1. What Are Cookies?
Cookies are small text files placed on your device when you visit a website. They help websites function properly, improve user experience, and provide analytical and advertising insights.
Kollabhouse uses cookies and similar technologies to operate our Platform and understand how it is used.
2. Types of Cookies We Use
2.1 Essential Cookies
These cookies are necessary for the Platform to function properly. They enable:
- Account login and authentication
- Session management
- Security and fraud prevention
- Load balancing and performance optimisation
- Error monitoring (Sentry — crash and performance diagnostics only; session replay is not loaded until you accept analytics cookies)
Without these cookies, the Platform cannot operate correctly.
2.1a Session & Authentication Cookies
When you log in or access a client portal, we use session cookies to keep you authenticated and to protect against cross-site request forgery. These include NextAuth session and CSRF cookies, and a portal access cookie for client portal links. They are strictly necessary and cannot be disabled while using those features.
2.2 Analytics Cookies
We use Google Analytics to understand how visitors use our website. If you accept analytics cookies, we may also enable Sentry Session Replay (with text and media masked) to help us diagnose issues. These tools help us measure:
- Pages visited
- Time spent on pages
- Navigation paths
- Device and browser information
This information is aggregated and used to improve the Platform.
2.3 Advertising Cookies
We use the Meta (Facebook) Pixel and the Reddit Pixel for advertising. These cookies help us:
- Measure advertising performance
- Deliver relevant ads
- Retarget visitors
- Understand marketing campaign effectiveness
These cookies may track your browsing activity across websites.
Google Analytics, Meta Pixel, and Reddit Pixel are loaded based on your region and your choices. In the UK, EU/EEA, and other strict-consent regions, analytics and advertising scripts run only after you choose "Accept all" or enable the relevant category in "Manage preferences". In Australia, New Zealand, the United States, and Canada, these scripts may run by default until you opt out — you will see a short notice at the top of the page, and you can change your preferences at any time via the footer or dashboard settings.
2.4 First-Party Attribution (localStorage)
When you first visit our marketing site, we may store UTM parameters, referral URL, and landing page path in localStorage under kh-acquisition-v1. This is first-party attribution only — not shared with Google or Meta — and is used when you sign up or request a demo so we can understand how users found Kollabhouse. It is retained in your browser for up to 90 days from first capture, or until you clear site data.
2.5 Video & Media Cookies (Wistia)
Our product demo video on the marketing site is hosted by Wistia. The player is not loaded until you click to play. Once you start playback, Wistia may set cookies or use similar technologies to stream video, remember preferences, and measure viewing activity.
You can manage Wistia-related tracking through your browser settings or Wistia's own privacy controls where available.
3. Managing Cookies
We apply different consent approaches depending on where you visit from:
- Strict regions (UK, EU/EEA, and anywhere we cannot determine your location): we show a cookie banner and load analytics and marketing scripts only after you consent.
- Permissive regions (Australia, New Zealand, United States, Canada): we show a dismissible notice (not a blocking banner) and load analytics and marketing scripts by default until you opt out.
Your saved preferences always override regional defaults. If you previously rejected non-essential cookies, we honour that choice even if you are in a permissive region.
Region is detected approximately from your IP address and stored in a first-party cookie (kh-consent-policy) so we can apply the correct approach on return visits. If detection fails, we default to strict consent.
You can manage or disable cookies:
- Through your browser settings
- Through your device privacy settings
- Through advertising settings on Facebook
You can also change your preferences at any time using the "Cookie preferences" link in our website footer, via "Manage preferences" on the cookie banner, or under Dashboard → Settings → Privacy & cookies.
Your cookie choices are stored locally in your browser (localStorage key: frameflow-cookie-consent) so we can remember your preferences on return visits.
Please note that disabling essential cookies may affect the functionality of the Platform.
4. Cookie Inventory
The table below lists the main cookies and similar technologies we use. Names may vary slightly by browser, environment, or provider updates.
| Name / technology | Provider | Purpose | Category | Duration |
|---|---|---|---|---|
__Secure-next-auth.session-token / next-auth.session-token | Kollabhouse | Keeps you logged in to your account | Essential | Session / up to 30 days |
__Host-next-auth.csrf-token | Kollabhouse | Security — prevents cross-site request forgery | Essential | Session |
kh_portal_token | Kollabhouse | Authenticates client portal access via secure link | Essential | Up to 30 days |
kh-consent-policy | Kollabhouse | Stores strict vs permissive consent approach for your region | Essential | Up to 24 hours |
frameflow-cookie-consent (localStorage) | Kollabhouse | Stores your cookie preference choices | Essential | Persistent until cleared |
kh-acquisition-v1 (localStorage) | Kollabhouse | First-party UTM, referrer, and landing path for signup attribution | Essential / functional | Up to 90 days |
_ga, _ga_* | Analytics — measures site usage | Analytics (consent) | Up to 2 years | |
| Sentry diagnostics | Sentry | Error and performance monitoring | Essential | Session / short-term |
| Sentry Session Replay | Sentry | Masked session replay for debugging | Analytics (consent) | Session / short-term |
_fbp, _fbc | Meta | Advertising measurement and retargeting | Marketing (consent) | Up to 90 days |
| Wistia player cookies | Wistia | Video playback and viewing metrics (after you click play) | Functional / media | Varies |
5. Changes to This Policy
We may update this Cookie Policy from time to time. Changes will be reflected by updating the "Last Updated" date above.
6. Contact
If you have questions about our use of cookies, contact us at:
Kollabhouse Pty Ltd
ABN 57 695 091 840