Privacy Policy

Solidifai is committed to protecting your privacy. This policy explains what personal information Solidifai collects, why it is collected, how it is used and disclosed, and the choices you have. It applies to information collected through the Solidifai website, by email, and through any document, form, or proposal exchanged with you.

Solidifai is a registered business name in Australia. The legal owner is on the public Business Names Register maintained by the Australian Securities and Investments Commission (ASIC) and can be searched at asic.gov.au.

Solidifai is operated by a small business and may be eligible for the small-business exemption under the Privacy Act 1988 (Cth). Solidifai applies the Australian Privacy Principles (APPs) to the best of its ability as a matter of best practice. Solidifai is not formally opted in to be bound by the Privacy Act 1988 (Cth). However, Solidifai understands that privacy is a paramount concern and endeavours to adhere to Australian privacy regulations. By using the Solidifai website or contacting Solidifai, you agree to the handling of your personal information as set out in this policy.

Solidifai collects only the personal information reasonably necessary to provide its services and respond to enquiries. This may include:

• Identity and contact details: name, role, firm name, business email address, business phone number, and business postal address.
• Enquiry content: information you choose to provide when you contact Solidifai, including the content of your messages, the documents you share, and the context of your enquiry.
• Engagement records: correspondence, proposals, agreements, meeting notes, and other records created during the course of an engagement.
• Technical and usage information: collected automatically when you visit the website. This includes your IP address, device and browser type, referring URL, pages viewed, and the date and time of access.
• Interaction information (with your consent): where the website's behavioural analytics tool (Microsoft Clarity) is enabled after you consent, Solidifai also collects information about how you interact with pages, such as the pages and elements you interact with, clicks and taps, scrolling, mouse movement, and the path you take through the site during a visit. This information is captured as session recordings and heatmaps. Clarity is set to its balanced masking mode, under which the contents of form fields and drop-down menus are masked, along with content Clarity classifies as sensitive (numbers and email addresses). Other visible text on a page is not masked. See Section 7 for detail on masking, cookies, and consent.

Solidifai does not deliberately collect sensitive information (as defined in the Privacy Act 1988 (Cth)). If an engagement requires Solidifai to collect sensitive information, Solidifai will first ask for your express consent, will collect only what is reasonably necessary, and will store and handle it under the additional safeguards described in Section 9.

Anonymity and pseudonymity. Where it is lawful and practicable, you can deal with Solidifai anonymously or under a pseudonym, for example by submitting a general enquiry through the website contact form without providing your name. For most engagements, however, Solidifai needs to identify you and the firm you represent in order to provide a service, prepare a proposal, or maintain business records.

Solidifai collects personal information:

• directly from you when you submit the website contact form, send an email, attend a meeting, or engage Solidifai for services;
• from publicly available sources such as a firm's website, ASIC, or professional directories, when researching prospective work or preparing for a meeting;
• from third parties you have authorised to share information with Solidifai (for example, a colleague who introduces you); and
• automatically through standard website analytics, as described in Section 7.

Where it is reasonable and practicable, Solidifai collects personal information directly from you.

If Solidifai receives personal information that it did not solicit, Solidifai will assess within a reasonable period whether the information could have been collected directly from you. If not, Solidifai will destroy or de-identify the information, unless retention is required or authorised by law.

Solidifai uses personal information to:

• respond to your enquiry and provide the information or service you have requested;
• assess and prepare proposals, scopes, and engagement letters;
• deliver the services agreed in an engagement;
• maintain client records and meet professional, tax, and regulatory record-keeping obligations;
• send service-related communications, including engagement updates and invoices;
• improve the website, content, and service design; and
• comply with legal and regulatory obligations.

Solidifai will not use your personal information for a purpose unrelated to those above without your consent, unless required or authorised by law.

Solidifai does not run mass marketing campaigns. From time to time, Solidifai may send a brand update, a perspective piece, or an invitation to an event to contacts who have:

• given express consent to receive such messages (for example, by subscribing through the website); or
• an existing professional relationship with Solidifai (for example, current or recent clients, referrers, or colleagues with whom Solidifai is in active correspondence), where the message is reasonably related to that relationship.

Each message will identify Solidifai as the sender, include current contact information, and provide a clear means to unsubscribe. Solidifai will action unsubscribe requests within 5 business days. You can also opt out at any time using the contact form below.

Solidifai keeps disclosure of personal information to a minimum. Personal information may be disclosed to:

• Service providers that support the operation of Solidifai, including hosting, email, document storage, accounting, and professional indemnity insurance. Each provider is engaged under terms that require appropriate handling of personal information.
• Analytics providers, namely Vercel (web analytics) and Microsoft (Microsoft Clarity behavioural analytics), as described in Section 7. Microsoft Clarity involves session recordings and the setting of cookies, and is provided subject to Microsoft's terms and the Microsoft Privacy Statement.
• Professional advisers such as legal, accounting, or insurance advisers, where reasonably necessary.
• Regulators, courts, or law-enforcement agencies, where required or authorised by law.
• A successor entity, in the event of a sale or restructure of Solidifai.

Solidifai does not sell personal information and does not disclose personal information to third parties for their own marketing purposes. Some cookies set by Microsoft Clarity are Microsoft cookies that Microsoft may use for its own purposes, as described in Section 7 and the Microsoft Privacy Statement.

