Privacy Policy

1. About this Policy

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This Privacy Policy explains how Cortex Media (ABN [your ABN], "we", "us", or "our") collects, uses, stores, discloses, and protects your personal information. We are committed to handling your information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By using our website (cortexmedia.com.au), engaging our services, or providing us with your information, you consent to the collection, use, and disclosure of your personal information as described in this Policy.

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2. What information we collect

We collect personal information that is reasonably necessary for us to provide our services. This may include:

• Contact information — your name, business name, email address, phone number, and physical or postal address.

• Project information — details about your business, your job sites, your trade or industry, and the services you require from us.

• Imagery and footage — photographs, video footage, and audio recordings captured during shoots, which may include identifiable images of you, your staff, your clients, and your property.

• Payment information — details required to process invoices, including business names, ABNs, and bank account details. We do not store credit card details — these are handled by our third-party payment processors (such as Xero or Stripe).

• Website usage data — when you visit our website, we may automatically collect information about your visit, including your IP address, browser type, device type, pages visited, time spent on pages, and referring website. This is collected via cookies and analytics tools (see Section 7).

• Communications — records of our communications with you, including emails, contact form submissions, text messages, and call notes.

We do not knowingly collect sensitive information (such as health information, racial or ethnic origin, religious beliefs, or political opinions) and ask that you do not provide this information to us.

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3. How we collect your information

We collect personal information in the following ways:

• Directly from you — when you submit a contact form, send us an email, call us, sign a contract, or speak with us at a job site.

• From your business — when your colleagues, staff, or clients provide information to us as part of a project.

• Through our website — automatically via cookies and website analytics tools.

• On job sites — through photography, videography, and audio recording during agreed shoots.

• From third parties — such as referrals, public business directories, social media platforms, or industry contacts who recommend our services.

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4. Why we collect and use your information

We use the personal information we collect for the following purposes:

• To provide our photography, videography, drone, and social media content services.

• To communicate with you about your project, schedule shoots, deliver content, and provide updates.

• To send you proposals, quotes, contracts, and invoices.

• To maintain client records and manage our business operations.

• To showcase our work in our portfolio, on our website, and on our own social media channels (where permitted under our service agreement with you).

• To run paid advertising campaigns on your behalf where this is part of your service package (for example, the Workhorse retainer).

• To respond to your enquiries and improve our services.

• To comply with our legal, tax, and regulatory obligations.

• To send occasional marketing communications about our services (you can opt out at any time).

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5. Imagery captured at job sites

Because our work involves photography and videography on construction sites and trade workplaces, we want to be clear about how we handle imagery:

• We will only film or photograph at sites where the client has authorised us to do so.

• The client is responsible for ensuring that any individuals who appear in our footage (such as staff, subcontractors, or third parties on site) are aware that filming is taking place and have provided appropriate consent.

• Where requested, we will avoid identifying images of specific individuals or remove them from final deliverables.

• We retain raw footage and finished deliverables for a minimum of 12 months following project completion, in case of revisions or re-deliveries.

• Cortex Media retains the right to use samples of completed work in our portfolio, on our website, and on our social media channels, unless this is specifically excluded in writing in your service agreement.

If you appear in any of our footage and would like it removed from public-facing channels, contact us using the details in Section 12.

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6. Who we share your information with

We do not sell your personal information. We only share your information with third parties when necessary to deliver our services or as required by law. These parties may include:

• Our service providers — including our accounting software (Xero), CRM (Studio Ninja), file delivery and review platforms (such as Frame.io and Google Drive), cloud storage providers (such as Backblaze and Google Cloud), and email providers.

• Advertising platforms — for clients on packages that include paid advertising, we may share relevant information with platforms such as Meta (Facebook and Instagram) to deliver and report on advertising campaigns.

• Payment processors — to handle invoicing and payment.

• Subcontractors — such as second shooters, editors, or other freelance creatives we engage to help deliver your project. All subcontractors are required to handle your information in line with this Policy.

• Legal and regulatory authorities — where required by law, court order, or to protect our legal rights.

We use reasonable care when selecting third parties and require them to handle personal information consistently with applicable Australian privacy law.

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7. Cookies and website analytics

Our website uses cookies and similar technologies to improve your experience and to help us understand how visitors use the site. We may use third-party analytics tools such as Google Analytics, Meta Pixel, and similar services. These tools may collect data including your IP address, browser, device, and pages visited.

You can disable cookies in your browser settings at any time. Disabling cookies may affect some features of our website.

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8. How we store and protect your information

We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. These steps include:

• Storing digital information in password-protected systems with industry-standard encryption.

• Using cloud storage providers that meet recognised security standards.

• Limiting access to personal information to those who need it to perform their work.

• Regularly reviewing our security practices.

No method of transmission over the internet or electronic storage is 100% secure. While we use commercially reasonable means to protect your information, we cannot guarantee its absolute security.

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9. How long we keep your information

We retain personal information for as long as it is needed to provide our services, comply with our legal and tax obligations (typically 7 years for financial records under Australian tax law), and resolve any disputes. Raw footage and project files are retained for a minimum of 12 months after project completion, after which they may be archived or deleted at our discretion unless you have requested otherwise in writing.

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10. Your rights

Under Australian privacy law, you have the right to:

• Access the personal information we hold about you.

• Correct any personal information that is inaccurate, out of date, or incomplete.

• Withdraw consent to marketing communications at any time (every marketing email contains an unsubscribe link).

• Make a complaint about how we have handled your personal information.

To exercise any of these rights, contact us using the details in Section 12. We will respond within 30 days.

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11. Overseas disclosure

Some of the third-party service providers we use (such as cloud storage and software providers) may store data on servers located outside Australia, including in the United States and the European Union. By using our services, you consent to the transfer of your information to these locations. We take reasonable steps to ensure these providers handle your information in a manner consistent with this Policy and Australian privacy law.

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12. Contact us

If you have any questions about this Privacy Policy, want to access or correct your information, or wish to make a complaint, please contact us:

Cortex Media Email: Hayden@CortexMedia.com.au Phone: 0414 709 027 Address: Toowoomba, QLD, Australia

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

• Website: oaic.gov.au

• Phone: 1300 363 992

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13. Changes to this Policy

We may update this Privacy Policy from time to time. The most current version will always be available at cortexmedia.com.au/privacy. We will note the "Last updated" date at the top of the Policy. Where changes are significant, we will notify you by email or a prominent notice on our website.