Privacy Policy

Arcus Websites is a South Australian business that works with schools, preschools, and organisations to build, host, and manage websites, as well as capture and edit photography and video.

This Privacy Policy explains how we look after personal information, where website and media data is stored, and the steps we take to keep information secure.

1. Our approach to privacy

We understand that privacy is especially important in education settings. Arcus Websites takes reasonable and practical steps to protect personal information and to ensure data is handled responsibly.

Where applicable, we follow the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. What information we may handle

Depending on the services we provide, we may collect or manage:

• Contact details for school or organisation staff (such as names, email addresses, and phone numbers)
• Website content supplied by clients (newsletters, policies, documents, and general content)
• Approved photographs and videos of school activities, facilities, staff, or students
• Technical information required to host and support websites

We only collect or use information that is needed to deliver our services.

3. Website hosting (Australia-based)

All websites managed by Arcus Websites are hosted in Australia.

We use trusted Australian hosting providers, including:

• Synergy Wholesale (wholesale web hosting)
• WP Staq (managed WordPress hosting)

This means website data is stored on Australian servers and is subject to Australian laws and standards.

4. Photography and video storage

As part of our photography and videography services, we store media securely and limit access to authorised staff only.

Approved photos and videos

• Final, approved photos are stored in Google Drive.
• Approved videos are stored on Vimeo to stream on the website.
• Access is restricted to Arcus Websites team members who need the files to undertake their job tasks, and the school/preschool.

Raw video footage

• Raw (unedited) video files are stored on a secure local drive managed by Arcus Websites.
• Raw footage is kept for up to two (2) years to allow for future edits or revisions if requested by the client.
• After this time, the footage is securely deleted unless another arrangement has been agreed.

5. Student images and consent

Arcus Websites only uses student images and videos that have been:

• Provided or approved by the school or preschool, and
• Collected in line with the school’s own consent and media permission processes.

We rely on schools and preschools to manage parent/carer consent for student images. Arcus Websites does not independently seek consent from parents or carers.

Student images and videos are:

• Used only for the agreed website or communication purposes
• Not shared with third parties outside of service delivery
• Stored and managed using the same security practices outlined in this policy

If a school requests that an image or video be removed, we will action this as soon as reasonably possible.

6. How we use information

We use information only to provide our services, including:

• Building, hosting, and maintaining websites
• Uploading and updating approved content
• Editing and delivering photography and video projects
• Providing technical support and assistance

We do not sell or trade personal information.

7. Keeping information secure

Arcus Websites takes practical steps to protect information from loss, misuse, or unauthorised access.

Our practices align with the South Australian Department for Education ICT Cyber Security Standard.

Security measures include:

• Australian-based hosting environments
• Secure access controls and passwords
• Limited staff access to client data
• Secure local storage for raw media files

8. Working with the Department for Education

Arcus Websites works closely with the South Australian Department for Education (DfE) and ICT Services teams to ensure our services meet expected cyber security and operational standards.

We maintain professional working relationships with DfE contacts, including:

• Michael Rowland – Cyber Security Operations Lead, ICT Cyber Security, ICT Services
• Tyson Lack – Senior Network Support Engineer, School Connectivity, ICT Services

9. Sharing information

We only share information:

• With the permission of the client
• When required by law
• With trusted service providers (such as hosting providers) where needed to deliver services

All providers are expected to handle information securely.

10. Access and updates

Schools or organisations may request access to, or correction of, information held by Arcus Websites at any time.

11. Changes to this policy

This policy may be updated from time to time. The most recent version will be available via our website or on request.

12. Contact us

For privacy questions or requests, please contact:

Peter Stokes
Arcus Websites
80 George St, Thebarton SA 5031
Email: admin@arcuswebsites.com.au
Phone: 0421 153 811

Last updated: 17/12/2025