Privacy policy

ELORA DIGITAL Pty Ltd (ELORA DIGITAL, we, us) is a software development studio in Box Hill North VIC 3129, Australia. ABN 85 703 334 098.

This policy covers the website at eloradigital.com.au, our contact and quote forms, the project wizard, our newsletter, the client portal, the AI assistant (voice and text) and the personal information we handle when we work with you.

We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Even where the small business exemption might apply to us, we follow the Act in practice, because it is what businesses and their customers should expect.

Privacy questions and requests: contact@eloradigital.com.au. Postal address: we give you one on request.

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

• Contact details: your name, email address, phone number, company and role.
• Project information: what you tell us about your business and your project in a form, in the project wizard or in conversation, your budget range and timeline, the brief and indicative estimate the wizard produces with you, and the files or documents you share with us.
• Newsletter details, if you subscribe: your email address, your first name if you gave it on our contact or quote form, the consent wording you agreed to, the page you signed up on, when you signed up and confirmed, and the IP address and browser used each time.
• Account and sign-in data, if you use the client portal: your sign-in email address and name, whether you signed in with a password, an emailed link, Google or a passkey, the names of your passkeys, whether an authenticator app is enabled, your notification preferences, and a record of your sessions (when each started, the IP address and browser) so that you can see and end them.
• Portal activity: the projects, milestones and updates you can see, the files you upload or download, the messages you and your colleagues post in a project, the invoices and quotes your organisation receives, and the record of a quote you accept or decline (the name you typed, your account, the time, the IP address and browser used, and a fingerprint of the quote's content).
• Assistant conversations: what you type or say to our AI assistant, the transcript, a short summary, the time and length of the conversation, and the actions it took for you (for example creating an enquiry or asking a founder to call you).
• Technical data: your IP address and the country it resolves to, browser and device information, the pages you visit and how you use the site, collected through our server logs and, when they are switched on, our analytics tools.
• Spam and abuse screening data: for every form submission, wizard request and portal message, the automatic risk score, the signals behind it and the decision, kept with the submission.
• Business records: invoices, quotes, contracts and payment records. We do not take payments through this site; invoices are issued from our accounting software, which keeps the payment records.

We do not collect sensitive information (such as health, political or biometric information) unless a project needs it and you have agreed in writing first. A passkey never gives us your fingerprint or face: your device keeps those and sends us only a cryptographic key.

• Directly from you: the contact and quote forms on this site, the project wizard, the newsletter signup form, email, phone and video calls, meetings, and the client portal.
• Through the AI assistant: what you type or say to it. The assistant's panel says that it is an AI and not a person, the assistant says at the start that the conversation is transcribed and kept, and a voice conversation is transcribed as you speak (see AI processing).
• From Google, if you sign in with Google: your name, email address, whether Google has verified it, your profile picture and your Google account ID, with the sign-in tokens Google issues, which are kept with your account record. We ask Google only for your basic profile and never use those tokens to reach anything else in your Google account.
• Automatically: strictly necessary cookies, server logs, error monitoring and, when they are switched on, analytics tools (see Cookies and analytics).
• From other people: a colleague who mentions you in a project message or asks us to add you to their organisation, or a public business register when we check company details for a contract.

We use personal information to:

• respond to your enquiry, run the project wizard and prepare a quote;
• deliver and support your project, including through the client portal: showing you progress, sharing files and messages, sending quotes and invoices, and notifying you and your colleagues of activity;
• run our business: invoicing, accounts and records;
• improve our website and our services;
• keep the site, the portal and our inbox secure, including screening for spam, scams and abuse, limiting automated traffic and investigating misuse;
• meet our legal obligations, including tax and record-keeping rules.

We send marketing emails, such as new articles and studio news, only to people who asked for them and then confirmed by email. Signing up for our newsletter, or ticking the optional box on our contact or quote form, sends you a confirmation link, and you are added to our mailing list only when you click it. If you leave the box unticked, sending us an enquiry does not add you to a mailing list. Every marketing email has an unsubscribe link (Spam Act 2003). See Newsletter and marketing emails.

