Privacy Policy

1. About this policy

This Privacy Policy explains how we handle personal information collected through the Site and the Bot. We aim to comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). If the small business exemption applies to us now, we nevertheless follow the APPs as a matter of good practice.

2. Who we are and how to contact us

Aussie Bot Labs Pty Ltd (ABN: 35 691 749 756, ACN: 691 749 756).

Contact: info@aussiebotlabs.com.au

Postal: Matthias Hafner, Suite 42243, PO Box 16, Nobby Beach QLD 4218, Australia

You may also contact us through the Site's contact form.

3. What we collect

Depending on how you use the Site and the Bot, we may collect:

• Identity & contact details: name, email, phone, company, role (e.g., via forms or Calendly).
• Bot conversations: text transcripts of chats you have with the Bot. If voice or audio is enabled, we collect audio recordings only with your consent.
• Usage and device data: pages viewed, timestamps, approximate location, IP address, browser and device identifiers, and events (e.g., clicks).
• Support & correspondence: messages you send us and related metadata.
• Payment/commerce data: only if you purchase from us (handled via our payment provider), otherwise not collected on the Site.

4. How we collect personal information

• Directly from you when you submit forms, book via Calendly, interact with the Bot or communicate with us.
• Automatically through cookies, pixels and similar technologies (see Section 9).
• From third parties where you authorise them to share data with us (e.g., Calendly sending booking details).

5. Why we collect and use personal information (purposes)

We use personal information to:

• provide, secure and operate the Site and the Bot;
• respond to enquiries and deliver customer support;
• improve our products and the Bot (including quality, safety and performance);
• run analytics and compile statistics about Site/Bot use;
• send you service messages and, with your consent, marketing; and
• comply with laws and assist law enforcement where legally required.

6. Disclosures to third parties and cross-border transfers

We use reputable service providers to help us run the Site and Bot. This may involve disclosing personal information to recipients outside Australia, including to the United States. Typical recipients include:

• AI/LLM providers that process chat transcripts to generate Bot responses (processing in the US);
• Hosting and storage providers (primary storage in Australia for transcripts and recordings);
• Analytics providers (e.g., Google Analytics);
• Scheduling providers (e.g., Calendly) and email providers; and
• professional advisers and law enforcement when required.

Where we disclose personal information overseas, we take reasonable steps to ensure recipients protect it in accordance with the APPs (for example, through contracts and due diligence). If you choose not to allow cross-border disclosures, we may not be able to provide some features of the Site or the Bot.

7. Audio recording and consent (if enabled)

If you continue with the call after the initial greeting, you are taken to consent to recording, including the creation of transcripts, for the purposes of providing our service, improving quality and for security. The greeting clearly states that the call will be recorded and that transcripts may be processed by AI providers located in the United States. If you do not wish to be recorded, you may hang up and contact us by email or via our website contact form instead.

8. Storage location and retention

We aim to store Bot transcripts and recordings in Australia. Analytics data may be stored overseas by our providers. We retain personal information only for as long as needed for the purposes above or as required by law.

Typical retention:

• Bot transcripts: 24 months
• Bot audio recordings (if any): 6 months
• Contact/lead records: 24 months
• Analytics data: per the provider's default retention settings (e.g., 14–26 months)

When no longer needed, we will delete or de-identify information where reasonable.

9. Cookies, pixels and tracking technologies

We use cookies and similar tech to run the Site and, with your consent, to run analytics (e.g., Google Analytics). On your first visit we show a banner that explains optional cookies and lets you accept, reject or manage preferences. You can change your choices at any time via Cookie settings in the footer. Blocking cookies may affect some features. See Google's and Calendly's own privacy information for their use of cookies.

10. Direct marketing

We will only send you marketing communications if you have given consent or it is otherwise permitted by law. You can opt out at any time using the unsubscribe link or by contacting us.

11. Security

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. This includes access controls, encryption in transit (HTTPS) and staff/contractor confidentiality obligations. No method is 100% secure.

12. Access and correction

You may request access to, or correction of, the personal information we hold about you by contacting us. We will respond within a reasonable time. If we refuse access or correction where the law permits, we will tell you why.

13. Data breaches

If we experience a data breach that is likely to cause serious harm and the Notifiable Data Breaches scheme applies to us, we will assess promptly and notify affected individuals and the Office of the Australian Information Commissioner as required.

14. Children

Our Site and Bot are for use by adults and business users. We do not knowingly collect personal information from children under 16. If you believe a child has provided personal information, please contact us to delete it.

15. Third-party links

The Site may link to third-party websites or services. Their privacy practices are their own; we encourage you to read their policies.

16. Changes to this policy

We may update this Privacy Policy from time to time. The updated version will be posted on the Site with a new "Last updated" date.

17. Complaints

If you have concerns about our handling of personal information, contact us first. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au, 1300 363 992.