Privacy Policy

1. Who We Are

Sweet Exchange Cakery is an Australian cake and dessert business providing handcrafted cupcakes, cake pops, cake pucks, cakesicles, corporate treats and other custom Products for birthdays, weddings, baby showers, corporate events, celebrations and special occasions.

• Trading name: Sweet Exchange Cakery
• Legal business or owner name: Sweet Exchange Cakery
• ABN: 86 055 374 220
• Website: www.sweetexchangecakery.com.au
• Email: hello@sweetexchangecakery.com.au
• Location: Brisbane, Queensland, Australia

2. Collection Notices

Where appropriate, Sweet Exchange Cakery may provide a short privacy notice when collecting personal information, including through enquiry forms, quote forms, order forms, mailing-list sign-ups and file-upload fields.

These notices may explain why the information is being collected, whether providing it is optional, how it will be used and where this Privacy Policy can be accessed.

3. Personal Information We Collect

The personal information we collect will depend on how you interact with Sweet Exchange Cakery.

• Your full name
• Email address
• Telephone number
• Billing address
• Collection or delivery address
• Event date, location and occasion
• Information about your enquiry or order
• Preferred colours, themes, quantities, flavours and designs
• Inspiration photographs, invitations or reference images you provide
• Company names, logos, branding and artwork supplied for corporate orders
• Names, ages, messages or other wording requested for personalised Products
• Dietary requirements, allergies and intolerances relevant to your order
• Details contained in enquiries, quote requests, reviews, complaints or correspondence
• Payment and transaction information
• Marketing and communication preferences
• Website usage information, such as your IP address, browser, device, pages visited and approximate location
• Any other information you voluntarily provide to us

Please avoid providing sensitive personal information unless it is genuinely required for your enquiry or order.

Where an order involves allergies, intolerances or other dietary requirements, we may collect limited health-related information so we can understand and respond to your request. This information will only be used for purposes connected with your enquiry or order.

4. How We Collect Personal Information

We may collect personal information when you:

• Visit or use our website
• Complete an enquiry, contact, order or quote request form
• Contact us by email, telephone, social media or another messaging service
• Request a quote
• Place or pay for an order
• Subscribe to our mailing list
• Enter a promotion, competition or giveaway
• Leave a review, testimonial or social media comment
• Provide photographs, inspiration images, artwork or event information
• Interact with our advertisements, emails or social media pages
• Communicate with us for any other reason

We generally collect personal information directly from you.

In some circumstances, information may be provided by another person acting on your behalf, such as a family member, event organiser, employer or business representative placing or collecting an order.

We may also automatically collect limited technical information through cookies, analytics tools and similar website technologies.

5. Unsolicited Personal Information

If Sweet Exchange Cakery receives personal information that we did not request, we will consider whether it is reasonably necessary for our business activities.

Where the information is not required and it is lawful and reasonable to do so, we may securely delete, destroy or de-identify it.

6. Why We Collect and Use Personal Information

We may collect and use personal information to:

• Respond to questions and enquiries
• Prepare quotations
• Discuss, design and confirm custom orders
• Process, produce and fulfil orders
• Arrange collection, local delivery or courier delivery
• Process payments and maintain transaction records
• Contact you about your enquiry, quote, payment or order
• Provide customer service
• Manage changes, postponements, cancellations, refunds, complaints or disputes
• Understand dietary and allergy-related requests
• Reproduce approved logos, branding, messages or artwork
• Improve our Products, website and customer experience
• Maintain business, accounting, taxation and insurance records
• Prevent fraud, misuse and security incidents
• Send marketing communications where you have consented or where otherwise permitted by law
• Measure website performance and understand how visitors use our website
• Promote Sweet Exchange Cakery, subject to any consent required for customer photographs, testimonials or personal information
• Comply with legal and regulatory obligations
• Establish, exercise or defend legal claims

We will not use your personal information for an unrelated purpose unless we have your consent or are permitted or required to do so by law.

7. Custom Orders, Photographs and Inspiration Images

When requesting a custom order, you may choose to provide photographs, invitations, logos, colour samples, screenshots, wording or other reference material.

We use this information to understand your request and create a Product suited to your preferred theme or occasion.

