Privacy notice

Effective 14 October 2026 · Updated 14 October 2026

We operate from South Australia and welcome visitors worldwide. We apply the practices in this notice to information we handle regardless of location. Our current activities are a small independent tools website. We apply reasonable privacy practices whether or not a small-business exemption applies; this notice is not a formal opt-in to the Privacy Act. Mandatory rights and deadlines under any applicable law take priority.

If EU or UK data protection law applies to particular processing, we will identify an appropriate legal basis: providing a requested service, complying with a legal duty, a proportionate legitimate interest, or consent where required. Applicable rights can include access, correction, deletion, restriction, objection, portability and withdrawal of consent, and a complaint to a competent supervisory authority. We do not use automated decisions producing legal or similarly significant effects. Worldwide availability alone is not a claim that every overseas law applies; targeted overseas offerings or monitoring require a further assessment before expansion.

1. Who handles your information

Robin John Custance, ABN 77 305 956 832, operates robsaitools.com in Australia. For privacy questions, access or correction requests, deletion requests or complaints, email robin@robsaitools.com with “Privacy” in the subject. This notice covers the website, correspondence received by Rob, private website administration and the local tools described here. Other linked services and projects have their own arrangements. You may also contact us by phone or post:

Most tool inputs stay on your device. Visiting a website still involves network information being processed by its host. Local processing does not mean that your device, browser extensions, operating system, email provider or cloud-sync services cannot access information.

2. What is handled and why

3. Local browser storage and your controls

The prompt checklist and countdown process inputs in the browser. Their optional save controls use browser storage. Steady processes notes, tasks and focus timers locally; its settings provide saving, export and clearing controls. Local saved content is not encrypted by these tools and is not automatically synchronised by this website. Your colour-theme preference is also stored locally.

Steady caches application files for offline use. AI News stores recently retrieved headlines and retrieval times and ignores cached copies older than seven days. Its searches filter headlines locally, and fixed website routes retrieve publisher feeds. Opening a publisher article connects you to that publisher.

The checksum checker reads the selected file locally to calculate a fingerprint; it does not upload the file or scan for malware. Copy controls use the system clipboard when you request them. Clearing website storage removes saved tool data and preferences on that browser, but not exports, clipboard history, independently synced files or other backups. Check what you need to keep before clearing all site data.

4. First-party analytics

We use our own page statistics, not an advertising or third-party analytics service. The report counts eligible page views, including repeat views. It does not identify unique visitors or build a visitor journey across pages.

For each measured page we may record its known public path, Adelaide calendar day and hour, referring domain or broad source category, and broad device and browser categories. A random token held only by the current page allows cumulative active seconds, visible seconds, maximum scroll percentage, departure signals and counts of broad link categories to be reported. The token expires after six hours and is not a persistent visitor identifier.

Active-time estimates pause when a page is hidden or unfocused and after a minute without activity. The feature observes activity events to update timing; it does not record keys pressed, typed text, pointer coordinates, form contents, complete clicked URLs or tool inputs. Analytics records do not contain IP addresses, raw browser identifiers, URL query strings or full referring URLs. This statement concerns the analytics feature, not separate hosting or security logs.

Signed-in admin browsing, recognised bots, prefetch requests and supported Do Not Track or Global Privacy Control signals are excluded. Blocking scripts or browser reports may prevent engagement measurement. Cache/offline use may also be missing. Collection is approximate: inferred entries and reported departures are not proof of whole-site sessions or exits. Analytics records are configured for a rolling 90-calendar-day window with daily cleanup; operational failure can delay deletion until cleanup is restored.

5. Cookies, accounts and security records

Public visitors do not need an account. Analytics does not use tracking cookies. An authorised admin sign-in uses a secure session cookie; Google connection, if enabled, uses a temporary security cookie. The admin session has a maximum eight-hour lifetime and a 30-minute inactivity limit. Google connection verification expires after ten minutes. Expiry ends validity and does not itself guarantee deletion of the associated server record.

Passwords are stored as salted password hashes rather than recoverable plain text. Authentication abuse prevention uses hashed lookup values derived from request/account information, including IP or email in relevant limits. A hash is not necessarily anonymous. Private drafts and notes are access-controlled but are not individually encrypted by the application. Publicly published website content becomes accessible to visitors.

