Privacy Policy
Cotinus Consulting
Last updated: [DATE] ABN: 67 901 969 826
1. Our commitment to your privacy
Cotinus Consulting ("we," "us," "our") is committed to protecting your personal information and handling it responsibly. This Privacy Policy explains how we collect, use, store, and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
By visiting our website, submitting a form, booking a discovery call, or engaging our services, you agree to the collection and use of your information as described in this policy.
If you do not agree with this policy, please do not use our website or services.
2. Who we are
Cotinus Consulting is a marketing consulting business operated by Olive Reilly, based in Brisbane, Queensland, Australia. We provide marketing strategy, systems, and advisory services to small businesses and sole traders.
Contact details:
Email: hello@cotinusconsulting.com
Website: cotinusconsulting.com
ABN: 67 901 969 826
3. What personal information we collect
We may collect the following types of personal information:
Information you provide directly:
Your name and email address (via our website lead capture form)
Your business type and industry
Your contact details, including phone number (if provided during a discovery call or client engagement)
Business information relevant to the services we provide, including marketing materials, brand assets, CRM data, and operational information
Payment information (processed securely through our third-party payment provider — we do not store card details directly)
Communications you send us via email, enquiry forms, or messaging platforms
Information collected automatically:
Website usage data including pages visited, time on page, and referring source (via analytics tools)
Device and browser information
IP address
Information from third parties:
If you book a discovery call through our scheduling tool (e.g., Calendly), we may receive information you provide during that booking process
We only collect information that is reasonably necessary for the purposes described in this policy.
4. How we collect your information
We collect personal information through:
Our website contact and lead capture forms (SquareSpace and Kit)
Discovery call bookings via our scheduling platform (Calendly)
Email and direct communications (Gmail and Slack)
Our onboarding process when you engage our services
Website analytics tools (Including Google Analytics and SquareSpace)
Our email marketing platform (including Kit)
5. Why we collect your information and how we use it
We collect and use your personal information to:
Respond to your enquiries and provide information about our services
Deliver the services you have engaged us for, including The Build, The Guide, and The Engine
Send you the pricing guide or other resources you have requested
Send you email communications you have opted into, including updates, tips, and offers relevant to your business (you can unsubscribe at any time)
Process payments and maintain financial records
Improve our website, services, and communications
Meet our legal and regulatory obligations
We will not use your personal information for purposes other than those described above without your consent, unless required or permitted by law.
6. Marketing communications
If you submit your email address through our website form or during a client engagement, you consent to receiving marketing communications from Cotinus Consulting. These may include:
Our pricing guide and any other resources you requested
Updates, tips, and educational content relevant to your business
Information about our services and offers
You can unsubscribe from marketing communications at any time by clicking the unsubscribe link in any email we send, or by contacting us directly at hello@cotinusconsulting.com.
Unsubscribing from marketing emails will not affect the delivery of service-related communications if you are an active client.
7. Who we share your information with
We do not sell, rent, or trade your personal information to third parties.
We may share your information with trusted third-party service providers who assist us in operating our business and delivering our services. These include:
Our email marketing platform (Kit)
Our scheduling platform (Calendly)
Our payment processor (Stripe and Xero)
Our website platform (Squarespace)
Our analytics platform (Google Analytics)
Our project management and communication tools (Slack and Notion)
Our accountant or bookkeeper, where required for financial record-keeping
All third-party providers are required to handle your information securely and only for the purposes for which it was shared. Some of these providers may store data outside of Australia. Where this occurs, we take reasonable steps to ensure your information receives a standard of protection comparable to the Australian Privacy Principles.
We may also disclose your information where required by law, court order, or regulatory authority.
8. How we store and protect your information
We take reasonable steps to protect the personal information we hold from misuse, interference, loss, unauthorised access, modification, or disclosure.
These steps include:
Password protection and access controls on all systems containing personal information
Using reputable, security-certified third-party platforms for data storage and communications
Limiting access to personal information to those who need it to perform their role
While we take these precautions, please be aware that no method of electronic transmission or storage is 100% secure. We cannot guarantee the absolute security of information transmitted to us online.
9. How long we retain your information
We retain personal information for as long as necessary to fulfil the purposes described in this policy, or as required by law.
Specifically:
Lead and enquiry data: Retained until you unsubscribe or request deletion
Client data: Retained for a minimum of seven years for tax and legal compliance purposes, in accordance with Australian law
Website analytics data: Retained in accordance with the data retention settings of our analytics platform
10. Your rights
Under the Australian Privacy Principles, you have the right to:
Access the personal information we hold about you
Correct any personal information that is inaccurate, incomplete, or out of date
Request deletion of your personal information, subject to our legal obligations to retain certain records
Opt out of marketing communications at any time
Make a complaint about how we have handled your personal information
To exercise any of these rights, please contact us at olive@cotinusconsulting.com.
We will respond to all requests within a reasonable timeframe, and no later than 30 days.
11. Cookies and website analytics
Our website uses cookies and analytics tools to understand how visitors interact with our content. This helps us improve the website experience and understand where our visitors come from.
You can disable cookies through your browser settings. Please note that disabling cookies may affect the functionality of some parts of our website.
Our analytics platform is Google Analytics. You can opt out of Google Analytics tracking at any time using the Google Analytics Opt-out Browser Add-on.
12. Links to third-party websites
Our website may contain links to third-party websites, including our social media profiles and scheduling platform. This Privacy Policy applies only to Cotinus Consulting's website and services. We are not responsible for the privacy practices of third-party websites and encourage you to read their privacy policies before submitting any personal information.
13. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes to our practices or legal requirements. The current version will always be available on our website, with the "last updated" date shown at the top of this page.
We encourage you to review this policy periodically. Continued use of our website or services after any changes constitutes your acceptance of the updated policy.
14. How to contact us or make a complaint
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:
Cotinus Consulting
Email: hello@cotinusconsulting.com
Website: cotinusconsulting.com
If you are not satisfied with our response to a privacy complaint, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
Office of the Australian Information Commissioner Website:www.oaic.gov.au Phone: 1300 363 992