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Privacy Policy

The IT TechNinjas · Last updated: September 2026

The IT TechNinjas (trading name of The Trustee for Hobbs Trust, ABN 78 689 368 058) is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in accordance with thePrivacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Who we are

The IT TechNinjas is a Brisbane-based managed IT services provider. We can be contacted at:

2. What personal information we collect

We may collect the following personal information:

  • Contact form submissions: your name, email address, company or organisation name, and the content of your message.
  • Communications: information you provide when you contact us by phone, email, or other means.
  • Client engagements: business contact details and relevant technical information provided in the course of delivering our services.
  • AI chat assistant ("Nin"): if you use the chat widget on this website, the questions you type are sent to Anthropic's Claude API (and briefly to Cloudflare's AI service, to find relevant help content) in order to generate a response. We do not store or log the content of these conversations on our own systems, with the two exceptions described in the next two rows — see "AI chat assistant" under section 5 for how this data is handled.
  • Chat feedback notes: if you rate a chat reply unhelpful, you may optionally type a short note about what you were hoping to find. Unlike the conversation itself, this note is stored (without your IP address, session identifier, or any other part of the conversation) so we can identify gaps in the assistant's knowledge base.
  • Unanswered chat questions: if the assistant can't find a good answer to your question, the question itself (without your IP address, session identifier, or the assistant's reply) is stored automatically — not something you opt into, unlike the feedback note above — so we can identify and fill gaps in our published content.
  • Chat contact requests: if you ask the chat assistant to have someone reach out, we collect the name, email address, and any optional message you provide, in order to respond to your enquiry — the same information, and used the same way, as a contact form submission.

We do not collect sensitive information (such as health information, financial account details, or government identifiers) through this website. Please avoid entering passwords or other sensitive personal details into the chat assistant.

3. How we collect personal information

We collect personal information:

  • Directly from you when you complete the contact form on this website.
  • Directly from you when you use the AI chat assistant on this website.
  • When you contact us by phone, email, or in person.
  • In the course of providing managed IT services to your organisation.

This website uses Cloudflare Web Analytics, which does not use cookies and does not collect personal information. We do not use Google Analytics or any other cookie-based analytics service on this site.

4. Why we collect personal information

We collect and use personal information to:

  • Respond to your enquiry or request for information.
  • Provide, manage, and improve our managed IT services.
  • Send you our newsletter (The Ninja Brief) if you have requested it.
  • Meet our legal and contractual obligations.
  • Protect the security of our systems and services.

5. Disclosure of personal information

We may disclose your personal information to:

  • Email delivery providers: we use SMTP2Go to deliver email messages. Contact form submissions and chat contact requests ("want someone from ITTN to reach out?") are transmitted through this service. SMTP2Go processes data in accordance with its own privacy policy.
  • Cloudflare: this website is hosted on Cloudflare Pages. Cloudflare may process connection metadata (such as IP addresses) as part of delivering the website, verifying you're not a bot (Cloudflare Turnstile) when using the contact form or chat assistant, and finding relevant content for the chat assistant to draw on (Cloudflare Workers AI). Cloudflare processes data in accordance with its privacy policy.
  • AI chat assistant: if you use the chat widget ("Nin"), the text you type is sent to Anthropic (the provider of the Claude AI model) to generate a response. We do not store or log the content of these conversations ourselves. Anthropic processes data in accordance with its own privacy policy.
  • Microsoft 365 / Teams: if you submit a chat contact request, your name, email address, and any message you provide are shared internally with our team via Microsoft Teams (our own internal system, run on Microsoft 365) so we can respond to you.
  • Professional advisors: lawyers, accountants, or other advisors where necessary.
  • Authorities: where required or permitted by law.

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

6. Overseas disclosure

Some of our service providers (including Cloudflare, SMTP2Go, and Anthropic) may store or process personal information outside Australia — including, for the AI chat assistant, whatever you type into it. Where this occurs, we take reasonable steps to ensure those providers handle information in a manner consistent with the APPs.

7. Data retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Contact enquiries — including a chat contact request (see section 2) — are generally retained for a period of up to seven years for record-keeping purposes. AI chat assistant conversations are not retained by us at all — each conversation exists only in your browser for the duration of your visit. Two exceptions (see section 2): an optional chat feedback note, and a question the assistant couldn't answer well — both retained for up to 12 months (to improve the assistant and fill content gaps, respectively), with no conversation content, IP address, or session identifier stored alongside either.

8. Security

We take reasonable steps to protect personal information from misuse, loss, unauthorised access, modification, or disclosure. Our website is served over HTTPS and hosted on Cloudflare's infrastructure. Form submissions are transmitted securely to our email system.

We are subject to the Notifiable Data Breaches (NDB) scheme under the Privacy Act 1988. In the event of an eligible data breach, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required.

9. Your rights

You have the right to:

  • Request access to the personal information we hold about you.
  • Request correction of inaccurate or incomplete personal information.
  • Make a complaint about how we have handled your personal information.

To exercise any of these rights, contact us at hello@ittechninjas.com.au.

10. Complaints

If you are not satisfied with our response to a privacy complaint, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

11. Changes to this policy

We may update this Privacy Policy from time to time. The current version will always be available at this address. We encourage you to review it periodically.

12. Contact us

For any privacy-related questions, contact us at hello@ittechninjas.com.au or +61 7 3188 5466.