Emails about your account, your projects and your quotes (for example a new message, a quote to review or a sign-in from a new device) are part of the service, not marketing. In the portal's settings you can turn off the email for each new message and the daily summary of updates; emails when someone mentions you, and security emails, always arrive.

When you ask to join our mailing list we keep a record of your consent, because the Spam Act 2003 requires us to be able to show it: the exact wording you agreed to and its version, the page you signed up on, when you asked and when you confirmed, and the IP address and browser used each time. If a founder adds you, or imports your address from a list of people who asked to hear from us, we record where that consent came from instead.

Double opt-in

Every new subscription is confirmed by email: we send a link to the address entered, and nothing else is sent to it until someone clicks that link. A request that is never confirmed does not add anyone to the list, and it is deleted 30 days after the sign-up.

How to unsubscribe

• Use the unsubscribe link at the bottom of every marketing email.
• Use the unsubscribe button your email app shows for our emails (one-click unsubscribe).
• Reply with the word unsubscribe to the address shown at the bottom of the email. We action these replies within five working days.

An unsubscribe takes effect straight away, though an email that was already on its way may still arrive. When you unsubscribe, or when our emails to you bounce or are reported as spam, we keep your email address on a suppression list so that you are never emailed again by mistake, for example if your address is later imported. You can sign up again yourself at any time.

Opens and clicks

Our emails can report whether they were opened and which links were clicked, but we record that only if we turn the tracking on. When it is on, opens are approximate: some email apps open every message automatically, and others block the check.

Who sends our emails

Resend, a company based in the United States, sends our newsletter and every other email from us. It receives your email address, your first name if we have it, and each email we send you, including any attachment such as a project brief, and it may store and process them in the United States or in another country where it operates (see Overseas disclosure).

Where we got your address

You can ask us at any time how we got your email address, and we will tell you. Email contact@eloradigital.com.au.

The client portal is where clients follow their projects, share files, send messages, review quotes and see invoices. This is what it means for your information.

• Accounts and organisations: each person has their own account, and every account belongs to one organisation (your business). The people in your organisation can see each other's names and roles, and everything in your organisation's projects: files, messages, updates, quotes and invoices. We add people to an organisation; a colleague cannot add you without our help.
• Sign-in: you can sign in with a password, an emailed link, Google (once we have switched it on) or a passkey, and you can add an authenticator app. Passwords are checked against known breach lists and stored only as a one-way hash. We email you when a new device signs in, when your password, passkey or authenticator changes, and when your account is suspended.
• Sessions: a session ends 24 hours after your last action in the portal (opening a page on its own does not extend it) and seven days after you signed in at most, and you can see and end your sessions in your settings. Suspending an account, changing its role or removing it from an organisation ends its sessions everywhere.
• Files: every upload is checked for type and size and scanned for malware before anyone can open it. The stored copy of an infected file is deleted at once and the file is never shared. Files are stored privately and downloaded through links that expire after 15 minutes and work only for the signed-in person they were made for.
• Messages: a founder reads the messages in your projects, and each new client message is screened automatically for spam and abuse (see Spam and abuse screening). Emails about a new message name the project and the author's first name, never the text, so your words stay in the portal.
• Quotes: when an owner accepts a quote, we record who did it, the name they typed, the time, the IP address and browser used, and a fingerprint of the quote's content, so that both of us can show later exactly what was accepted. When an owner declines one, we record who declined it, when, and the reason if they gave one.
• Activity records: actions in the portal (a sign-in, an upload, a quote decision, a change we make to your account) are written to an activity log that we keep for 24 months. Client entries are recorded under a pseudonymous label, with your IP address and browser, so that we can investigate a security problem.

What you can do with your own data in the portal, including exporting it and asking for your account to be deleted, is under Your rights.

