Privacy policy

This policy explains how Western Sydney Software handles information received through this website, enquiries and consultancy communications. A separate section records relevant privacy information for the shelved Buzz product.

Last updated: 24 August 2026

Who we are

Western Sydney Software is the business name of Western Sydney Software Solutions Pty Ltd (ABN 75 661 896 117, ACN 661 896 117). In this policy, “we”, “us” and “our” refer to that company.

Information we collect

What we collect depends on how you interact with us. It may include:

• your name, business, email address and phone number;
• the problem, project or business process you describe;
• emails and other communications with us;
• screenshots, spreadsheets, documents, diagrams, recordings, links, project briefs, demonstrations or other material you choose to send; and
• technical information associated with website visits, such as an IP address, browser or device information, pages visited, referral information and advertising campaign parameters, where our website or hosting providers collect it.

The enquiry page prepares an email draft on your device. Western Sydney Software receives the information only if you send that draft through your email app. Information typed into the page but not sent is not submitted to us by the website.

Please avoid sending personal information that is not needed for us to understand your enquiry.

How we use information

We may use information to:

• respond to an enquiry and assess whether we may be able to help;
• communicate with prospective and current clients;
• plan, deliver and support work that is separately agreed;
• maintain business records, troubleshoot systems and protect our services; and
• understand and improve our website and services.

Case studies and other marketing material use de-identified or anonymised information. We will not use identifiable enquiry or client information in marketing without the permission of the person or client concerned.

Website measurement and browser storage

The website offers separate choices for Google Analytics and OpenAI advertising measurement. Both are optional and are off until you select and save the relevant choice. Your choices are saved in your browser’s local storage so the website can remember them. You can change them using Tracking settings in the footer, or remove them by clearing this website’s browser storage.

We use Google Analytics 4 to understand how people find and use this website. If you do not allow Google Analytics, its script is not loaded by this website and its analytics cookies are not set.

When allowed, Google Analytics may collect page addresses and titles, referral and campaign information, approximate location derived from an IP address, browser and device information, and interactions with the website. These interactions include page views, the standard interactions available through Google Analytics enhanced measurement, and the following WS3 enquiry events:

• enquiry_started, when an enquiry call-to-action is selected;
• email_draft_requested, when the enquiry page prepares an email draft;
• email_clicked, when a displayed WS3 email link is selected; and
• phone_clicked, when a displayed WS3 phone link is selected.

These custom events are designed not to include the contents of an enquiry, names, email addresses, phone numbers or other information entered into the enquiry page. Google Analytics uses cookies and sends analytics information to Google for processing. The website uses the Google Analytics property for westernsydneysoftware.com.au (measurement ID G-Y5JLRR8CZG).

Our current Google Analytics settings have Google Signals, collection of user-provided data and advertising personalisation turned off. Granular location and device data collection is also turned off for all regions, and Google account data-sharing options are turned off. Event and user data retention is set to two months and the retention period does not reset when a user returns. Google may still retain or process some information under its own policies and operational requirements.

When separately allowed, the OpenAI Ads Measurement Pixel tells OpenAI that a visitor selected Open email draft after completing the enquiry page. OpenAI names this event lead_created. It records an attempted handoff to an email app; it does not establish that the draft opened or that an email was sent. We do not include the enquiry text or prepared email contents in the event. OpenAI’s automatic advanced matching may detect supported contact details on the page, hash them in the browser using SHA-256 and include the hashes for ad matching; OpenAI states that raw contact details are not sent through this feature. We send the event with OpenAI’s opt_out option so it is opted out of future user-level personalisation.

The OpenAI Pixel may receive the page origin, event time and the oppref advertising click reference, together with ordinary technical information carried by a web request. It stores oppref in a first-party __oppref cookie so a later permitted event can be attributed to an ad click. If OpenAI advertising measurement is not allowed, its script is not loaded by this website and the event is not sent. Withdrawing that choice stops later events and removes the __oppref cookie accessible to this website. OpenAI controls its retention and processing locations under its published privacy policy and Conversion Terms; WS3 does not set or represent an OpenAI retention period or processing region.

The website also uses temporary browser session storage to retain standard advertising campaign parameters, such as utm_source, and oppref while a visitor moves between its pages. This keeps relevant attribution parameters in the contact-page address and normally clears when the browser session ends. Enquiry form contents are not placed in this storage.

Hosting providers may separately create technical security and access logs containing information such as an IP address, browser or device details, the page requested and the time of the request.

Storage, access and service providers

Information may be stored in or processed through services including Google Drive and infrastructure or hosting supplied by AWS, Google Cloud Platform and DigitalOcean. We also use other providers when needed to operate the business and deliver agreed work.

Our primary hosting regions are in Australia. However, disaster-recovery procedures or a provider’s operations may involve other regions. This means information may sometimes be processed or accessible outside Australia.

Access is limited to authorised employees and contractors who need the information to do their work. Employees are covered by WS3 confidentiality obligations and contractors receive limited access subject to appropriate confidentiality terms.

Information security

We use access controls and confidentiality arrangements to reduce unauthorised access to information. No internet transmission or storage system is completely secure. If you believe information you provided to us has been accessed or disclosed without authorisation, contact us promptly.

When information may be disclosed

We may disclose relevant information:

• to service providers and contractors who help us operate the website, communicate, store information or deliver agreed work;
• as authorised or requested by the person or organisation concerned;
• where needed to perform obligations separately agreed with a client; or
• where disclosure is required by law.

Third-party services and websites have their own privacy practices.

Retention

We review stored information at least annually. We delete or de-identify it when it is no longer needed, subject to legal requirements, active work and obligations agreed with a client. Information may be kept for longer where it remains reasonably necessary for one of those purposes.

Requests and privacy concerns

You may ask what information we hold about you, request a correction, or ask us to delete information that is no longer needed. We will consider the request in light of the information held and any legal, active-work or agreed obligations.

If you have a privacy concern or believe information has been handled incorrectly, email info@ws3.au with enough detail for us to review it and respond.

Legacy product: Buzz

Buzz was a digital paging product operated by Western Sydney Software. It has been shelved and is no longer actively developed. The following information records how the product handled information and remains relevant to any information retained from its operation.

Information handled by Buzz

Buzz allowed merchants to create accounts and allowed users to receive order notifications. Depending on how it was used, Buzz collected names, email addresses, mobile numbers, residential or business addresses, account and order-related information, support communications, device identifiers, IP addresses, browser or operating-system information, cookies and product-usage information.

Buzz used information to operate accounts, provide order updates, communicate about the service, maintain records, understand product use and support merchants and users. Notifications were delivered by SMS, email or push notification. SMS delivery has since been disabled.

Merchants and other providers

Buzz shared information with the merchant involved in a user’s order or interaction and with providers used to host, develop, analyse and support the product. A merchant was a separate third party and was responsible for its own handling of information after receiving it. Some providers could be located, or operate systems, overseas.

Deletion

Buzz offered a feature intended to delete personal information stored and maintained by Western Sydney Software for a user. It could not delete copies already provided to a merchant or another third party. Because Buzz is now shelved, requests concerning a former Buzz account or retained information should be sent to info@ws3.au.

Changes and contact

We may update this policy when our practices change. The current version will be published on this page. Questions or privacy requests can be sent to info@ws3.au.