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Privacy policy

Prompt Works Studio · Version 1.4 · 8 November 2026

The short version

  • Who we are. Prompt Works Studio is Chad Maxwell, a sole trader in Toowoomba, Queensland (ABN 64 121 704 059). We help small businesses set up and use Claude, an AI tool.
  • What we collect. Your contact details, what you tell us about your business, what you write to our Facebook Page or on our posts in Facebook groups, and the records of any work we do together. We don't ask for your clients' details, or for your passwords.
  • Why. To talk with you, see how you found us, quote, do the work, keep a record of it, and bill you. We only send our newsletter or offers if you say yes. If you say yes on our website or when you book a call, you then confirm with the link we email you.
  • Where it's kept. In our email, website forms and call bookings (Microsoft 365, with older email in Gmail), in Claude, in our contacts list (Notion), and in our files, which are backed up to GitHub. Our website is hosted by Cloudflare, the map on our home page comes from OpenStreetMap, and our Facebook Page is run by Meta. These providers may hold it in the United States and other countries.
  • AI. Claude helps us look at what you tell us and draft our recommendations. A human reads and checks all of it and makes every decision, apart from short set replies on Facebook, which Chad reads after.
  • How long. Records we might need to answer a claim are kept for 6 years. Everything else is kept for 12 months after the job ends, or 12 months from a Facebook comment or message. A website sign-up you haven't confirmed is deleted after 30 days.
  • Your say. You can ask what we hold about you, ask us to fix it, or ask us to delete it.
  • Questions or complaints. Email chad@promptworksstudio.com.au or call 0419 405 454.

The full policy is below.

1. Who we are

Prompt Works Studio is the trading name of Chad Maxwell, ABN 64 121 704 059, a sole trader based in Toowoomba, Queensland. In this policy "we" and "us" mean Prompt Works Studio.

We've chosen to be covered by the Privacy Act 1988, so we must follow the Australian Privacy Principles. This policy is written to meet them.

2. What we collect

If you visit our website: our website host, Cloudflare, handles your device's IP address to deliver the page to you. The map on our home page comes from OpenStreetMap, so when it loads, the OpenStreetMap Foundation handles your IP address to send you the map.

If you book a call: your name, email and phone, your business name, what kind of business it is, where you're based, how many people work there, the job you'd most like off your plate, what you're hoping we can help with, how you heard about us, and the time you booked. To get ready for the call, we may look up your business's street address on its own website or Google listing.

If we talk: a short note of what we talked about. We only record a call if everyone on it agrees first.

If you comment on our Facebook Page or on our posts in Facebook groups, or message us there: what you wrote and when, so we can reply. We read it on Facebook or through Meta's tools for Page owners, and Claude helps us. Our notes say what it was about and link back to it.

If you book an Audit or other work with us:

Your clients. We don't ask for information about your clients, and we ask you to leave it out. If some reaches us by mistake, we'll tell you and delete it. If your business chooses to have our check-in and tune-up reports include the names of your client files, those names come to us in the reports. You choose this in your statement of work.

Passwords. We never ask for your passwords or logins.

3. How we collect it

From you: through our website form, call bookings, by email, on the phone, in video calls, in meetings, on our Facebook Page and on our posts in Facebook groups. For a booking, we may also look up your business's street address on its own website or Google listing. We don't buy or harvest lists.

4. Why we collect it

We don't sell, rent or trade your information.

5. How we hold it, and who helps us

We run the business on a small number of services. Your information may pass through them:

We update this list when we add or change a service.

We may share it with our own accountant or lawyer, who must keep it confidential. Other than that, we only share your information with anyone else if you agree, or if the law requires it. If the law requires it, we'll tell you first unless we're not allowed to.

6. Information held overseas

Anthropic, Microsoft, Google, GitHub, Notion, Cloudflare and Meta may hold or process your information in the United States and in other countries where they run. Their own privacy policies, linked above, say more about where.

The OpenStreetMap Foundation sends its map through a worldwide network of servers, so your IP address may go to a server in another country. Its privacy policy says it stores other personal data in the United Kingdom and the Netherlands. It doesn't say where it keeps records of map requests.

Meta's privacy policy says it may move, store or process your information where it has data centres, including the United States, Ireland, Denmark and Sweden, and in other countries where its products are available.

7. How we use AI

We use Claude to help us look at what you tell us and draft our recommendations, such as the Audit report, which jobs suit AI, and the quote. A human reads and checks all of it and makes every decision. No decision about you is made by a computer program alone. On Facebook, our Page posts short set replies to comments on our posts, like a thank-you or an invite to message us. A person doesn't check each one first. Chad reads them after.

8. Marketing emails

There are two things you can say yes to: our newsletter, and news and offers about our services. We only send you either one if you've said yes to it, on our website, on our forms, or when we meet. If you sign up on our website or when you book a call, you also confirm with the link we email you (see below). Every email has a way to unsubscribe, and you can ask us to stop at any time. We'll stop within 5 working days.

Our newsletter emails have an unsubscribe link. It opens a page on our website with one button. When you press it, the site saves a random code that matches you on our list, and the time, so we can take you off. It doesn't save your name or email, and the page sets no cookie.

When you sign up on our website for our newsletter or our news and offers, we email you a link to a page on our website with a Confirm button. We only send you what you ticked once you've pressed it. Until then we keep your name, email, what you ticked, when you signed up and a random code, marked as not confirmed. If you haven't confirmed after 30 days, we delete them. Pressing the button saves a random code that matches you on our list, and the time. It doesn't save your name or email, and the page sets no cookie.

If you talk with us and don't go ahead, we keep your contact details, your booking answers, a note of what we talked about and our emails, so we can pick up where we left off if you come back. We don't send you marketing emails unless you've said yes.

9. How long we keep it

When something is due to be deleted, we delete it.

If you ask us to delete your information, we'll delete it and confirm in writing. If we've done work for you, we keep the 6-year records above until the 6 years are up, and delete everything else. We keep one line saying who you are, when we spoke and when we deleted it, so we don't contact you again by mistake.

10. Seeing and fixing your information

Ask us what we hold about you and we'll tell you. Ask us to correct it and we will, or we'll tell you why not. We'll reply within 30 days. There's no charge for asking.

11. If something goes wrong

If we find out your information has been seen or shared by someone who shouldn't have it, we'll tell you within one business day. We'll tell you what we know and what we don't, and help you work out what to do next. We also follow the notifiable data breaches scheme, which can mean telling the Office of the Australian Information Commissioner too.

12. Complaints

If you're unhappy with how we've handled your information, please email or write to us first (details below). We'll reply within five working days to say we've got it and what happens next, and aim to sort it out within 30 days.

If you're not happy with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

13. Cookies

Our website only uses the cookies it needs to work. We don't use advertising or tracking cookies. If we count visitors, we use a tool that doesn't identify you.

14. Contact us

Chad Maxwell, Owner, Prompt Works Studio
Email: chad@promptworksstudio.com.au
Phone: 0419 405 454
Post: 1/1 Menton Place, Harristown Qld 4350

15. Changes to this policy

Each version is numbered and dated. The one on our website is the current one. We keep old versions on file.