We use AI services to answer faster, to help you describe a project and to keep spam out of our inbox and our portal. This is exactly what each one does.

Spam and abuse screening (Anthropic)

Every form submission and wizard request is screened by Anthropic's Claude, which labels it as a genuine enquiry, sales spam, a scam, abuse or gibberish, with a confidence and a one-line reason. Claude receives the form type, your name, the domain of your email address (not the address itself), your company, budget range, timeline and message, together with up to ten examples of each label: short excerpts of the message text of earlier submissions, chosen and labelled by a founder, with email addresses and phone numbers removed when the excerpt is saved and again before it is sent (links are kept). Each new client message in the portal is screened the same way, from the message text alone.

The project wizard (Anthropic)

When you describe a project in the wizard on this site or in the portal, Claude reads your description, asks up to five clarifying questions and turns your answers into a structured brief. Claude receives the description, the questions, your answers and your company name if you gave one, and nothing else: not your name, your email address or your account. The indicative estimate is calculated by our own code from our published price ranges, never by the AI, and you review and can edit the brief before you send it. Links, email addresses and runs of eight or more digits are removed from the brief before it is stored or emailed to anyone.

The assistant: voice and text (ElevenLabs and Anthropic)

• Voice and text conversations with our assistant on this site and in the portal run on ElevenLabs, a company based in the United States. In a voice conversation ElevenLabs processes your voice as you speak and turns it into text; the assistant's replies are generated and spoken by ElevenLabs' models. The assistant's panel says that it is an AI and not a person, and the assistant says at the start that the conversation is transcribed and kept. The microphone is used only after you press the button to start talking.
• We keep the transcript, a short summary and a record of what the assistant did for you, for 12 months. We do not keep audio: our server never stores it, and we set up our ElevenLabs agents with audio storage switched off.
• If you are signed in to the portal, the assistant knows your first name and your organisation, and it can look up the status of your organisation's projects when you ask. It never sees your password, your files or your messages.
• When the voice assistant is unavailable, a text-only assistant run by Anthropic's Claude answers instead, with the same knowledge, the same limits and the same 12-month retention.
• The assistant can do three things for you: record an enquiry (your name, your email address and a summary of what you asked for, which then goes through the same screening as our forms), give you the link to book a call, and ask a founder to follow up. A founder reads what it recorded; a transcript is never emailed.

What we promise about AI

• We do not use your information to train AI models. Anthropic's commercial terms do not let it train its models on what we send through its API. For ElevenLabs we choose the account settings that keep conversations out of model training and limit what it retains, where it offers them. Both process your information under their business terms, which we review before we use a provider.
• A person makes the decisions that matter. A classification never deletes a message on its own, an estimate is indicative until a founder confirms it in writing, and nothing the assistant says forms a contract.
• Only the data each AI call needs is sent, as listed above. Your email address is never sent to Anthropic.

We do not sell personal information. We share it only with the people and services needed to run the business and deliver your project:

