Machine Room runs advertising, enquiry handling and reporting for aesthetic clinics in Australia. This policy explains what personal information we collect, why we collect it, how we store it, and how you can access or remove it. We have kept it in plain English on purpose.
1. Who we are
Machine Room ("we", "us", "our") is an Australian business operating under ABN 41 404 973 592. We provide advertising, lead management and reporting services to clinics and other businesses.
We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
2. What information we collect
We only collect what we need in order to respond to you and provide our services.
Information you give us directly
- Your name, email address and phone number
- Your business or clinic name
- Information you provide in enquiry forms, including answers about your business and its marketing
- Anything you tell us during a phone call, video call or written correspondence
Information collected automatically
- Website usage data such as pages visited, time on site, referring source and general device information
- Cookies and similar technologies, including the Meta pixel, used to measure advertising performance and show relevant ads
Information from third parties
- Details you submit through advertising platforms such as Meta lead forms
- Publicly available business information, such as a clinic's listed contact details
We do not knowingly collect sensitive information, and we do not collect or process patient health information belonging to our clients' patients.
3. Why we collect it
- To contact you about an enquiry you have made
- To provide, manage and improve our services
- To send you material you have requested, such as guides or checklists
- To send you relevant marketing communications, where you have consented or where it is reasonably expected in a business context
- To measure and improve the performance of our advertising and website
- To meet our legal and record keeping obligations
4. Marketing communications
If you enquire with us or request material from us, we may send you follow up emails or messages about our services. Every marketing message includes a way to unsubscribe, and we action any opt out promptly. You can also opt out at any time by emailing us at the address below.
5. Who we share it with
We do not sell your personal information. We share it only where necessary, with:
- Service providers who help us operate, including our customer relationship management platform, email and messaging providers, website hosting and analytics providers
- Advertising platforms, for measuring and improving campaign performance
- Professional advisors such as accountants or lawyers, where required
- Government bodies or regulators, where we are required to do so by law
Some of these providers store data outside Australia, including in the United States. Where that happens we take reasonable steps to ensure your information is handled consistently with the Australian Privacy Principles.
6. Cookies and tracking
Our website uses cookies and tracking pixels to understand how visitors use the site and to measure advertising performance. You can disable cookies through your browser settings, though some parts of the site may not function as intended if you do.
7. How we store and protect it
Your information is stored in secure, access controlled systems. We limit access to the people who need it to do their job. While no method of transmission or storage is completely secure, we take reasonable steps to protect your information from misuse, loss, unauthorised access, modification or disclosure.
8. How long we keep it
We keep personal information only as long as we need it for the purposes described in this policy, or as long as we are required to by law. If you ask us to delete your information and we are not legally required to retain it, we will do so.
9. Call recording
Some calls with us may be recorded for training and quality purposes. Where a call is recorded you will be notified at the start of the call, and you may ask us not to record. Recordings are stored securely and are subject to the same access, retention and deletion practices set out in this policy.
10. Your rights
- Ask what personal information we hold about you
- Ask us to correct information that is inaccurate or out of date
- Ask us to delete your information, subject to any legal obligation we have to keep it
- Opt out of marketing communications at any time
- Make a complaint if you believe we have mishandled your information
To exercise any of these rights, email us using the details below. We will respond within a reasonable time, ordinarily within 30 days.
11. Complaints
If you are not satisfied with how we have handled your information or your complaint, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.
12. Changes to this policy
We may update this policy from time to time. The current version is always available on this page, with the date it was last updated shown at the top.