6. Email and optional Google connection

The public contact form creates a draft in your own email application; it does not automatically send a message. If you send it, the message is processed by the participating email providers and may be retained in Rob’s mailbox. Please send only information needed to resolve your enquiry, especially for personal recordings, health-related notes or information about other people.

The optional private admin inbox is not connected in the reviewed release. If activated by the owner, it can retrieve and manage mail, save drafts and send approved messages through the configured Google account. Google remains the mailbox provider. The app stores an encrypted connection token and encrypted send-review content, plus records intended to prevent duplicate sends. Those records can include message identifiers and recipients. Google account permissions can expose more of the connected mailbox than messages addressed to one alias; the owner must understand that scope before connecting.

Disconnecting removes the app’s stored connection token, not messages or drafts already in Google, and is separate from revoking the app’s permission in Google. Successful send reviews are removed after sending where cleanup succeeds; expired unsent reviews and related operational records can remain until manually removed. We do not use this integration for advertising, selling mailbox information or training AI models. Email recovery requires a configured delivery service and a verified recovery address. Resend can provide that delivery separately from the Gmail inbox once configured.

7. Mac applications

QuotaPerch: the described preview reads account and quota information through the separately installed Codex executable approved on the Mac. That provider software handles its own authentication and network activity. QuotaPerch does not send prompts or quota readings to Rob. Optional local history is off by default; when enabled it keeps up to seven days of readings with an account fingerprint to avoid mixing accounts. The fingerprint is pseudonymous. Approved executable path/fingerprint preferences and history are local. Support summaries are designed to omit account email, fingerprint, credentials, raw logs and file paths; review an export before sharing it.

M4A DJ Studio: the reviewed 0.7.2 application performs audio analysis and English transcription locally. It stores library information, paths, notes, lyrics, transcripts, analysis and playlist rules in local JSON files. These files are not encrypted by the app. Original audio remains at its imported locations. Temporary processing files may survive a crash, and exported files can contain private content or full paths. Synced folders, backups and external links involve their respective providers. See the app-specific notice for exact file and removal instructions. These statements describe the reviewed build, not every future version or an independent network-security certification.

8. Disclosure and overseas processing

We share information only as needed to operate the service, answer enquiries, obtain authorised professional advice, comply with law or respond to a security incident. We do not sell personal information or use tool inputs for advertising. Service providers may process information outside Australia; this is not an Australia-only hosting arrangement.

• Netlify — hosting and private application storage: the production function region is Ohio, United States. Delivery, storage, logging and authorised support can involve other provider locations. See Netlify’s data processing agreement and its subprocessor register.
• Google Workspace — correspondence and private backups: Google processes data internationally. Its published Workspace locations include the United States, Belgium, Brazil, Canada, Chile, Denmark, Finland, France, Germany, Hong Kong, India, Ireland, Israel, Italy, Japan, Mexico, Netherlands, New Zealand, Poland, Singapore, South Korea, Spain, Sweden, Switzerland, Taiwan and the United Kingdom, alongside Australia. These are potential service/support locations, not a claim that every message is stored in each country. No Australia-only data-region commitment has been verified for this account. See Google’s current locations and subprocessors.
• Cloudflare — domain name services: supplies the domain’s DNS. Website records currently route directly to Netlify rather than through Cloudflare’s web proxy. DNS and administrative data may be handled across its international infrastructure, including the United States; see Cloudflare’s notice.
• Resend — planned account email delivery: this connection is being configured and is not yet active. Once enabled, Resend will process recipient addresses, system-message content and delivery events. Its selected sending region is Tokyo, Japan; Resend states that stored data is held in the United States. See Resend’s security information and subprocessors. This is separate from the Gmail inbox.
• Buy Me a Coffee — optional external support: following the support link opens its own service. It identifies US processing and may use payment providers internationally. We may receive supporter and transaction information, but this website does not receive card details. See its privacy policy.

Provider locations and subcontractors can change. We review these arrangements when changing a provider and during periodic privacy reviews. Contractual and other transfer safeguards required by applicable law must be assessed for the relevant service; visiting the site is not a waiver of those requirements. Contact us for more information about a particular disclosure.

9. Retention and deletion

We use the following retention rules, subject to a documented legal obligation, unresolved claim or security investigation requiring a longer period. We keep only the material needed for that exception and review it every three months.

