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Privacy Policy — Watchwork AI

Last updated: 8 September 2026

Who we are

Watchwork AI (public brand often Watchwork) is an individual sole trader in Queensland, Australia.

We help businesses set up and care for AI integration, automation, PA-style workflows, and related telephony/messaging configurations in their own systems. We implement on client-owned tools; we do not host or own the client’s production stack as a Watchwork platform.

This policy explains how we handle personal information. If the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) apply to us, we aim to handle information consistently with them. Even where a small-business exemption might apply, we still take privacy seriously and follow this policy in practice.

Paid engagements are also governed by our Client Services Agreement.

What we collect

Depending on how you deal with us, we may collect:

From website visitors and enquiries

  • Name, email address, phone number, business name
  • Message content from the enquiry form or email
  • Basic technical data (e.g. IP address, browser type, pages viewed) if our site or hosting analytics collect it

From clients (and people in client businesses)

  • Contact details of you and your nominated staff
  • Billing and invoice details (we are not registered for GST; that may change later)
  • Information needed to deliver services: access you provide or invite (admin invites, API keys, or credentials you control), workflow descriptions, email/diary/call-related content you ask us to work with, call recordings or transcripts if your telephony setup produces them and you ask us to use them
  • Support correspondence

Important — client accounts: Clients log into and own their AI, email, telephony, CRM, and related accounts with their details. Personal information and business content in those accounts primarily lives under the client’s control and under the client’s contracts with those vendors. We access that information only as invited or instructed to deliver the engagement.

From public or third-party sources

  • Public business contact details you publish
  • Information from tools you connect us to (only as needed for the engagement)

We do not sell personal information.

Sensitive information: We do not seek sensitive information (health, biometrics, etc.) as a core part of our product. If your workflows involve sensitive or special categories of data, tell us before setup so we can agree appropriate boundaries — or decline that scope.

Why we collect it

We collect and use personal information to:

  • respond to enquiries and provide quotes
  • enter and perform client engagements (setup, configuration, ongoing care)
  • invoice and manage the commercial relationship
  • improve our service quality and documentation (without unnecessarily exposing your confidential data)
  • meet legal and accounting obligations
  • secure our systems and prevent misuse

If you do not provide information we need for an engagement, we may not be able to deliver the services.

How we hold and protect it

We hold information in:

  • email and ordinary business systems
  • files and notes related to your engagement
  • tools and accounts you own (where the data primarily lives under your control)

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure — including careful handling of admin access you grant us, and using strong access practices.

No method of storage or transmission is completely secure. You remain responsible for securing Client Systems you own (MFA/2FA, access revocation when staff change, API key hygiene, vendor billing status, etc.), as set out in the Client Services Agreement.

When an engagement ends, we retain business records as needed for legal, tax, and dispute purposes, then delete or de-identify information when it is no longer required, subject to your ongoing ownership of data in your vendor accounts. Revoking our access does not delete data in your accounts.

Who we disclose it to

We may disclose personal information to:

  • you and your authorised staff
  • service providers who help us run the business (e.g. email hosting, accounting, document tools), under confidentiality expectations appropriate to the provider
  • professional advisers (e.g. accountant, lawyer) if needed
  • regulators or courts if required by law

We do not invoice or on-bill your AI platform providers, telephony providers, or similar vendors. Those relationships are yours. When we act as an invited admin on your accounts, personal information may be processed inside those platforms under your contracts with them. Watchwork is not the operator of those platforms.

We do not sell or rent personal information for marketing lists.

Overseas disclosure (important)

Some tools used in our business — or in your stack that we help configure — may store or process data on servers outside Australia (for example, overseas AI platform providers, cloud email, or telephony providers).

If personal information is disclosed overseas:

  • overseas recipients may not be subject to the Australian Privacy Act
  • overseas legal regimes differ

Where you choose the vendor and host the data in your accounts, you control that disclosure under your agreement with that vendor. Where we use a provider in our own operations, we take reasonable steps appropriate to a small business, but we flag that overseas processing is a real possibility for modern cloud tools.

If this is a concern for your industry or contracts (e.g. government, health, strict customer DPAs), raise it before kickoff so we can design accordingly or decline unsuitable scope.

Direct marketing

We may contact enquirers or clients about our services using details you provided. You can opt out of marketing emails by replying or emailing info@watchwork.au. Service/billing messages are not marketing.

Access and correction

You may request access to personal information we hold about you, or ask us to correct it if it is inaccurate, out of date, or incomplete.

Email info@watchwork.au with “Privacy access/correction” in the subject. We will respond within a reasonable time. We may need to verify your identity. In limited cases we may refuse access where the law allows; if so, we will explain why where practicable.

For data that lives only in your vendor accounts, you (as account owner) are usually best placed to access and correct it there. We are not the system of record for your production CRM, mailbox, or telephony data.

Complaints

If you have a privacy complaint:

  1. Email info@watchwork.au with details.
  2. We will investigate and respond in a reasonable time.

If you are not satisfied, you may contact the Office of the Australian Information Commissioner (OAIC): https://www.oaic.gov.au/

Children

Our services are aimed at businesses and adult operators. We do not knowingly seek personal information from children.

Changes to this policy

We may update this policy from time to time. The “Last updated” date will change. Material changes for active clients will be communicated by email or via the website where practical.

Contact

Privacy contact: Watchwork AI
Email: info@watchwork.au
Post: 5 Peregrine Crescent, Coomera QLD 4209, Australia
Phone: +61 426 933 737
Web: https://watchwork.au

For formal notices you may also use jjjooste7@gmail.com; prefer info@watchwork.au for client-facing privacy requests.