Privacy policy
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, 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, quote, do the work, keep a record of it, and bill you. We only send our newsletter or offers if you tick the box to say yes.
- Where it's kept. In our email and website forms (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. 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.
- 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.
- 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.
As a small business, we're likely not required to follow the Australian Privacy Principles in the Privacy Act 1988. We follow them anyway, and 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.
If you fill in our free AI check form: your name, email, phone (if you give it), 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, which AI tools you use, and anything else you choose to tell us.
If we talk: a short note of what we talked about. We only record a call if everyone on it agrees first.
If you book an Audit or other work with us:
- the names, job titles and roles of the people we talk to at your business, what work they do and how long it takes, the software and AI tools you use, and the award and level for each role if you know it
- your agreement and statement of work, our reports, emails, invoices and payments
- the name and contact details of the person at your business who works 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, by email, on the phone, in video calls and in meetings. We don't buy or harvest lists.
4. Why we collect it
- to reply to you and talk about your business
- to quote, plan and do the work you ask for, and check it works
- to keep a record of what we did and advised
- to bill you
- to send you our newsletter, or news and offers, only if you've ticked the box for 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:
- Claude, by Anthropic, the AI tool we use for our work and our back office. Anthropic's privacy policy
- Microsoft 365, by Microsoft, for email and the forms on our website. Microsoft's privacy statement
- Gmail, by Google, where our older email is kept, and which passes on anything still sent to our old address. Google's privacy policy
- GitHub, where our back office files are backed up. GitHub's privacy statement
- Notion, where we keep our contacts list: names, contact details, how we met, short notes of what we talked about, any quotes, what you've said yes to, and when we're next due to follow up. Notion's privacy policy
- Cloudflare, which hosts our website. Cloudflare's privacy policy
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 and Cloudflare 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.
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.
8. Marketing emails
There are two things you can say yes to, each with its own box: our newsletter, and news and offers about our services. We only send you either one if you've ticked its box, on our website, on our forms, or when we meet. Every email has a way to unsubscribe, and you can ask us to stop at any time. We'll stop within 5 working days.
If you talk with us and don't go ahead, we keep your contact details, your AI check form, 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
- 6 years from the last work we did for you: the records we might need to answer a claim. That's your agreement and statement of work, our reports and test records, emails about advice, decisions, complaints, fixes or refunds, and invoices.
- 12 months from the end of each job: everything else, such as interview answers with staff names, working notes, everyday emails and call recordings.
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. 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.
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 StudioEmail: 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.