Privacy
Caelaria is an independent studio in Perth, Western Australia. This page explains, in plain English, what we collect through caelaria.ai, the AI assistant, our emails and calls to businesses, and our client work, and what we do with it. We aim to follow the Australian Privacy Principles.
Caelaria, ABN 56 404 199 639. Privacy contact: privacy@caelaria.ai.
What we collect
- Website visits: anonymous page and event counts (see Analytics below).
- The AI assistant: what you type into the chat, and, if you choose to book a call, your name, business, phone or email and a good time to call. We keep a short summary the assistant writes of your answers, and where your visit came from, with those details.
- Businesses we contact: business contact details that a business publishes on its own website, and notes about the business from public sources.
- Clients: contact, project and billing details.
- The studio inquiry tool runs in your browser and does not send anything to us. You choose whether to copy and send the brief yourself.
How we collect it
Directly from you (the assistant, its form, email and calls), and from contact details a business publishes for business contact on its own website.
Why we use it
To reply to you and arrange the call you asked for; to deliver and support client work; to contact businesses about relevant services, with an easy way to opt out; to improve the website using anonymous statistics; and to meet legal obligations. We don’t sell personal information and we don’t buy contact lists.
The AI assistant
The assistant on our website is an AI, not a person. What you type in the chat is sent to DeepSeek, an AI provider that processes and stores data in China, where Australian privacy law may not protect it and we can’t control how it is used. The chat tells you this and asks you to agree before you start. Please don’t share anything sensitive. DeepSeek keeps, and may use, what it receives under its own privacy policy.
When you book a call, your contact details go through a separate form straight to our own database, not through DeepSeek. If you type a phone number or email into the chat itself, our server removes it before the message goes to DeepSeek and passes it to us. If you’d rather not use the AI at all, choose “Talk to a person instead” in the assistant, or prepare a brief on our studio page and send it to us yourself. We delete our copy of chat transcripts 90 days after the last message. We never send client project data to the assistant’s AI provider.
Analytics
We count visits ourselves, without cookies or third-party trackers. Each browser tab gets a random ID that isn’t kept between visits. We record page and event names (for example “chose the cleaning path”), the referring website (its domain only), campaign (UTM) tags, the numbers you try in the hours calculator, and a device type. Our analytics don’t store IP addresses; our hosting provider’s standard request logs record them for security and keep them for about 30 days. If your browser sends Do Not Track or Global Privacy Control, we record no analytics events, and the assistant doesn’t keep where your visit came from. If you leave your details, we link them to the path you chose, the pages of that visit and any calculator numbers you tried, so we know which parts of the site are useful.
Emails and calls to businesses
We only email businesses at addresses they publish for business contact, and every email identifies us and includes an unsubscribe link that we act on within 5 business days. We check phone numbers against the Do Not Call Register before calling. Ask us to stop at any time and we will stop on every channel.
Who else handles your information
| Provider | Purpose | Location |
|---|---|---|
| Google Firebase / Cloud | Website hosting, API and database | Sydney region, Australia (Google may access or process it from other countries, including the United States) |
| DeepSeek | AI assistant replies | China |
| Namecheap email forwarding, then Google Gmail | Business email (our addresses forward to our inbox) | United States |
Automated decisions
We use software to sort and prioritise business leads, and the AI assistant answers questions. No decision that significantly affects you is made by a computer alone: a person reviews every proposal and price.
How long we keep it
| Information | Kept for |
|---|---|
| Chat transcripts (our copy) | 90 days after the last message |
| Analytics events | 13 months |
| Contact details you give us, and the assistant’s summary | Until you ask us to delete them, or 2 years after our last contact |
| Businesses we researched or contacted who didn’t engage | 12 months after last contact |
| Unsubscribe and do-not-contact list | Kept permanently (address or number and date only), so we can honour it |
| Do Not Call Register checks and where we found contact details | 2 years |
| Client records | 7 years (tax and legal requirements) |
Security
Access is limited to people who need it, and our admin tools need a secret key. Data is encrypted in transit and at rest by our hosting provider, and personal data is kept out of our public website code. If a data breach is likely to cause you serious harm, we will tell you.
Access, correction and complaints
Ask us for a copy of your information, to correct it or to delete it, using the privacy contact above. We reply within 30 days, at no charge. We acknowledge complaints within 7 days and aim to resolve them within 30 days. If you’re not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
Changes
We update this page and its date when our practices change.