• Hosting: this site, its database, the files you upload and the malware scanner run on a server we rent and manage ourselves, using Coolify and a self-hosted Supabase for the database and file storage. The hosting company and the country the server is in are still being confirmed by the founders and are named here before launch.
• Cloudflare (United States): the Turnstile bot check on our forms and the assistant, which receives the page you are on, your IP address and a token that proves the check passed.
• Zoho, through its Australian service (zoho.com.au): our mailboxes, so it holds the emails you send us and our replies.
• Resend (United States): every email we send, as described under the newsletter. Resend lets us choose where email is processed; we intend to use its Asia-Pacific region (Japan) for sending, and we confirm the choice here before launch.
• Anthropic (United States): the spam screening, the project wizard and the text assistant, as described under AI processing.
• ElevenLabs (United States): the voice and text assistant, as described under AI processing.
• Google (United States): sign-in with Google, if you choose it (Google learns that you signed in to our portal); Google Analytics, if we have it switched on (see Cookies and analytics); and Google Maps on our contact page, which loads nothing until you press "Show map". If you do, the map loads from Google, which then receives your IP address under its own privacy policy.
• Microsoft (United States): Microsoft Clarity, if we have it switched on (see Cookies and analytics).
• Sentry (United States): error monitoring. It is configured not to collect user details, IP addresses, cookies, headers, request bodies or query strings, and we remove email addresses and tokens from error text before an event leaves the server. An error report can still contain other text from the error itself, which is why we keep personal information out of our error messages.
• Slack (United States): notifications to the founders when something needs attention, such as a new enquiry, a quote, an assistant conversation that asked for a person, or a deletion request. A notification names the event with a link to our admin, and may include a first name, an organisation name, the type of project and the spam-screening score; it never contains a message, a brief, a file name or an email address. Slack is used only if we have switched it on.
• Our accounting software (Xero): names, business details and invoice records for the organisations we invoice, under its own privacy policy.
• Professional advisers: our accountant, lawyer and insurer, where needed.
• Regulators, courts and law enforcement: where the law requires it, or to protect our rights or someone's safety.

Overseas disclosure (APP 8)

The providers above are based in, or run infrastructure in, countries other than Australia, so your information may be stored or processed overseas. The countries are the United States (Cloudflare, Resend, Anthropic, ElevenLabs, Google, Microsoft, Sentry and Slack) and Japan (Resend's Asia-Pacific sending region, once confirmed). The country our own server is in is named under Hosting above before launch.

We send each provider only the data it needs, encrypt data in transit, rely on each provider's contractual commitments and security certifications, and choose Australian or nearby regions where a provider offers them. Where those safeguards do not apply, we take reasonable steps to make sure the recipient handles your information in line with the Australian Privacy Principles.

• Encryption: every connection to this site and the portal uses HTTPS, and our backup rule is that backups are encrypted with a key only the founders hold before they leave the server. Whether the server's own disks are encrypted depends on the hosting provider we name before launch, and this policy will say so.
• Access control: only the two founders can reach production systems, each with their own account and multi-factor authentication, and each service has only the permissions it needs. Administrators must use an authenticator app to sign in, and sensitive actions ask them to confirm their identity again.
• The client portal checks on every request that the signed-in person belongs to the organisation that owns the record; a record from another organisation does not exist as far as you are concerned, and record identifiers are not guessable.
• Logging: our logs record events, not content. Fields that hold names, email addresses, messages or IP addresses are redacted before anything is written, and email addresses are removed from error text.
• Backups: we require daily backups of the database and the uploaded files, encrypted before they leave the server and kept off-site, and we test a restore before the site launches and on a schedule after that.

No system is perfectly secure. If we become aware of a data breach that is likely to cause serious harm, we will notify the people affected and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.

Our security page explains each measure in more detail.

A scheduled job runs every day and deletes records at the end of each period below, unless the entry says otherwise. The periods are:

