Effective date: 24 October 2026 Website: www.ipweb.com.au Business: IPWeb, Western Australia
1. About this Privacy Policy
IPWeb (“IPWeb”, “we”, “us” or “our”) is a Western Australian business providing website design, managed WordPress hosting, website maintenance, domain name services and related online services.
We respect the privacy of our customers, prospective customers and website visitors. This Privacy Policy explains what personal information we collect, how we use and protect it, when we may disclose it, and how you can contact us about your information.
This policy applies to our website, enquiry and quotation forms, customer portal, billing activities and our delivery of IPWeb services. It should be read alongside our Terms of Service and Hosting Acceptable Use Policy.
We aim to handle personal information responsibly and in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles to the extent they apply to us.
Where we provide hosting or technical services for a website owned by another business, that business may be responsible for its own visitors’ and customers’ personal information. See section 7 for more information.
2. Information We May Collect
Depending on how you interact with us, we may collect the following information:
- Contact and identity details: your name, business name, email address, telephone number, postal address and relevant business identifiers.
- Enquiry and project details: the information you submit in contact forms, website project briefs, requests for quotes, emails and other communications, such as your business requirements, preferred features, budget and timeframes.
- Customer account details: usernames, account settings, service subscriptions, authorised contacts, support requests and account activity.
- Billing and transaction details: invoices, amounts payable, transaction status, payment references, billing history and records required for accounting or tax purposes.
- Domain registration details: the registrant’s name, organisation, contact information, eligibility details and other information required by applicable registries and registrars.
- Hosting and technical data: domain names, IP addresses, server and application logs, diagnostic information, storage and resource usage, security events and information needed to administer or support a service.
- Website usage information: browser type, device information, referring pages, approximate location inferred from IP address, pages visited, cookie identifiers and usage statistics, where collected by the systems and tools we use.
- Customer-supplied website materials: text, logos, images, website access details and other information supplied for an agreed design, maintenance, migration or support task.
We do not ordinarily need sensitive personal information, such as health or government identity documents, to provide standard website design or hosting services. Please do not send us such information unless it is specifically required for a legitimate purpose and we have explained how it will be handled.
3. How We Collect Information
We may collect personal information when you:
- Visit or interact with our website.
- Complete a contact form or interactive website project brief.
- Request a quotation or contact us by email, telephone or another communication channel.
- Register for, log into or use our customer portal.
- Order, pay for, renew, manage or cancel a service.
- Register or transfer a domain name through us.
- Request website design, hosting support, maintenance or technical assistance.
- Provide website content or access information for an agreed project.
Some technical information is collected automatically by websites, servers, security systems, analytics tools and cookies.
We may also obtain relevant information from authorised representatives, domain registrars, payment providers and other service partners where necessary to provide the services you request.
Where reasonably practicable, you may make a general enquiry without providing more information than is needed to respond. Certain information is necessary to establish an account, deliver a paid service, process a payment or register a domain name.
4. How We Use Your Information
We may collect, use and disclose personal information as reasonably necessary to:
- Respond to enquiries and provide quotations.
- Plan, design, build, host, maintain or support websites.
- Create and administer customer accounts.
- Process orders, invoices, payments, renewals and cancellations.
- Register, renew, transfer or manage domain names.
- Provide essential service, account, billing and security notifications.
- Troubleshoot errors, investigate incidents, prevent fraud and protect our systems.
- Improve the performance, usability and reliability of our website and services.
- Maintain business, accounting and legal records.
- Meet legal, regulatory or contractual obligations.
- Send promotional communications where permitted by law and, where required, with your consent.
We do not sell customer contact lists or personal information to data brokers.
We will not use information submitted through our website project enquiry form to enrol you in unrelated marketing simply because you requested a quote.
5. Project Enquiries and Website Design
When you complete a project brief or request a website quotation, we use the details you provide to review your requirements, contact you, prepare an estimate or proposal, and discuss the services you have requested.
You may be asked for details about your business, existing website, preferred pages and features, project budget and desired completion timeframe.
We may retain relevant correspondence and quotation information for follow-up, project administration and reasonable business record-keeping.
Please do not include passwords, payment card numbers or unrelated sensitive personal information in an initial enquiry form.
If we need administrator access to an existing website, hosting account or domain service, we will explain the access required and ask you to provide credentials through an appropriate method. We recommend using temporary or separately assigned credentials wherever possible.