Inspiration images are used as a guide only. Sweet Exchange Cakery applies its own creative and artistic interpretation and does not produce exact replicas of another creator's work.

Please only provide photographs, artwork, logos and other materials that you are authorised to share.

We will not intentionally publish a customer's private photographs, personal details or event information for marketing purposes without permission.

We may photograph completed Products and use those photographs on our website, social media pages, portfolio, advertisements or other marketing materials, provided they do not disclose personal information.

Where a photograph clearly identifies a customer, child, guest or private event, we will seek appropriate permission before publishing it.

8. Corporate Orders and Customer-Supplied Artwork

Corporate customers may provide company names, logos, branding guidelines, artwork, employee details, event information or delivery contacts.

We use this information to prepare quotations, reproduce approved branding, communicate about the order and arrange fulfilment or delivery.

The Customer is responsible for ensuring they have permission or authority to provide and use any logo, trademark, image, artwork or personal information supplied to Sweet Exchange Cakery.

We will not use customer-supplied corporate artwork for unrelated purposes without permission, except where reasonably necessary to administer the order, maintain business records or comply with the law.

9. Payment Information

Payments may be processed by a bank, payment gateway or other third-party payment provider.

When you pay through a third-party payment service, that provider may collect and process your payment information under its own privacy policy and terms.

Sweet Exchange Cakery does not generally receive or store your complete credit or debit card details.

We may retain limited transaction information, including the amount paid, payment date, transaction or invoice reference, payment method, payment status and refund information. This information may be retained for order management, accounting, taxation, fraud prevention and legal purposes.

10. Cookies and Website Analytics

Our website may use cookies and similar technologies to make the website function correctly, remember preferences, understand website traffic, measure advertising performance and improve the visitor experience.

Cookies are small data files stored on your browser or device.

Depending on the website services we use, cookies may collect information including:

• IP address
• Browser and device type
• Operating system
• Pages viewed
• Time spent on the website
• Referring website
• General geographic location
• Website interactions
• Advertising or campaign information

Some cookies may be placed by third-party services, including website hosts, analytics providers, payment processors, social media platforms and advertising services.

You can usually manage or disable cookies through your browser settings. Disabling certain cookies may affect how parts of the website operate.

Where required by law, we will request consent before using non-essential cookies.

11. Marketing Communications

We may send marketing emails or messages where you have provided consent, where consent may lawfully be inferred or where another lawful basis permits us to do so.

Marketing communications may include information about:

• New Products and designs
• Seasonal collections
• Upcoming availability
• Special offers and promotions
• Competitions and giveaways
• Business updates
• Event ideas and inspiration

Marketing messages will identify Sweet Exchange Cakery and include a clear method for unsubscribing.

You may unsubscribe at any time by using the unsubscribe link in an email, following the opt-out instructions in a message, replying STOP where that option is provided, or contacting us at hello@sweetexchangecakery.com.au.

We will honour unsubscribe requests as soon as reasonably practicable and within five working days, as required by Australian spam laws.

Unsubscribing from marketing communications will not prevent us from sending necessary service communications relating to an active enquiry, quote, invoice, payment, collection, delivery or order.

12. When We Disclose Personal Information

We do not sell or rent personal information.

We may disclose personal information to trusted third parties where reasonably necessary to operate Sweet Exchange Cakery, including:

• Website hosting and website management providers
• Email and communication platforms
• Payment processors and financial institutions
• Delivery, courier or transport providers
• Cloud storage and technology providers
• Customer management, invoicing and booking services
• Analytics and advertising providers
• Social media platforms
• Accountants, bookkeepers, insurers, lawyers and professional advisers
• Government agencies, regulators, courts or law enforcement bodies where required or authorised by law
• A purchaser or professional adviser involved in a proposed sale, restructure or transfer of the business

We only provide service providers with the personal information reasonably necessary for them to perform their services.

Third-party providers may handle personal information under their own privacy policies and legal obligations.

13. Overseas Disclosure

Some technology and service providers used by Sweet Exchange Cakery may store or process information outside Australia.

Depending on the providers and platforms used, personal information may be processed in the United States and in other countries in which those providers operate.

