Privacy Policy

Privacy Policy

Asteroid Systems
Last updated: 5/5/26

Asteroid Systems respects your privacy. This Privacy Policy explains how we collect, use, store and disclose personal information when you visit our website, contact us, use our services, or interact with us in any other way.

For the purpose of this policy, “Asteroid”, “we”, “us” and “our” refers to Asteroid Systems and, where relevant, the team operating and supporting the Asteroid platform.

By using our website or services, you agree to the terms of this Privacy Policy.

1. What information we collect

We may collect personal information directly from you when you:

• visit our website
• submit an enquiry form
• book a consultation or request a quote
• subscribe to updates or marketing
• become an Asteroid client
• contact us for support
• use our platform, website themes, integrations or related services
• communicate with us by email, phone or other channels

The types of information we may collect include:

• name
• business name
• job title
• email address
• phone number
• billing details
• website and domain details
• information about your agency, business or website requirements
• support requests and related communications
• any content, files, images or brand assets you provide to us
• technical information such as IP address, browser type, device type, operating system, pages visited, time on site and referral source

We may also collect information through cookies, analytics tools and similar technologies.

2. How we collect information

We collect personal information in a few ways, including:

• when you provide it to us directly
• when you use our website or platform
• when you contact us by email, phone or online form
• when you engage us to provide services
• when we provide onboarding, website setup, hosting, maintenance or support
• through third-party tools such as analytics, CRM, payment, hosting, email and support platforms

Where possible, we collect personal information directly from you. In some cases, we may collect information from third parties, such as technology providers, integration partners, CRM systems, payment processors or publicly available sources.

3. Why we collect and use personal information

We collect and use personal information to operate our business and provide our services. This may include:

• responding to enquiries
• preparing quotes, proposals and agreements
• onboarding new clients
• setting up and launching Asteroid websites
• providing hosting, maintenance, updates and technical support
• managing subscriptions, billing and payments
• communicating with clients and prospective clients
• managing website, CRM and property feed integrations
• improving our website, platform, products and services
• sending service updates or marketing communications
• maintaining security and preventing misuse
• complying with legal, regulatory and business obligations

We will not sell your personal information.

4. Website analytics, cookies and tracking

Our website may use cookies and similar technologies to understand how people use our website and to improve the experience.

Cookies may help us:

• remember user preferences
• understand website traffic and behaviour
• measure marketing performance
• improve website functionality
• support advertising or remarketing activity

You can choose to disable cookies through your browser settings. Some parts of our website may not function properly if cookies are disabled.

We may use third-party tools such as Google Analytics, Google Tag Manager, Meta Pixel, LinkedIn Insight Tag or similar platforms. These tools may collect information about your device, browsing behaviour and interaction with our website.

5. Marketing communications

If you subscribe to our updates, download content, make an enquiry or become a client, we may send you occasional communications about Asteroid, our services, product updates, insights or related offers.

You can unsubscribe from marketing communications at any time by using the unsubscribe link in our emails or by contacting us directly.

We may still send you important service-related communications, such as billing notices, support updates, security notices or platform changes.

6. When we disclose personal information

We may disclose personal information to trusted third parties where it is necessary to operate our business or provide our services.

This may include:

• hosting and infrastructure providers
• domain, DNS and website technology providers
• CRM, property feed and integration partners
• payment processors and accounting platforms
• email marketing and communications tools
• analytics and advertising platforms
• contractors, employees and professional advisers
• legal, regulatory or government bodies where required by law

We only share personal information where reasonably necessary and take reasonable steps to ensure third parties handle information securely and appropriately.

7. Overseas disclosure

Some of the third-party platforms and service providers we use may store or process information outside Australia.

This may include cloud hosting, analytics, CRM, email, support, payment or software providers with infrastructure or teams located overseas.

Where we disclose personal information to overseas providers, we take reasonable steps to ensure the information is handled in accordance with applicable privacy requirements.

8. Client websites and third-party integrations

Asteroid provides website themes, hosting, maintenance, support and related technology services for real estate agencies and other clients.

Client websites may connect to third-party systems such as CRMs, property feeds, portals, analytics tools, form tools, booking tools and marketing platforms.

Where a client uses an Asteroid website, the client is responsible for the content they publish and the way they collect, use and manage personal information through their own website, unless otherwise agreed in writing.

Clients should maintain their own privacy policy that reflects their business, website functionality, CRM integrations and legal obligations.

9. How we store and protect information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

This may include:

• secure hosting environments
• password protection and access controls
• software updates and maintenance
• internal access restrictions
• secure support and ticketing processes
• reasonable administrative, technical and organisational safeguards

No digital system is completely secure. While we take reasonable steps to protect information, we cannot guarantee absolute security of information transmitted online.

10. Data retention

We keep personal information for as long as reasonably necessary for the purpose it was collected, including to provide services, maintain business records, comply with legal obligations, resolve disputes and enforce agreements.

When personal information is no longer required, we will take reasonable steps to securely delete, de-identify or archive it.

11. Accessing or correcting your information

You may request access to the personal information we hold about you.

You may also ask us to correct information if you believe it is inaccurate, incomplete, out of date or misleading.

To make a request, contact us using the details below. We may need to verify your identity before responding.

In some circumstances, we may not be able to provide access to certain information, such as where access would be unlawful, would affect another person’s privacy, or where we are otherwise permitted to refuse access under applicable law.

12. Privacy complaints

If you have a concern about how we have handled your personal information, please contact us using the details below.

We will take privacy complaints seriously and aim to respond within a reasonable timeframe.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

13. Notifiable data breaches

If we become aware of a data breach involving personal information, we will assess the situation and take appropriate action.

Where required by law, we will notify affected individuals and the Office of the Australian Information Commissioner. Under Australia’s Notifiable Data Breaches scheme, organisations covered by the Privacy Act must notify affected individuals and the OAIC when a data breach is likely to result in serious harm. (OAIC)

14. Links to other websites

Our website may contain links to third-party websites or platforms.

We are not responsible for the privacy practices, security or content of those third-party websites. You should review their privacy policies before providing personal information.

15. Changes to this policy

We may update this Privacy Policy from time to time.

The latest version will be published on our website with the updated date. Your continued use of our website or services after any changes means you accept the updated policy.

16. Contact us

For privacy enquiries, access requests, corrections or complaints, contact us at:

Asteroid Systems
12/28 Down Street
Collingwood VIC 3066
Australia

Email: [email protected]

Phone: 1300 241 859

Website: asteroid.systems