6. Customer Portal, Billing and Payments
Our customer portal and billing systems are used to manage customer accounts, orders, invoices, support communications, subscriptions and related services.
We may collect the contact, billing, account and transaction information necessary to administer these functions.
Online payments may be processed using independent payment gateways or financial service providers. Those providers may collect and process payment card or other payment information under their own privacy and security arrangements.
We do not require customers to send full payment card information through ordinary website contact forms or support emails.
Where recurring payments are enabled, payment providers may retain secure payment tokens or other limited payment details to facilitate authorised renewals.
We may retain invoices, payment confirmations, transaction records and associated customer information for accounting, fraud prevention, dispute resolution and legal compliance.
7. Hosting Services, Customer Websites and Domain Registrations
7.1 Hosting and technical support
When providing hosting, maintenance, backups, migrations or technical support, we may have access to information stored on a customer’s website, email account, database or hosting service.
We access or process such information only where reasonably needed to deliver the agreed service, investigate a technical or security issue, comply with a lawful obligation, or act on the customer’s authorised instructions.
Customers who operate their own websites are generally responsible for informing their visitors and users how personal information is collected and used on those websites, including providing their own privacy notices and managing any necessary consents.
IPWeb’s Privacy Policy does not automatically replace a privacy policy required for a customer’s independently operated website.
7.2 Domain registrations
If you register or manage a domain name through IPWeb, we may need to provide registrant and contact information to domain registrars, registries and relevant domain administration bodies.
Registration information may be used to verify eligibility, maintain a domain licence, manage renewals, resolve disputes and comply with applicable registration rules.
Some domain registration information may appear in public WHOIS or RDAP records, depending on the domain extension and applicable registry policies. The types of information made public are determined by those policies and may differ between Australian and international domain names.
For Australian domains, you can read relevant policies at auDA. Rules for many international domain extensions are available from ICANN and the relevant registry.
8. Cookies, Website Analytics and Similar Technologies
Our website and customer portal may use cookies and similar technologies to support essential functionality, improve security and understand how services are used.
These may include:
- Essential cookies: used for login sessions, customer portal access, account preferences, form operation and security.
- Security cookies or identifiers: used to identify suspicious activity, prevent abuse and support fraud protection.
- Analytics cookies or identifiers: used, where analytics services are enabled, to understand website visits, navigation and performance.
- Third-party cookies: which may be set by embedded content, external forms or other integrated services where such features are used.
The cookies in use can vary depending on the page, browser settings, your account status and the services or integrations available at the time of your visit.
You can usually block, delete or manage cookies through your browser settings. Disabling essential cookies may prevent features such as account login or checkout from operating correctly.
Where consent is required by applicable law for a particular technology, we will seek that consent as required. We will review cookie and analytics disclosures when our website integrations change.
9. Email Communications and Marketing
We may send operational messages relating to your account or services, including order confirmations, invoices, renewal reminders, maintenance notices, security alerts and support updates.
We may also send information about our products, offers or services where permitted under the Spam Act 2003 (Cth) and other applicable laws.
Marketing communications will identify the sender and provide a practical way to unsubscribe where required.
You may withdraw your consent to marketing or ask us to stop sending promotional messages by using the unsubscribe option provided or contacting us.
Opting out of marketing will not prevent us from sending necessary transactional, account, billing or security communications.
10. When We Share Personal Information
We may disclose information to organisations and individuals who assist us in operating our business and delivering services, including:
- Hosting, data centre, backup, security and infrastructure service providers.
- Domain registrars, domain registries and domain administration bodies.
- Payment processors and billing service providers.
- Email delivery and communications providers.
- Website software, maintenance, support and technical service providers.
- Professional advisers, such as accountants, legal advisers and insurers, where reasonably necessary.
- Authorities, regulators or other parties where required or authorised by law.
We disclose only information reasonably relevant to the applicable purpose and, where appropriate, use contractual, technical or organisational measures to protect it.
A third-party service may have its own privacy policy governing information it collects directly from you.
We do not disclose personal information for unrelated third-party advertising merely because you use an IPWeb service.
11. Overseas Processing and Disclosure
Although IPWeb operates from Western Australia and may provide hosting plans using Australian-based servers, some third-party systems, domain services, payment gateways, email providers, software vendors, support tools or backup arrangements may process or store information outside Australia.
