1. Introduction
Kollabhouse ("we", "our", "us") is a software platform designed to help creative professionals manage client projects, proposals, contracts, and collaboration.
We are committed to protecting your privacy and handling your personal information responsibly.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you access or use our website and SaaS platform ("Platform").
We comply with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). If you access the Platform from outside Australia, additional laws (such as GDPR) may apply.
2. Information We Collect
We collect information necessary to provide and improve the Platform.
2.1 Information You Provide
When you register or use Kollabhouse, we may collect:
- Name
- Email address
- Business name
- Billing information
- Account login credentials
- Content you upload (e.g., proposals, contracts, questionnaires, files, project data)
- Communications with us
2.2 Payment Information
Payments are processed securely via Stripe. We do not store full credit card details on our servers. Stripe processes payment information in accordance with its own privacy policy.
2.3 Client & Project Data (Freelancer Accounts)
If you use Kollabhouse as a freelancer, you may upload or collect personal information about your clients (e.g. names, emails, contracts, invoices, questionnaires, and files). You are responsible for having a lawful basis to collect that information and for informing your clients how their data is used. We process that information on your behalf to provide the Platform, as described in section 5 below.
3. Automatically Collected Information
When you access our website or Platform, we may collect:
- IP address
- Browser type
- Device type
- Operating system
- Pages visited
- Session activity
- Referral URLs
- Usage patterns
This information is collected via cookies, analytics tools, and security services.
Analytics and advertising data are collected only if you consent via our cookie banner. Essential error monitoring (Sentry) may run without consent to keep the Platform secure and reliable; session replay is enabled only if you accept analytics cookies.
4. Third-Party Service Providers
To operate the Platform, we use trusted third-party providers ("subprocessors") that may process personal information on our behalf:
- Supabase – PostgreSQL database hosting
- Vercel – Application hosting and deployment
- Cloudflare – CDN, security, and R2 object storage for files and media
- Stripe – Subscription billing and payment processing (including Stripe Connect for client invoices)
- Postmark – Transactional email delivery (e.g. notifications, invoices, account emails)
- Google – OAuth sign-in (Google account authentication) and Google Analytics (with consent)
- Meta Platforms – Facebook Pixel for advertising measurement (with consent)
- Sentry – Error monitoring and performance diagnostics; Session Replay only with analytics consent
- Wistia – Hosted product demo video on our marketing site
These providers may store or process data on servers located outside Australia, including in the United States or Europe. We take reasonable steps to ensure they maintain appropriate security standards and process data only as needed to provide their services to us.
5. Processing Client Data on Behalf of Freelancers
When freelancers use Kollabhouse to manage projects, share proposals, collect questionnaires, send contracts, or issue invoices, we typically act as a data processor (or service provider) for personal information about the freelancer's clients and collaborators. The freelancer is the data controller for that client data and decides what to collect and how to use it in their business.
We process client personal information only to:
- Provide, host, and secure the Platform features the freelancer uses
- Deliver content to client portals, send notifications the freelancer triggers, and store uploaded files
- Comply with law and enforce our Terms where applicable
We do not sell client data processed on a freelancer's behalf. We do not use that data for our own marketing except where the freelancer has clearly obtained consent or the use is strictly necessary to operate the service they requested.
Freelancers must: collect only information they need; provide their own privacy notice to clients where required; and use the Platform in compliance with applicable privacy laws.
If you are a freelancer's client and have questions about how your personal information is used in a project, contact that freelancer first. If you cannot reach them, or need help regarding data held in Kollabhouse, email support@kollabhouse.com. For formal data processing terms, contact us to request our standard Data Processing Addendum (DPA).
6. Facebook Pixel & Advertising
We may use the Meta (Facebook) Pixel on our marketing website to measure advertising performance and deliver relevant ads. The Pixel is loaded only if you accept marketing cookies.
This tool may collect: page visits, device information, browser data, IP address, interaction events.
You can manage advertising preferences via your Facebook account settings.
7. How We Use Your Information
We use your information to: provide and maintain the Platform; process subscriptions and payments; improve performance and features; communicate important service updates; prevent fraud and secure accounts; provide customer support; measure marketing performance.
We do not sell your personal information.
8. Data Storage & Security
We implement reasonable technical and organisational safeguards to protect your data. However, no internet transmission is completely secure. You use the Platform at your own risk.
We retain personal data only as long as necessary to: maintain your account; comply with legal obligations; resolve disputes; enforce agreements.
9. Your Rights
Depending on your location, you may have the right to: access the personal data we hold about you; request correction of inaccurate data; request deletion of your data; withdraw consent to marketing communications.
To make a request, contact us at: support@kollabhouse.com
10. Cookies
We use essential cookies (login, session, security); analytics cookies (Google Analytics and, if accepted, Sentry Session Replay); and marketing cookies (Meta Pixel). Non-essential cookies are not loaded until you consent.
For more details, see our Cookie Policy.
11. International Users
If you access the Platform from outside Australia, your information may be transferred and processed in other countries where our service providers operate.
12. Changes to This Policy
We may update this Privacy Policy from time to time. Updated versions will be posted on this page with a revised "Last Updated" date.
13. Contact Us
If you have questions about this Privacy Policy, please contact:
Kollabhouse
Email: support@kollabhouse.com
Website: https://kollabhouse.com