Flutterbye Privacy Policy
About this policy
Flutterbye respects your privacy. This policy explains what personal information we collect, why we collect it and how we look after it.
Flutterbye is the trading name of The Trustee for The S C O Family Trust (ABN 75 914 308 182). In this policy, "we", "us" and "our" mean Flutterbye.
We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth). Where we work with organisations in New Zealand, we also follow the Privacy Act 2020 (NZ).
What personal information we collect
We only collect what we need to do our work and stay in touch with you. This may include:
- your name, job title and organisation
- your email address and phone number
- your answers and results if you complete the Better Impact Account Health Check, and your role if you choose to share it
- what you tell us when you contact us, book a call or take part in a workshop, focus group or training session
- notes, recordings or transcripts of meetings, where you have agreed to the recording
- billing details needed to invoice your organisation
- basic website usage data, such as pages visited and browser type
We do not ask for sensitive information, such as health information. If we need it for a project, we will ask for your consent first.
How we collect it
We collect most information directly from you: when you contact us, fill in a form on our website, register for an event or work with us on a project. Sometimes a colleague refers you to us or a client shares your details for a project.
If you comment on a blog post, your name and comment are public.
Why we collect and use it
We use your information to respond to you, deliver our services, send you resources you ask for, manage invoices and improve our website. We only send marketing emails if you say yes. We don't use your information for anything else unless you agree or the law requires it.
Information we access during client projects
Some projects give us access to a client's systems, such as their Better Impact account. These systems may hold personal information about volunteers, staff or applicants.
When this happens, the client remains responsible for that information. We:
- access only what the project needs
- follow the client's privacy policy and any contract terms
- do not copy, keep or use the information for any other purpose
- use de-identified or summarised data in our reports wherever we can
If you are a volunteer with one of our clients and have a question about your information, please contact that organisation first.
Who we share it with
We never sell or trade your personal information. We share it only with service providers who help us run the business, such as website hosting, email, file storage, project management, accounting and AI tools. They receive only what they need. We may also share information if the law requires it.
Some of these providers store data overseas, mainly in the United States. We choose providers with strong security practices.
Marketing emails
We only send you insights, news or offers if you have agreed to receive them, for example by ticking the box on the Better Impact Health Check form. Every marketing email includes a simple way to unsubscribe. You can also email us at any time to opt out.
If you opt out, we will still send emails you need, such as your Better Impact Health Check results or messages about a project you are part of.
How we store and protect it
We store personal information electronically, in password-protected systems with two-factor authentication where available. Only Flutterbye has access.
We keep personal information only while we need it. For example:
- financial and tax records for five years, as Australian tax law requires
- project records, such as reports and meeting notes, so we can build on earlier work when clients return
- Better Impact Health Check results and enquiries for up to 24 months. After that we remove your name, email and organisation and keep only the anonymous scores. You can ask us to delete your information earlier.
When we no longer need information, we securely delete or de-identify it.
If a data breach is likely to cause you serious harm, we will tell you and the Office of the Australian Information Commissioner, as the law requires.
Your choices and rights
You can ask to see, correct or delete the information we hold about you. Email us and we'll respond within 30 days, free of charge. If the law lets us decline a request, we'll explain why.
You can browse our website without telling us who you are.
We don't use automated systems to make decisions that significantly affect you. The Better Impact Health Check score is a self-assessment for your own use.
Concerns and complaints
If you are unhappy with how we have handled your personal information, please tell us first. Email the details and we will reply within 30 days.
If you are not satisfied with our response, you can contact:
- the Office of the Australian Information Commissioner: oaic.gov.au or 1300 363 992
- in New Zealand, the Office of the Privacy Commissioner: privacy.org.nz
Contact us
Christine Spiers, Director, Flutterbye
Email: christine@flutterbye.com.au
Phone: 0411 399 141
Links to other websites
Our website links to other sites. We are not responsible for how those sites handle your information, so please check their privacy policies.
Changes to this policy
We review this policy each year and when our practices change. The current version is always on this page.
Last updated: 18th October 2026