JARO SYSTEMS

Privacy Policy

Last updated: 16 October 2026

Who we are

JARO Systems ("JARO", "we", "us") is a sole trader business based in Perth, Western Australia, owned and run by Tshering Tobgay. This policy explains how we handle personal information when you visit jaro.systems, contact us, or work with us. We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth) as our standard.

What we collect and how

  • Contact form: your name, business name (optional), email address and message. You give us this when you fill in the form.
  • Emails and calls: whatever you choose to share when you email or phone us.
  • Clients and enquiries: contact details, notes from meetings and project details, so we can quote, deliver and invoice our work.
  • Business research: names, roles and business contact details that businesses publish on their own websites.
  • Website chat: what you type is sent to Anthropic to answer you. If you ask us to contact you, we save your name, contact details, business name and request. We don't keep the rest of the chat.
  • Website visits: our website does not use cookies, analytics or tracking tools. Our hosting provider keeps standard server logs (such as IP address, browser type and the pages requested) to run and protect the site. Our pages load fonts from Google Fonts, so your browser connects to Google, which can see your IP address.

Why we use it

We use personal information to:

  • reply to your enquiry and talk with you about your needs;
  • prepare quotes, deliver projects, send invoices and keep business records;
  • research businesses that may benefit from our services and contact them about those services;
  • run, protect and improve our website and our business.

We do not sell personal information.

Who we share it with

We share personal information only with service providers that help us run the business, and only as needed:

  • Vercel (website hosting)
  • Web3Forms (delivers contact form messages to our inbox)
  • Anthropic (powers our website chat assistant: messages you type in the chat are processed to answer you)
  • Cal.com (booking service: if you book a call, your name, email, chosen time and any notes are handled by Cal.com to schedule the call)
  • Google Workspace (email) and Google Fonts
  • Railway (hosts our customer records system)
  • Xero (invoicing and accounts)
  • Canva (designs)
  • AI providers: Anthropic (Claude), and OpenAI (ChatGPT) and Google (Gemini) through OpenRouter
  • Composio (securely connects our tools, such as email, Canva and our social media pages)

We may also share information if the law requires it.

Overseas disclosure: some of these providers store or process data outside Australia, mainly in the United States. Their own privacy terms apply to how they handle it.

AI tools

We use AI assistants to help us draft emails, research businesses and run day-to-day tasks. This may involve putting your details or messages into those tools. Our website chat assistant, Chloe, answers automatically and says it is an AI. Everything else we send you, like emails and quotes, is checked and approved by a person (Tshering Tobgay). We do not use AI to make decisions about you without a person involved.

Social media

We publish posts on our own Facebook, Instagram and LinkedIn pages. We do not collect or store personal information about people who view, like or comment on those posts; those platforms' own privacy policies apply there.

Marketing emails and how to opt out

We may send emails about our services to business email addresses that are published on a business's website, or to people who have agreed to hear from us. We follow the Spam Act 2003 (Cth): each email says who it is from, how to contact us, and includes a simple way to unsubscribe. To opt out, use the unsubscribe option in the email or email info@jaro.systems. We will act on your request within 5 working days.

Storage and security

We keep information in the services listed above, protected by passwords and access controls, and we limit access to the people who need it. We do not store card or bank account numbers. We keep information only as long as we need it for the purposes above or as the law requires (for example, tax records), and then delete it. No system is completely secure, but we take reasonable steps to protect your information.

Access and correction

You can ask to see the personal information we hold about you, or ask us to correct it. Email info@jaro.systems. We will reply within 30 days.

Complaints

If you are worried about how we have handled your personal information, please contact us first:

We will look into it and reply within 30 days. If you are not satisfied with our reply, you can contact the Office of the Australian Information Commissioner (OAIC): https://www.oaic.gov.au/privacy/privacy-complaints

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.