children’s Privacy

Our website and AI assistant (where available) are available to users aged 13 and older for informational purposes. Our services are contracted with property owners, event organisers, businesses, or their authorised representatives. We do not knowingly collect information from children under 13. If we become aware that a child under 13 has submitted information, we will delete it immediately.

10. International Data Transfers

All Flags and Signs is based in Australia. Your information may be transferred to, stored in, and processed in Australia or countries where our service providers operate, including any AI, hosting, or analytics providers we engage. Where information is transferred outside Australia, we take reasonable steps to ensure it receives a comparable standard of protection. By using our services, you consent to data transfers of this kind.

11. Cookies & Tracking Technologies

11.1 Cookie Types

Essential Cookies (Required) — Session management and authentication, security and fraud prevention, basic website functionality.

Performance & Analytics Cookies (Optional) — Website analytics and traffic tracking, performance monitoring and optimisation, user experience improvement.

Marketing Cookies (Optional) — Personalised content and advertising, retargeting and remarketing campaigns, social media integration.

11.2 Cookie Management

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. Disabling cookies may limit website functionality.

11.3 Third-Party Tracking

Third parties may set their own cookies and tracking pixels on our website. Review their privacy policies for details on how they handle your information.

12. Compliance with Privacy Laws

12.1 Australian Privacy Act Compliance

All Flags and Signs complies with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), including lawful and fair collection of personal information, limited use and disclosure of information, data quality and security standards, user access and correction rights, openness and transparency in practices, and individual privacy complaint handling.

12.2 Other Jurisdictions

If you are located outside Australia and interact with our website or services, we will handle your personal information in accordance with this policy and applicable local laws to the extent they apply, including the EU General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA) where relevant.

13. Third-Party Links & Services

Our website may contain links to third-party websites and services. All Flags and Signs is not responsible for their privacy practices or content. Review their privacy policies independently before providing any information.

14. Updates to This Privacy Policy

We may update this Privacy Policy to reflect changes in legal requirements, new features, or business practices. When we make material changes, we will post updates here with a new “Last Updated” date, and notify users of material changes via email or prominent notice on our website where appropriate.

Your continued use of our services constitutes acceptance of updated policies.

15. Complaints & Dispute Resolution

15.1 Contact All Flags and Signs First

If you have privacy concerns or complaints:

Email: sales@allflags.com.au
Phone: (08) 9493 5500
Mailing Address: 13 Valencia Way, Maddington WA 6109

We will investigate and respond within 30 days.

15.2 Regulatory Authorities

If dissatisfied with our response, you may contact the relevant regulatory authority:

Australia (OAIC) — Office of the Australian Information Commissioner. Website: www.oaic.gov.au. Phone: 1300 363 992.

16. Specific Notices for AI Processing

16.1 Third-Party AI Integration

Where our website includes an AI-powered assistant, it may use a third-party AI platform’s technology (such as OpenAI) to generate responses. By using the assistant you consent to that provider processing your conversational data, that provider’s own privacy policy applies in addition to ours, your data may be used to help train or improve that provider’s models, and you may opt out of training data use by contacting sales@allflags.com.au.

16.2 AI Model Training Opt-Out

If you do not want your conversation data used to train AI models, contact sales@allflags.com.au with the subject “Opt-Out of AI Training”, and specify the data you want excluded. This does not affect real-time responses to your queries.

17. Limitations & Disclaimers

This privacy policy is for informational purposes and is not a substitute for legal advice. All Flags and Signs provides this policy “as-is” without warranties. We are not liable for unauthorised access, data loss, or breaches beyond our reasonable control. For specific legal guidance regarding your privacy rights, consult a qualified privacy professional.

18. Contact Information

All Flags and Signs Privacy Enquiries

Email: sales@allflags.com.au
Phone: (08) 9493 5500
Mailing Address: 13 Valencia Way, Maddington WA 6109
Website: allflags.com.au

19. Acknowledgment

By using All Flags and Signs’ website, App, or services, you acknowledge that you have read, understood, and agree to this Privacy Policy and our collection and use of your information as described.