The location of this processing depends on the services and providers involved, and may change over time. We cannot guarantee that all personal information will remain in Australia unless that has been expressly agreed for a particular service and confirmed as part of its specifications.
Where overseas disclosure is subject to the Australian Privacy Principles, we will take steps required by applicable law to manage that disclosure.
You may contact us to request available information about the countries relevant to a particular IPWeb service or third-party arrangement.
12. Information Security
We take reasonable measures intended to protect personal information against misuse, interference, loss, unauthorised access, modification or disclosure.
Depending on the services involved, these measures may include secure website connections, access controls, account authentication, hosting security systems, malware protection, software updates, monitoring and backup arrangements.
Access to customer information is restricted to persons who reasonably need it to carry out authorised tasks.
No website, internet transmission, hosting environment or electronic storage system can be guaranteed completely secure. We cannot promise that security incidents will never occur.
You are responsible for protecting your own login credentials and notifying us promptly if you suspect unauthorised access to an IPWeb account or service.
13. How Long We Keep Information
We retain personal information only for as long as reasonably required for the purposes described in this policy, subject to legal, tax, accounting, contractual, security and dispute-resolution requirements.
For example:
- Enquiries and quotations may be retained while a request is active and for an appropriate period afterwards.
- Account, support and service records may be retained while services are active and for a reasonable period after closure.
- Invoices and financial records are retained for the periods required by applicable record-keeping laws.
- Technical and security logs are generally held for operationally appropriate periods, which vary by system.
- Website files, email and backup copies may remain in hosting or backup systems for a limited period after a service ends, according to the relevant service and retention cycle.
When information is no longer required, we take reasonable steps to securely delete or de-identify it, unless retention is required or permitted by law.
Deletion from live systems may not remove information immediately from all backups, archives or third-party records, and registries may retain domain information under their own policies.
14. Accessing or Correcting Your Information
You may contact us to request access to personal information we hold about you, or to ask us to correct information that is inaccurate, incomplete or out of date.
You may also be able to update some of your information directly through the customer portal.
We may need to verify your identity before acting on a request to prevent unauthorised disclosure or account changes.
We will respond within a reasonable timeframe and provide access or corrections as required by applicable law. In limited circumstances, we may be unable to provide particular records or may need to retain information for legal reasons. We will explain relevant reasons where appropriate.
To make a request, please use our contact page.
15. Privacy Questions and Complaints
If you have a concern about how IPWeb has handled your personal information, please contact us and explain the issue, along with any relevant details.
We will review your concern, may ask for further information and aim to respond within 30 days where practicable. If further time is needed, we will endeavour to let you know.
If you are dissatisfied with our response and the Privacy Act applies to the matter, you may be able to raise a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
Nothing in this policy restricts any statutory privacy or consumer rights you may have.
16. Data Breaches and Security Incidents
If we become aware of a suspected or actual incident involving personal information, we will take reasonable steps to investigate, contain the incident and reduce potential harm.
Where the Notifiable Data Breaches scheme or another law applies and requires notification, we will notify affected individuals and relevant authorities as required.
If you believe your IPWeb account or hosted website has been compromised, please contact us promptly through our customer portal or contact page.
17. Children and Sensitive Information
Our services are primarily intended for businesses and persons authorised to purchase or manage business-related services.
We do not knowingly seek to collect personal information directly from children for marketing purposes.
Please do not send sensitive personal information through general enquiry forms unless we have specifically requested it for a legitimate purpose and provided appropriate instructions.
If we learn that information has been submitted unnecessarily or inappropriately, we will assess whether it should be removed or otherwise handled in accordance with applicable law.
18. Third-Party Websites and Services
Our website may link to other websites or include third-party tools, embedded content and service integrations.
We are not responsible for the privacy practices of independent third-party websites that we do not control.
We encourage you to review their privacy policies before providing them with personal information.
19. Changes to This Privacy Policy
We may update this policy when our services, technology, data-handling practices or legal obligations change.
The latest version will be published on this page with an updated effective date.
Where a material change requires additional notice or consent under applicable law, we will provide it.
20. Contact IPWeb
For privacy enquiries, requests to access or correct personal information, or complaints, please contact:
IPWeb Western Australia, Australia
Website: www.ipweb.com.au Contact form: www.ipweb.com.au/contact/ Customer portal: www.ipweb.com.au/portal/
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