Show Me How Systems
Last updated: 30 October 2026
This Privacy Policy explains how Show Me How Systems ("we", "us", "our") collects, uses, stores and shares personal information, and how you can contact us about it.
1. Who we are
Show Me How Systems is a business run by Rachel McInnes as a sole trader (ABN 13 201 872 149), based in Brisbane, Queensland and working across South East Queensland.
- Website: showmehowsystems.com.au
- Email: showmehowsystems@gmail.com
We film narrated walkthroughs of a client business's operations and turn them into task video clips, operations manuals, role descriptions and related documents.
2. Our approach to privacy
As a small business, we may not be required to comply with the Privacy Act 1988 (Cth). Even so, we choose to handle personal information in line with the Australian Privacy Principles (APPs) as a matter of good practice. Where this policy says we "aim to" do something, it describes how we try to work, not a promise that the Privacy Act applies to us.
3. What personal information we collect
Depending on how you deal with us, we may collect:
Enquiries. Your name, email address, phone number, business name and anything you include in your message.
Clients. Contact details of the client's representatives, business name and ABN, billing and payment details (such as invoices and payment records), site address, and notes about the work.
Footage and images. While filming on site we record video, audio and still images. These may include:
- staff who take part in a walkthrough (their image, voice, name and role);
- staff, customers or members of the public who are captured incidentally in the background; and
- information shown on screens, documents or whiteboards at the premises.
Role and process information. Information about roles, tasks and performance measures (KPIs) used to prepare role descriptions. We focus on roles and tasks, not on assessing individual people.
Sensitive information. We do not set out to collect sensitive information (such as health, racial or ethnic origin, religious beliefs or biometric information). Because filming happens in real workplaces, it is possible that such information could be captured incidentally (for example, a medical record visible on a screen). We take the steps in section 4 to avoid this, and we blur or remove such information where we become aware of it.
Portal accounts (coming soon). If we launch a client portal, we will collect login details such as name, email address and password (stored in a secured form by the portal provider). The portal provider has not been chosen yet. We will name it, and say where it hosts data, in this policy before the portal goes live.
You can deal with us without giving your name for general enquiries, but we will need your contact details to reply and to provide services.
4. How we handle filming
- Before filming, we agree a privacy plan with each client. This covers which areas and people will be filmed, timing, and how to avoid capturing customers, the public and personal information.
- The client is responsible for telling its staff about filming, obtaining any consents needed, and putting up any signage at its premises.
- Faces of customers and members of the public, and of any staff who have not consented, are blurred or cut from the edited deliverables.
- Screens and documents showing personal information are blurred.
- We avoid filming children. If a minor is unavoidably captured, we blur or cut them from the footage.
5. How we collect personal information
We collect personal information:
- directly from you, when you email us, call us, or use our website contact link;
- from our clients (for example, staff names and roles);
- by filming and photographing at client premises; and
- from the client portal, once it is available.
Our website's contact form is processed by FormSubmit (formsubmit.co), which emails your enquiry to us. Our website does not itself store the information you type.
6. Why we use personal information
We use personal information to:
- respond to enquiries and provide quotes;
- plan, film, edit and deliver our services;
- prepare operations manuals, task clips, role descriptions and the optional Compliance Gap Analysis Review;
- invoice and receive payment, and keep business and tax records;
- manage the client portal (once available);
- send service updates and, if you agree, marketing emails (see section 11);
- improve our services; and
- meet our legal obligations.
We do not sell personal information.
7. Who we share it with
We may share personal information with:
- the client who engaged us. Footage and deliverables belong to the client (see our Terms);
- trusted contractors who help us, such as video editors, under confidentiality agreements;
- service providers who supply tools we use, such as email and cloud storage (Gmail and Google Drive, through our business Google account), editing software, accounting/invoicing software and, once chosen, the client portal provider;
- our professional advisers (such as an accountant or lawyer); and
- anyone else where required or authorised by law.
We use footage or images in our portfolio or marketing only with the client's separate written permission, and we respect blurring and consent requirements when doing so.
8. Overseas storage
We use Gmail for email, so emails and attachments you send us are stored by Google, whose servers may be located outside Australia (for example, in the United States). We store footage and documents in Google Drive through the same business Google account, so these may also be stored outside Australia. These providers may store or process data overseas. We choose reputable providers, but we cannot control their overseas handling in the same way we control our own.
9. Security, retention and deletion
We take reasonable steps to protect personal information from misuse, loss and unauthorised access, including:
- password-protected accounts with two-factor authentication;
- limiting access to footage to people who need it; and
- sharing deliverables through secure links rather than open sharing.
Raw footage. We keep raw (unedited) footage for 90 days after handover of the final deliverables, then delete it, unless the client asks us to keep it for longer or asks for a copy. Clients can also ask us to delete raw footage sooner.
Other records. We keep business, invoicing and tax records for as long as the law requires (generally five years for tax records).
No online storage or transmission is completely secure. If a data breach is likely to cause serious harm, we will tell affected people and take steps to contain it.
10. Access and correction
You can ask for access to the personal information we hold about you, or ask us to correct it, by emailing showmehowsystems@gmail.com. We aim to respond within 30 days. We may need to confirm your identity. If footage or deliverables belong to a client, we may need to refer your request to that client, or act together with them. If we refuse a request, we will tell you why where we can.
11. Marketing emails
We send marketing emails only if you have agreed to receive them (or where the law otherwise allows). Every marketing email will identify us and include an easy way to unsubscribe. We act on unsubscribe requests within 5 working days. You can also email us to unsubscribe at any time. We will still send messages needed to provide services you have engaged us for.
12. Website, cookies and third parties
Our website is a static site. At the date of this policy it does not use analytics or cookies, and it does not store information you enter.
We may later embed Google reviews or other third-party content. If we do, those third parties may set their own cookies or collect information under their own privacy policies.
Our website may link to other websites. We are not responsible for their privacy practices.
13. Children
Our services are for businesses. We do not knowingly collect personal information from children and we avoid filming minors (see section 4).
14. Complaints
If you have a concern about how we have handled your personal information, please contact Rachel first at showmehowsystems@gmail.com. We aim to respond within 30 days.
If you are not satisfied with our response, you may be able to complain to the Office of the Australian Information Commissioner (OAIC): https://www.oaic.gov.au. (The OAIC may only be able to deal with your complaint if the Privacy Act applies to us.)
15. Changes to this policy
We may update this policy from time to time, for example when the client portal or new website features are added. The current version will always be on our website with its "Last updated" date.
16. Contact us
Show Me How Systems (Rachel McInnes, ABN 13 201 872 149)
Email: showmehowsystems@gmail.com
Website: showmehowsystems.com.au
Brisbane, Queensland