Privacy Policy

Last updated: 31 July 2026

About this policy

Mail Time ("we", "us", "our") is an Australian direct mail marketing business. We design and print flyers, deliver them to letterboxes, and track responses using QR codes. This policy explains what personal information we collect, why we collect it, who we share it with, and how you can access it, correct it, or ask us to stop.

We handle personal information in accordance with the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth). Our marketing messages also comply with the Spam Act 2003 (Cth) and the Do Not Call Register Act 2006 (Cth).

"Personal information" means information about an identified individual, or an individual who is reasonably identifiable. An IP address or a business phone number can be personal information when it is connected to a person, and we treat it that way.

What we collect, and from whom

We collect different information depending on how you interact with us.

If you hold an account with us

Your username and the password you set (passwords are stored only in hashed form by our authentication provider — we never see them).
Your business details, contact details and billing details, where you provide them.
Records of the campaigns, quotes, contracts and invoices associated with your account.

If you scan one of our QR codes

When someone scans a QR code on a flyer we have delivered, we record the scan before forwarding the browser to the advertiser's website. We log:

the IP address the scan came from;
the browser and device type reported by the browser;
the date and time of the scan; and
an approximate location (roughly city-level) derived from the IP address by our hosting provider at the network edge.

This is used to report campaign performance to the advertiser. Reports show totals and patterns, not individuals. We do not attempt to identify who scanned a code, and we do not combine scan records with any other source to do so. We do not send your IP address to any third-party geolocation service.

If we contact your business

We market our services to other businesses. To do that we collect business contact details — business name, address, suburb, phone number, email address and website — from publicly available sources, principally public business listings such as Google Maps, and from business directories and business websites. We collect this information about the business, not from you personally, which is why you may hear from us without having given us your details directly. This paragraph is our collection notice under APP 5.

If we contact you, we also keep a record of that contact: the message we sent, any reply you send back, notes from any phone call, and whether the message was delivered. We do not put tracking pixels in our emails, so we do not know whether you opened one.

Why we use it

To provide our services: designing artwork, planning delivery areas, printing, distributing, and reporting on campaigns.
To quote, contract, invoice and take payment.
To contact businesses about our services, and to follow up when they respond.
To honour opt-out requests, which requires us to keep a record of who has opted out.
To meet our legal and tax obligations, and to resolve disputes.

Direct marketing and how to opt out

Every marketing email we send contains an unsubscribe link. Every marketing SMS can be stopped by replying STOP. You can also email us at hello@mailtime.com.au or use our contact form, and we will add you to our suppression list. We act on opt-out requests promptly and, in any case, within the five working days required by the Spam Act.

Please note that opting out does not delete your record entirely, and it cannot. We keep the opted-out address or number on a permanent suppression list so that we do not contact you again by mistake. That suppression list is never deleted and is never used for any purpose other than preventing further contact.

Who we share it with

We do not sell personal information, and we do not disclose it to third parties for their own marketing. We do use service providers who process information on our behalf, under contract, and only to provide their service to us:

Hosting and database — our application host and our database and file storage provider, who hold the information described above.
Email delivery — the providers that send our email and receive replies to it.
SMS delivery — the gateway that sends and receives our text messages.
Payments — our payment provider, where you pay an invoice by card. We never see or store your full card number.
Business lookup — a mapping and places provider, used to look up public business listings and addresses.
Artwork and copy generation — AI service providers, used to draft flyer artwork and marketing copy. Business details are sent to them for that purpose; we do not send them the personal information of people who scan QR codes.
Our professional advisers, and law enforcement or regulators, where we are required or permitted by law to disclose.

Overseas disclosure

Some of the service providers above are located outside Australia, or store data outside Australia — principally in the United States. Our primary database and application servers are hosted in Australia (Sydney), but by using our services you acknowledge that your information may be disclosed to overseas recipients as described above. We take reasonable steps to ensure those recipients handle your information consistently with the APPs, but we may not be able to control or remedy their acts and practices in the same way as an Australian provider.

Cookies

We use cookies only to keep you signed in to your account. They are set when you log in and are required for the application to work. We do not use advertising cookies, and we do not run third-party analytics or advertising trackers on this site.

How long we keep it

Business prospects we never did business with: automatically de-identified after 180 days of no contact. Names, addresses, phone numbers, email addresses and message contents are erased; only anonymous statistics remain.
Opt-out records: kept indefinitely, as explained above, so we can keep honouring them.
Quotes, contracts, invoices and other business records: kept for at least five years, as required by Australian tax law. Signed contracts and their signing records are kept as long as they may be needed as evidence of the agreement.
Account and campaign data, including QR scan logs: kept while your account is open and for a reasonable period afterwards, then deleted or de-identified.

Security

We take reasonable steps to protect personal information from misuse, loss, and unauthorised access, modification or disclosure. Traffic to our site is encrypted in transit, access to our systems is restricted, and information is stored with providers that encrypt data at rest. No system is perfectly secure, and we cannot guarantee that a breach will never happen. If one occurs and it is likely to cause serious harm, we will notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

Access, correction and deletion

You can ask us what personal information we hold about you, ask us to correct it if it is wrong, and ask us to delete it. Email hello@mailtime.com.au and we will respond within 30 days. There is no charge for making a request.

We will act on a deletion request unless we are required to keep the information — for example, tax records, a signed contract, or an entry on our opt-out suppression list. If we cannot delete something, we will tell you what and why.

Complaints

If you think we have mishandled your personal information, please contact us first at hello@mailtime.com.au. We will acknowledge your complaint and aim to resolve it within 30 days. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

Changes to this policy

We may update this policy from time to time. The current version is always at this address, with the date it was last updated shown at the top.

Contact us

Email hello@mailtime.com.au or use the form on our contact page.