Privacy policy
Last updated: [DATE OF PUBLICATION]
What this covers. This policy explains how Clearline Systems ("we", "us") handles personal information collected through https://clearlinekits.com. While early access is open, our Early Access and Newsletter Privacy Notice (linked below) gives more detail for people who ask for early access, sign up for the free checklist or tick the news box. If the two ever differ, the more detailed notice applies to those sign-ups. We aren't selling kits yet; the "Purchases" section at the end describes what will change when we do.
This policy is a draft that has not been reviewed by a lawyer.
Who we are
Clearline Systems is a business name used by a sole trader based in New South Wales, Australia. We sell ISO 9001, ISO 14001 and ISO 45001 documentation kits as digital downloads. For the information described here, we are the controller (the party that decides why and how it's used).
Contact: Clearline Systems, [CONTACT ADDRESS], support@clearlinekits.com.
What we collect, and why
Free gap-analysis checklist form. Your email address (required), first name (optional), which standard's checklist you chose, your role if you pick one (for example "new certification" or "transition"), and the page you signed up on. We use it to send you the checklist (shown on screen and/or by one delivery email, usually within a few minutes), to understand which checklists are useful, and to reply if you write to us. Getting the checklist does not sign you up for news emails. You only get those if you tick the separate, unticked-by-default box.
Early-access request form. Your name and work email (required), your organization (optional), which standards you chose and which product page you came from, your checkbox choices (license accepted, pre-launch acknowledgement, and the optional launch-email box), and the page you signed up on. We use it to review your request, keep to one early-access place per organization, send download links and feedback surveys, and reply to you. A person reviews every early-access request. Details are in the Early Access and Newsletter Privacy Notice.
News emails. If you tick the optional news box, we use your email address and first name to send occasional practical tips and news about our kits. We also keep a consent record: which box you ticked, which wording version you saw (for example yes-CL-1 or yes-EA-1), and the date, time and IP address of the sign-up.
Source page and campaign tags. Each form sends us the address of the page you signed up on. If that address includes campaign tags (for example utm_source or utm_campaign from a link in one of our posts or emails), they're saved with your sign-up. We use this only to see which pages and campaigns lead to useful sign-ups.
Support emails. Whatever you send to support@clearlinekits.com, including your name and email address. We use it to answer you and keep a record of the conversation.
Website analytics. See the next section.
Sign-up date, time and IP address. Our email provider records these when you submit a form. We use them to keep a record of your sign-up and to prevent abuse.
We don't ask for sensitive information and we don't collect payment details (nothing is for sale yet). Please don't send us ISO standard text or other people's personal information.
Website analytics (Umami)
We use Umami Cloud, a privacy-focused analytics service run by Umami Software, Inc., to see how many people visit and which pages, downloads and buttons are used. It helps us improve the site.
- What it records: the page address (including any campaign tags and click IDs in it, such as
utm_sourceorgclid), the page that referred you, page title, browser, operating system, device type, screen size, language, and your approximate location (country, region or city), which it works out from your IP address. Umami says it doesn't store the IP address. When you click a download link, a call-to-action button or an early-access link, or press a form's submit button, it records that click with the page and the button or link text. It does not receive anything you type into a form. - What it doesn't do: it doesn't use cookies, and our site doesn't use cookies or store data in your browser for tracking. It doesn't follow you across other websites, and we don't use advertising pixels or build profiles of individual visitors. Visitors are counted using a temporary code that can't be turned back into your name or email, and it changes regularly.
- Where: Umami stores this data on its cloud servers. Umami Software, Inc. is a US company; its data processing agreement includes the EU Standard Contractual Clauses and the UK Addendum.
- Your choice: you can object to this analytics at any time by emailing support@clearlinekits.com. Blocking scripts or turning on your browser's tracking protection will also stop it.
Cookies and similar technologies
We don't set cookies. Our email provider records whether links in our emails are clicked (we've turned off open tracking); we use this to see whether download links worked, not to build profiles. If we add anything that uses cookies or tracking in future, such as checkout or advertising tools, we'll update this page and ask for your consent first where the law requires it.
Email service provider (MailerLite)
We use MailerLite to hold sign-up lists, send our emails and record consent and unsubscribes. MailerLite acts as our processor and handles this information on our instructions. Our contract is with MailerLite, Inc. (United States). MailerLite says it stores data in Google Cloud data centers in the EU (the Netherlands; Germany for older accounts). For its own service data, such as delivery and technical logs, MailerLite is responsible under its own privacy policy. Its data processing agreement is at https://www.mailerlite.com/legal/data-processing-agreement.
Other providers we use
- Website hosting and file delivery: Netlify (United States). It processes visitors' IP addresses and requested pages to serve the site, deliver downloads and keep it secure.
- Support email: emails to support@clearlinekits.com are received and forwarded by Porkbun (email forwarding; United States) to a Google (Gmail) mailbox, where we read and answer them. Porkbun handles your message in transit; Google stores it.
- AI-assisted replies: an AI service (see below).