• Enquiries sent through our forms, the project wizard and the assistant, the spam-screening records attached to them and the records of turned-away attempts: 12 months from the date they were sent, then deleted. This applies to every submission, whatever its spam score. An enquiry that becomes a client engagement is marked as converted and is not deleted at 12 months; the project records below apply to it instead.
• Wizard requests you started but never sent: 30 days, and any file attached to one is deleted after a day. Requests you sent as a visitor that are not linked to a client organisation: 12 months.
• Assistant conversations, transcripts and summaries: 12 months.
• Client project data (projects, files, messages, updates and quotes): while your organisation has a portal account, then as described under Your rights when an account is deleted. These records are not deleted by the scheduled job; how long we keep them after an engagement ends is still being decided by the founders and is stated here before launch.
• Invoices and payment records: at least 5 years after they are issued, as Australian tax record-keeping requires. Accepted quotes and signed contracts: at least 7 years. Neither is deleted by the scheduled job.
• Portal activity log: 24 months. Records of the emails we sent you and what happened to them (for example delivered or bounced): 13 months. Daily totals of AI use, which hold no personal information: 13 months.
• Notifications you have read in the portal: 12 months. Sign-in links and verification codes: deleted once they expire. Invitations: 30 days after they expire. Ended sessions: deleted once they expire. Files you delete in the portal: hidden from everyone at once, and the record and the stored copy removed 30 days later.
• Portal accounts never verified: 7 days after sign-up.
• Newsletter sign-ups never confirmed: 30 days after the sign-up. Newsletter subscribers: your consent record is kept while you are subscribed and for 24 months after you unsubscribe, or after our emails to you bounce or are reported as spam; then your subscriber record is deleted. The suppression list holds your email address only, for as long as we send marketing email, so that we keep honouring your opt-out.
• Examples we keep to tune the spam screening (short excerpts of the message text of earlier submissions, chosen by a founder, with no contact details; links are kept): 24 months.
• Analytics data, when the tools are switched on: Google Analytics keeps event data for 14 months; Microsoft Clarity keeps recordings for 30 days, except recordings we mark as favourites and a random sample, which it keeps for up to nine months.
• Server logs: the application's container logs are kept by our hosting server, with log rotation configured at launch so that only recent logs are kept. Error reports: the rolling period set by Sentry for our plan.

You can ask us to delete your information sooner (see Your rights). We will do so unless we need to keep it for a legal, accounting or security reason, and we will tell you if that is the case.

You can ask us at any time to:

• tell you what personal information we hold about you and give you a copy;
• correct information that is wrong, out of date or incomplete;
• delete your information, subject to the retention rules above;
• stop sending you marketing emails (every one has an unsubscribe link);
• tell you how we got your email address, if we email you.

Email contact@eloradigital.com.au and we will respond within 30 days. We may ask you to confirm your identity first, so that we do not hand your information to someone else.

Export your data from the portal

Portal users can download a copy of their data at any time from Settings, Privacy, after confirming their identity. The download is a ZIP archive with a README and JSON files: your account and preferences, your sessions, your organisation and its members' names and roles, your organisation's projects, updates, messages, files (as a list), invoices, quotes and requests, your own assistant conversations, the enquiries linked to you, your newsletter status, your notifications, your own activity trail and any deletion requests you made. It also contains the files you uploaded yourself that passed the malware scan; other files are downloaded from the portal. It is generated when you ask and never stored on our server. You can ask for three a day.

Delete your account

Portal users can ask for their account to be deleted from Settings, Privacy, after confirming their identity. We email you that we have received the request, and a founder checks within 30 days whether anything must be kept: open invoices or invoices issued in the last 5 years, an active project, a quote accepted in the last 7 years, or your being the last owner of an organisation that still has other members. If something must be kept, we tell you what and why. Otherwise we delete your account, your sessions, sign-in methods, profile, notifications and your own assistant conversations; your enquiries and the contact details, IP address and text of your wizard requests are erased; and messages you posted in your organisation's projects stay with the organisation, as its business records, under the label "Former member" with no name. Files you uploaded stay with the organisation without your name. If you were the organisation's only member and nothing has to be kept, its projects, files, quotes and invoices are deleted as well. If you subscribed to our newsletter with the same address, we can erase that record too. We email you when it is done. As proof that the erasure happened, we keep the deletion request (including the reason, if you gave one) and a keyed hash of your email address, from which the address cannot be read back.

Complaints

If you think we have mishandled your information, tell us first and we will investigate and reply in writing. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

You can deal with us anonymously or under a pseudonym for general questions, including with the assistant. To prepare a quote, deliver a project or open a portal account we need your real name and contact details.

