Privacy Policy

Capture Media (ABN 98 941 605 890)
Last updated: 23 April 2026

1. Introduction

Capture Media ("we", "us", "our") is a Melbourne-based video and photography production business operating at 17 Songlark Crt, Carrum Downs VIC 3201. This Privacy Policy explains how we collect, use, store, and protect personal information when you use our services, visit our website (capturemedia.com.au), or interact with us on social media platforms including Instagram and Facebook.

This policy is written in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth).

2. Information we collect

We may collect the following types of personal information:

Contact information — name, email address, phone number, business name, business address, ABN
Business information — details about your business, project requirements, creative briefs, booking preferences
Billing information — invoice history, payment records (processed through Xero; we do not store credit card numbers)
Communication records — emails, messages, and social media correspondence between you and us
Social media data — if you interact with our Instagram (@capturemedia__) or Facebook accounts, we may collect public profile information, messages sent to us via direct message, comments, and @mentions
Website analytics — anonymised data about how visitors use our website

3. How we collect information

We collect information when you:

Submit an enquiry via our website contact forms
Email, phone, text, or DM us
Engage our services and provide business details for projects
Tag our account or leave public comments on our social media posts
Send invoices or receive payment confirmations
Visit our website (through cookies and analytics)

4. How we use your information

We use your personal information to:

Respond to enquiries and provide quotes
Deliver video and photography services you have engaged us for
Issue invoices and process payments
Communicate about ongoing projects
Send occasional updates about our services (you can opt out anytime)
Maintain records of past projects and communications
Track sales leads and follow up on enquiries in our internal CRM system

5. Automated systems

We operate an internal automation system ("Alfred") built on Cloudflare Workers that:

Reads incoming emails to our business inbox to detect new booking enquiries and client replies
Scans public Instagram comments and @mentions of our account to identify potential new leads
Automatically drafts email replies (which we review before sending)
Maintains a sales pipeline spreadsheet of current and past clients
Integrates with ServiceM8, Xero, Gmail, Dropbox, and Google Sheets

We do not read private Instagram direct messages without your awareness, and we do not access messages on platforms where we lack authorisation. Any automated draft replies are reviewed by a human (Tobias Clifford, Creative Director) before being sent.

6. Who we share information with

We share information only with:

Service providers — ServiceM8, Xero, Google Workspace, Dropbox, Cloudflare, Canva, Meta Platforms
Subcontractors — approximately 5 freelance shooters and editors under confidentiality expectations
Legal authorities — only if required by law

We never sell personal information to third parties, and we never share client contact lists with other businesses.

7. Data storage and security

Personal information is stored in secure cloud services with industry-standard encryption.
Access is protected by two-factor authentication where available.
Database access is restricted via API keys and OAuth tokens with limited scopes.
We retain client records for the duration of our business relationship plus 7 years for tax compliance (per ATO requirements).

8. Your rights

You have the right to:

Access the personal information we hold about you
Correct any inaccurate information
Request deletion of your information (subject to legal retention requirements)
Opt out of marketing communications at any time
Lodge a complaint with the Office of the Australian Information Commissioner (OAIC)

To exercise any of these rights, email info@capturemedia.com.au with the subject "Privacy Request". We respond within 30 days.

9. Social media and third-party platforms

Our use of Meta platforms (Instagram, Facebook) and Google services is governed by their own privacy policies:

Meta Privacy Policy: facebook.com/privacy/policy
Google Privacy Policy: policies.google.com/privacy

10. Cookies

Our website uses cookies for analytics and functionality. You can disable cookies in your browser settings, though some site features may be affected.

11. Children's privacy

Our services are designed for businesses. We do not knowingly collect information from anyone under the age of 18.

12. Changes to this policy

We may update this policy from time to time. Changes will be posted here with an updated "Last updated" date. Material changes will be communicated to active clients via email.

13. Contact us

Capture Media
Tobias Clifford, Creative Director
17 Songlark Crt, Carrum Downs VIC 3201
Email: info@capturemedia.com.au
Phone: +61 433 197 155
ABN: 98 941 605 890