• Ordinary support correspondence: delete or de-identify 24 months after the enquiry closes. Separate tax or dispute records before deleting the remaining correspondence.
• Tax and transaction records: generally at least five years from preparation, obtaining the record or completion of the relevant transaction, whichever is later; some tax events and review periods require longer. We retain the necessary accounting evidence rather than every unrelated email. An accountant should settle any exceptional period.
• Private notes and unused drafts: review monthly; after 12 months without a continuing purpose, remove them or record a reason and next review date. This is a manual review, not an automatic deletion of the owner’s work.
• Owner accounts: retain while authorised and needed. After closure, remove unnecessary profile and recovery information within 30 days, revoke sessions and connections, and retain only a justified audit or legal record. Security history is reviewed after 12 months.
• Analytics: a rolling 90-calendar-day window with daily cleanup. Expired sessions and one-time connection/recovery records are scheduled for cleanup once they have been expired for at least 24 hours. Failures or a cleanup backlog can delay deletion; expiry still prevents use.
• Other email and security records: review monthly. Remove expired email-review payloads and obsolete rate-limit records after 30 days using a maintenance process that cannot remove an active operation. Duplicate-send claims are reviewed after 90 days; uncertain sends must first be reconciled against Gmail. These reviews are manual; they are not covered by the automated session cleanup.
• Website content and backups: public content remains until replaced. The application keeps up to 20 prior content versions and 100 recent activity entries. Private operational backups are retained for 30 days unless held for a documented incident. Backup copies may age out after the active record is removed; a restore must reapply later deletions.
• Your device: browser content remains until you clear or overwrite it. Optional QuotaPerch history is bounded to seven days. Exports and files in your own backup or sync service follow your controls.

The operator performs the manual review on the first business day of each month and records completion privately. Provider-managed logs and disaster-recovery copies have their own contractual lifecycles; we do not promise immediate erasure of every provider backup. Where we cannot fulfil a deletion request, we will explain the applicable reason and next steps.

10. Access, correction, choices and complaints

You can use the tools without optional local saving, clear saved data, choose what to send for support, use supported browser privacy signals and avoid following external links. Where we hold information about you, contact us to request access, correction or deletion. We may need a proportionate way to verify identity and protect other people’s information; please do not send identity documents unless a suitable method is agreed. If a request cannot be fulfilled, we will explain why and available next steps, subject to lawful limits. Analytics is not designed to identify your individual browsing history.

For a complaint, describe the concern and the outcome you seek. We aim to acknowledge it within five business days and give a substantive response within 30 days, or explain a delay. You may contact the Office of the Australian Information Commissioner where the matter is within its jurisdiction, or another relevant regulator. Applicable statutory rights and deadlines take priority over these handling targets. We do not assume that every overseas privacy law applies to every visitor or promise rights that cannot be established from the circumstances.

11. Safeguards, incidents and changes

The site uses HTTPS, server-side admin permission checks and session protections. Email connection credentials and send-review payloads are encrypted by the app. No online service or local device is risk-free. If we identify an incident, we will assess and contain it and provide notifications required by applicable law.

We do not knowingly seek sensitive information from children through public forms. A parent or guardian who believes inappropriate information has been sent can contact us. We will update this notice when actual practices change and date material revisions. A revised notice does not retrospectively authorise an unrelated use of information.

Optional Google website sign-in

If you choose Google sign-in for this website, Google provides your account ID, verified email address and basic profile name. We store the account identifier and profile details in private Netlify storage to recognise your account. We do not request inbox, Drive, contacts or payment access for sign-in, and do not retain Google access or refresh tokens from that sign-in flow. It does not upload or synchronise the local tools’ inputs.

A signed-in visitor account uses a secure session cookie with an eight-hour maximum lifetime and a 30-minute inactivity limit. A temporary security cookie binds the Google sign-in request and expires after ten minutes. Only a signed-in owner who confirms the current website password can link Google to the existing owner workspace. Signing out invalidates the current website session; it does not sign you out of Google.

Optional Google account records remain until appropriately removed; this release does not include an automatic account-deletion control. Contact us using the privacy details above to request access, correction or deletion. Expired sign-in challenges and sessions are included in scheduled security cleanup after their expiry and a one-day grace period; operational failure can delay that cleanup. We never ask for your Google password. Enter Google login details only on Google’s own secure sign-in page.