- Analytics: Umami (above).
We share information with these providers only so they can provide their services to us. We may also disclose information where the law requires it. We do not sell your personal information, and we don't share it for advertising.
AI-assisted replies
Replies are AI-assisted. When you email us, your message (including your name, email address and anything you include) may be processed by an AI service to help draft a reply. Replies drafted this way say so. We don't use AI to make decisions with legal or similarly significant effects on you. A person reviews every early-access request and decides who gets a place.
Consent and unsubscribing
News emails are sent only if you tick the news box, and the box is never pre-ticked. You can withdraw consent at any time by clicking "unsubscribe" in any email or by writing to support@clearlinekits.com. We act promptly and within 5 business days at the latest. The unsubscribe link stops all our emails to that address, including early-access emails such as download links and surveys; if you only want to stop news emails, write to us and we'll switch off just those. Withdrawing consent doesn't affect emails already sent.
International transfers
We're in Australia, and our providers are in other countries: MailerLite, Inc. (United States, with data stored in the EU), Netlify (United States), Umami Software, Inc. (United States), Porkbun (email forwarding, United States) and Google (mailbox, United States). When personal information moves from the EU or UK to us or to a provider in another country, we rely on appropriate safeguards: an adequacy decision (including the EU-US Data Privacy Framework and its UK Extension, for certified US providers), Standard Contractual Clauses, or the UK International Data Transfer Addendum. MailerLite's data processing agreement includes the Standard Contractual Clauses with the UK Addendum, and MailerLite, Inc. says it's certified under the Data Privacy Framework.
How long we keep it
| Information | Kept for |
|---|---|
| Checklist sign-ups, checklist only (no news box ticked) | Deleted 6 months after sign-up, or sooner if you ask. |
| News subscribers | Until you unsubscribe or ask us to delete your details. If you haven't clicked or replied to any of our emails in 24 months, we send a last-chance email and then remove you. |
| Unsubscribed addresses | Only the email address, the date and the fact you unsubscribed, so we don't email you again. |
| Consent records for news emails | While you're subscribed, plus 2 years after you unsubscribe or are removed, as evidence of your consent. |
| Early-access tester details, download records and feedback | 6 months after early access ends (after the last tester's feedback period ends), then deleted (feedback kept only in anonymous form), unless you're on the launch list. |
| Early-access requests we didn't approve | Deleted within [30] days. |
| Launch-list emails (if you ticked that box) | Until you unsubscribe, or [12] months after launch without a launch. |
| Early-access license acceptance records | Consent records (for example the early-access launch-email box): for as long as you're subscribed, plus 2 years after you unsubscribe or are removed. License acceptance records: [LICENSE ACCEPTANCE PERIOD]. |
| Support emails | [SUPPORT RETENTION PERIOD] |
| Website analytics (Umami) | [UMAMI RETENTION] |
| Website server logs (Netlify) | Kept by Netlify for the period its service sets. |
When we delete someone from MailerLite, MailerLite says its "forget" function erases the data within 30 days. We keep an export of consent and license acceptance records securely, so we can delete other details sooner. Where the law requires us to keep records (for example tax records once we make paid sales), we keep them for that period.
Your rights
If you're in Australia. The Privacy Act 1988 (Cth) and the Australian Privacy Principles apply to many businesses, but small businesses with annual turnover of A$3 million or less are generally exempt unless an exception applies. We may not be covered, but we choose to follow the Australian Privacy Principles as good practice. You can ask us for access to, or correction of, the personal information we hold about you, and you can complain to us. If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC), www.oaic.gov.au.
If you're in the EU or UK. You can ask for access, correction, deletion, restriction, objection and portability, and withdraw consent at any time. You can complain to your data protection authority (in the UK, the Information Commissioner's Office, ico.org.uk). Our lawful bases are: consent (news emails); performing what you asked for (checklist and early-access requests); legitimate interests (running a fair test, improving our resources and site, security and keeping records); and legal obligation (unsubscribes, tax records).
If you're in the US. We don't sell or share personal information for advertising, and we don't knowingly collect sensitive information.
How to use your rights. Email support@clearlinekits.com (for example "delete my details"). We'll verify your request and reply within the time the law requires.
Security
We use reputable providers, strong passwords and two-factor authentication. No system is completely secure. If a breach is likely to cause serious harm, we'll tell you and the regulator where the law requires it.
Children
Our site is for businesses and professionals. It isn't directed to children, and we don't knowingly collect their information.
Purchases (when we start selling)
We aren't selling kits yet, and there's no checkout on the site. Before we do, we'll update this policy to describe our payment and checkout provider, what order and tax records we keep and for how long, and any new providers. Nothing in this section is in effect today.
Changes to this policy
We'll post changes on this page and update the date above. If a change is material, we'll tell people on our lists by email where the law requires it.
Contact
Clearline Systems, [CONTACT ADDRESS], support@clearlinekits.com.
Related notice: Early Access and Newsletter Privacy Notice.