Solidifai uses two analytics tools to understand how its website is used.

Vercel Web Analytics. The Solidifai website uses Vercel Web Analytics to understand aggregate site usage. Vercel Web Analytics does not use cookies and does not track individual users across sites. IP addresses are anonymised before any data is recorded, and no personally identifying information is collected by this tool.

Microsoft Clarity. The website also uses Microsoft Clarity, a behavioural analytics product provided by Microsoft. Clarity helps Solidifai understand how visitors use the website by recording individual browsing sessions (session recordings) and producing heatmaps. Clarity collects information such as the pages and elements you interact with, clicks and taps, scrolling, mouse movement, the path you take through the site during a visit, your device and browser type, and an approximate location inferred from your IP address. To do this, Clarity sets cookies on your browser. Clarity is set to its balanced masking mode for the Solidifai website. In this mode, the contents of form fields and drop-down menus are masked (these are masked in every mode), and content Clarity classifies as sensitive, namely numbers and email addresses, is masked, so that this content is not uploaded to Microsoft or shown in recordings. Other visible text on a page is not masked and may appear in a session recording. Data collected by Clarity is processed and stored by Microsoft on the Microsoft Azure cloud platform, and is handled in accordance with the Microsoft Privacy Statement at privacy.microsoft.com. Microsoft retains Clarity session recordings for up to 30 days, with a sample retained for up to 13 months.

Cookies and consent. The website uses two categories of cookies:

• Strictly necessary cookies, which are required for the website to function correctly. These are always active.
• Analytics and behavioural cookies, which are set by Microsoft Clarity. These are not set unless you consent. When you first visit the website, a cookie banner asks whether you consent to these cookies. Microsoft Clarity, including its cookies and session recording, loads only after you give that consent. If you decline, or do not respond, Clarity's cookies are not set and your session is not recorded. You can withdraw your consent at any time through the cookie controls on the website.

Some of the cookies Clarity sets are Microsoft cookies (for example, an identifier Microsoft uses to recognise unique browsers across Microsoft sites). Microsoft may use these cookies for its own analytics, operational, and advertising purposes, and may synchronise them across Microsoft domains, as described in the Microsoft Privacy Statement. Vercel Web Analytics does not rely on cookies and runs as described above.

For more information about Microsoft Clarity and how Microsoft handles data, including how to manage your choices, see the Microsoft Privacy Statement at privacy.microsoft.com.

Personal information that Solidifai collects directly (including data submitted through the website contact form) is stored in Australia. The website contact form is operated through Supabase using a database hosted in an Australian region.

Some of the third-party service providers Solidifai relies on may store or process personal information outside Australia, most commonly in the United States and other global regions. This typically applies to:

• email and calendar services;
• the Vercel platform that serves the website;
• Microsoft Clarity, which processes and stores website analytics and session-recording data on the Microsoft Azure cloud platform; and
• general business productivity tools (for example, document collaboration and accounting platforms).

Before personal information is disclosed to an overseas recipient, Solidifai takes reasonable steps to ensure the recipient handles the information in a way consistent with the Australian Privacy Principles.

Solidifai takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, and disclosure. These steps include:

• access controls and multi-factor authentication on business accounts;
• encryption of data in transit and, where supported by the provider, at rest;
• segregation of client records by engagement;
• restricted use of personal devices for business data; and
• secure destruction or de-identification of personal information when it is no longer needed and there is no legal obligation to retain it.

No method of transmission or storage is completely secure. If a notifiable data breach occurs, Solidifai will respond in accordance with the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act 1988 (Cth).

Solidifai retains personal information only for as long as it is needed for the purposes set out in this policy, or for as long as required by law. As a general rule, engagement records and related personal information are retained for up to seven years from the end of the engagement. After that period, records are destroyed or de-identified. Website analytics data collected through Microsoft Clarity is retained by Microsoft for the periods described in Section 7.

You can request access to the personal information Solidifai holds about you, and ask for corrections to information that is inaccurate, out of date, incomplete, irrelevant, or misleading. Solidifai will respond to a verified request within a reasonable period and will not charge a fee for making a correction.

If access is refused, Solidifai will provide written reasons and information on how to complain.

To make a request, use the contact form below and select “Privacy request” as the topic.

If you believe Solidifai has breached the Australian Privacy Principles or mishandled your personal information, you can complain by submitting the contact form below with “Privacy complaint” as the topic. Solidifai will acknowledge the complaint within 7 business days and aim to provide a substantive response within 30 days.

If you are not satisfied with the response, you can refer the complaint to the Office of the Australian Information Commissioner (OAIC):

• Website: oaic.gov.au
• Phone: 1300 363 992
• Post: GPO Box 5288, Sydney NSW 2001

The Solidifai website and services are intended for business audiences and are not directed at children. Solidifai does not knowingly collect personal information from children.

The Solidifai website may link to third-party websites. Solidifai is not responsible for the privacy practices of those sites. You should review their privacy policies before providing personal information.

Solidifai may update this policy from time to time. The current version is the one published at solidifai.au. The “Last updated” date at the top of this policy indicates when it was last revised. Material changes will be highlighted on the website for a reasonable period.

For any question about this policy or about how Solidifai handles personal information, use the contact form below and select “Privacy” as the topic.