Strictly necessary cookies

Our own cookies exist only to make something you asked for work, and none of them tracks you across sites:

• A session cookie that keeps you signed in to the client portal or the admin area, and short-lived cookies while you complete a second sign-in step, a passkey sign-in or Google sign-in.
• A cookie that recognises the browser that asked for an emailed sign-in or verification link, so that a link opened somewhere else asks before it signs anyone in.
• A cookie that remembers your progress in the project wizard, and one that keeps your conversation with the text assistant together. Both expire after two hours.
• In the portal and the admin area, a cookie that remembers whether you keep the side menu open.
• Your browser's local storage remembers that you dismissed the cookie notice and your light or dark theme choice, and its session storage keeps the project description you are typing into the wizard until you close the tab.

Analytics

Analytics tools run only when we have switched them on, and then they load only after you interact with a page, or after it has sat idle for a few seconds, never before; a small notice tells you when they have. The notice is a notice, not a consent wall: the site works the same whether or not you dismiss it. The sign-in pages, the client portal and the admin area never load analytics. One known gap: if Microsoft Clarity is already running on a public page and you follow a link to sign in, it can keep recording in that tab until the page next reloads; what you type is still masked.

• Google Analytics 4: the pages visited, where visitors come from and the actions we count as conversions, such as sending a quote request. It sets first-party cookies (_ga). Google signals, advertising features and ad personalisation are switched off, and we never send names, email addresses or message text.
• Microsoft Clarity: heatmaps and session recordings that show how pages are used. Clarity masks input fields, and our form fields and the assistant's conversation are masked as a whole, so what you type is not recorded. It sets first-party cookies (_clck, _clsk).
• Cloudflare: when the Turnstile bot check runs on a form, Cloudflare may set a cookie to tell people from bots.
• Vercel Analytics and Speed Insights are not used: they load only on Vercel deployments, and nothing of theirs loads on our self-hosted site.

How to opt out

• Turn on Global Privacy Control in your browser. When we see that signal we never load Google Analytics or Clarity.
• Block cookies for eloradigital.com.au in your browser settings.
• Install Google's Analytics opt-out add-on to block Google Analytics everywhere.

To keep our inbox and our portal usable, every submission to our forms, every wizard request, every enquiry the assistant records and every client message in the portal is screened automatically. For the public forms the checks are a hidden form field that only bots fill in, a timing check, rate limits per email address and per connection, Cloudflare Turnstile, a set of pattern checks (for example disposable email domains or known spam phrases) and the AI classification described above. Together they give each submission a risk score.

A low score is delivered normally. A medium score is held for a founder to review. A high score is quarantined: it is held for a founder to review too, but is not sent on as a normal enquiry. A score never deletes a submission on its own: held and quarantined submissions are kept for the same 12 months as every other enquiry (see How long we keep it), and a genuine enquiry that was held is answered as soon as we have looked at it. A submission that fills in the hidden field is not stored at all; we keep only a record that the attempt happened, with no name, email address or message. We keep a record of each assessment, the score, the signals that fired and the decision, to tune the checks and to handle abuse.

In the portal, a client message is screened after it is posted, by the pattern checks and the AI classification. Screening never hides a message: a flagged message stays visible, its author is told that it is being reviewed, and a founder decides. Anyone in your organisation can also report someone else's message for review. A founder may hide a message that breaks the portal terms, and may record a strike against its author; an account with three strikes in 90 days is suspended, and the person is told by email. A hidden message is kept, and can be restored, rather than deleted.

The newsletter signup uses the same hidden field, timing check, rate limits, Turnstile check, disposable-domain check and blocklist, without the AI classification. A signup turned away by these checks is not stored.

Senders who keep sending spam, scams or abuse may have their email address, domain or IP address added to a blocklist, with a reason. An entry may have an expiry date; without one it is kept until a founder removes it.

If you believe a message of yours was held or blocked by mistake, email us directly at contact@eloradigital.com.au.

This policy is effective from 23 October 2026. We review it when our services change and at least once a year. Changes are published on this page with a new effective date, and where a change matters to you we will tell you by email or in the portal.

Questions, requests and complaints: contact@eloradigital.com.au. Postal address: we give you one on request.