Where reasonably practicable, we select reputable providers and take reasonable steps to ensure personal information is handled appropriately.

However, privacy laws in overseas jurisdictions may differ from Australian privacy laws.

14. How We Store and Protect Personal Information

Personal information may be stored electronically through our website, email account, payment platform, cloud services, invoicing systems, social media accounts or secured devices. Limited personal information may also be retained in paper records.

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

These measures may include:

• Password-protected accounts and devices
• Multi-factor authentication where available
• Restricted access to business information
• Reputable website, payment and cloud service providers
• Software updates and security controls
• Secure payment processing
• Appropriate backup practices
• Secure destruction or deletion when information is no longer required

No internet transmission or electronic storage system is completely secure. While we take reasonable precautions, we cannot guarantee absolute security.

If we become aware of a suspected data breach, we will investigate it and take appropriate action. Where legally required, we will notify affected individuals and the Office of the Australian Information Commissioner.

15. How Long We Keep Personal Information

We retain personal information only for as long as it is reasonably required for the purposes described in this Privacy Policy or to meet our legal, accounting, taxation, insurance and record-keeping obligations.

Order, invoice and transaction records may need to be retained for several years.

Marketing information may be retained until you unsubscribe or withdraw your consent, subject to any records we are legally required to retain.

When personal information is no longer required, we will take reasonable steps to delete, destroy or de-identify it unless we are legally required to retain it.

16. Accessing or Correcting Your Information

You may ask us to provide access to personal information we hold about you or request that inaccurate, incomplete or outdated information be corrected.

To make a request, contact us at hello@sweetexchangecakery.com.au.

We may need to verify your identity before processing a request.

We will respond within a reasonable period.

In limited circumstances, we may be unable to provide access to certain information. If this occurs, we will explain the reason where it is lawful and reasonable to do so.

17. Remaining Anonymous

Where practical, you may browse our website or make a general enquiry without identifying yourself.

However, we will generally need your name and contact information to prepare a personalised quotation, discuss or confirm an order, issue an invoice, accept or verify payment, arrange collection or delivery, or respond to a complaint or refund request.

18. Information About Children

Our Products may be ordered for children's events, but our website and ordering services are intended for adults.

A parent, guardian or responsible adult should provide any information required for an order involving a child.

Please avoid providing unnecessary personal information about children.

We do not knowingly collect personal information directly from children without appropriate adult involvement.

Where a child's name, age or photograph is provided for personalisation, we will only use that information for the relevant enquiry or order unless additional permission has been provided.

19. Reviews and Testimonials

Where you submit a review or testimonial, we may ask for permission to publish it on our website, social media pages or promotional materials.

We may publish your first name or business name with your permission.

We will not intentionally publish private contact information or other unnecessary personal details.

Reviews submitted directly to third-party platforms, including social media and online review services, are also subject to the privacy terms of those platforms.

20. Third-Party Websites and Social Media

Our website may include links to third-party websites, payment platforms, courier services or social media platforms.

Sweet Exchange Cakery is not responsible for the privacy practices, security or content of third-party services.

We encourage you to review the relevant privacy policies before providing personal information.

Information posted publicly on social media may be visible to other users and is subject to the privacy practices and settings of the relevant platform.

21. Privacy Complaints

If you believe we have mishandled your personal information or breached an applicable privacy obligation, please contact us.

Please include your name and contact details, a description of your concern, relevant dates or correspondence, and the outcome you are seeking.

We will acknowledge your privacy complaint as soon as reasonably practicable and aim to provide a response within 30 days. If additional time is required due to the complexity of the matter, we will contact you and explain the reason for the delay.

Where the Privacy Act applies and you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

22. Changes to This Privacy Policy

We may update this Privacy Policy when our business practices, Products, website services, technology providers or legal obligations change.

The latest version will be published on our website with an updated revision date.

We encourage you to review this Privacy Policy periodically.

23. Contact Us

For questions, access or correction requests, privacy concerns or complaints, please contact:

• Sweet Exchange Cakery
• Website: www.sweetexchangecakery.com.au
• Email: hello@sweetexchangecakery.com.au
• Location: Brisbane, Queensland, Australia