Privacy Policy

Effective date: 5 August 2026

1. About this Privacy Policy

AI ENGAGED (“AI ENGAGED”, “we”, “us” or “our”) operates the website located at https://aiengaged.io and provides AI-powered automation, lead engagement, customer communication, reputation, referral, CRM and business growth services.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you:

• Visit our website;

• Submit a form or book an appointment;

• Contact us by email, telephone, SMS, chat or another communication channel;

• Subscribe to our newsletter;

• Purchase or enquire about our services;

• Interact with an AI-powered voice, chat or automated communication system operated by us; or

• Otherwise engage with AI ENGAGED.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply to us, together with other applicable privacy, communications and marketing laws.

2. Personal Information We May Collect

The types of personal information we collect depend on how you interact with us and may include:

Contact and identity information

• Name;

• Email address;

• Telephone number;

• Postal or business address;

• Job title;

• Company or organisation name; and

• Social media or professional profile information.

Business and enquiry information

• Information about your business, services, customers and objectives;

• Details submitted through forms, surveys or questionnaires;

• Appointment and calendar information;

• Proposal, quotation and contract information;

• CRM and customer journey information;

• Information about the systems, software and processes used by your business; and

• Any documents or information you voluntarily provide to us.

Communications information

• Emails, SMS messages and chat conversations;

• Notes made during meetings or strategy calls;

• Support requests;

• Call recordings and transcripts, where recording is used and appropriate notice has been provided;

• AI-generated summaries of communications; and

• Your communication and marketing preferences.

Technical and website information

• IP address;

• Browser and device type;

• Operating system;

• Pages viewed;

• Referring website or campaign;

• Dates and times of visits;

• Cookie identifiers;

• Form activity;

• Website interactions; and

• Analytics and advertising information.

Transaction information

Where payments are accepted, we may collect transaction details, billing information and payment status. Full payment-card details are generally processed directly by third-party payment providers and are not stored by AI ENGAGED.

Sensitive information

We do not intentionally collect sensitive information unless it is reasonably necessary for a specific purpose and you have provided it voluntarily or otherwise authorised its collection.

Please do not submit health, financial, identity-document or other sensitive information through general website forms unless we have specifically requested it.

3. How We Collect Personal Information

We may collect personal information:

• Directly from you;

• Through website forms and booking calendars;

• During telephone, video, email, SMS or chat communications;

• When you subscribe to a newsletter or download a resource;

• When you purchase, enquire about or use our services;

• Through automated website technologies such as cookies and analytics tools;

• From clients who authorise us to process information on their behalf;

• From referral partners or service providers;

• From publicly available business sources; or

• Where otherwise permitted by law.

Where reasonable and practical, you may interact with us without identifying yourself. However, we may be unable to respond to an enquiry, provide a proposal, book an appointment or deliver services without certain information.

4. How We Use Personal Information

We may use personal information to:

• Respond to enquiries;

• Book and manage appointments;

• Prepare proposals, quotations and agreements;

• Provide, configure, maintain and support our services;

• Manage client relationships through our CRM;

• Communicate about appointments, projects, support and account activity;

• Operate AI-powered voice, chat and automation systems;

• Qualify and route enquiries;

• Personalise communications and customer experiences;

• Process payments and maintain business records;

• Send newsletters, service information and marketing communications where permitted;

• Improve our website, systems, services and customer experience;

• Measure website, campaign and service performance;

• Detect fraud, abuse, security incidents and technical problems;

• Comply with legal, regulatory, tax and accounting obligations;

• Establish, exercise or defend legal claims; and

• Conduct other activities disclosed at the time of collection.

Where practical, we may use aggregated or de-identified information for analytics, reporting and service improvement.

5. Artificial Intelligence and Automated Systems

AI ENGAGED uses artificial intelligence and automated systems as part of its website, communications and service delivery.

These systems may assist with:

• Responding to common enquiries;

• Collecting contact information;

• Lead qualification;

• Appointment scheduling;

• Call or conversation transcription;

• Conversation summarisation;

• Message drafting;

• Workflow automation;

• Routing enquiries to an appropriate person; and

• Analysing service or campaign performance.

Automated systems may process information you provide during an interaction. You should avoid providing confidential, sensitive or unnecessary personal information when interacting with an automated system.

AI tools may assist our team, but they do not replace professional judgement. Where appropriate, you may request that an enquiry or decision be reviewed by a human team member.

We do not sell personal information. We also do not knowingly submit personal information to public AI tools for unrestricted public model training as part of our ordinary website operations.

6. Email, SMS, Telephone and Marketing Communications

We may send service-related communications concerning:

• An enquiry you submitted;

• An appointment you booked;

• A requested proposal or service;

• Project or account activity;

• Customer support;

• Transactional notifications; or

• Changes affecting our relationship with you.

Where you have consented, or where otherwise permitted by law, we may also send marketing communications about our services, resources, events and business updates.

Commercial electronic messages will identify the sender and provide a practical method to unsubscribe. You may unsubscribe:

• By using the unsubscribe link in an email;

• By replying STOP to an SMS where available; or

• By contacting us directly.

We will process unsubscribe requests as soon as reasonably practicable and within any legally required timeframe. Transactional or service communications that are necessary to deliver a requested service may continue after you unsubscribe from marketing.

You may ask us not to contact you for marketing purposes at any time.

7. Disclosure of Personal Information

We may disclose personal information where reasonably necessary to:

• Employees, contractors and authorised team members;

• CRM, website, automation and communications providers;

• Email, SMS, telephone and calendar providers;

• Cloud-hosting and data-storage providers;

• AI technology and software providers;

• Analytics and advertising providers;

• Payment processors and financial institutions;

• Accountants, insurers, lawyers and professional advisers;

• Suppliers involved in delivering a requested service;

• Government agencies, regulators, courts or law-enforcement bodies where required or authorised by law;

• A purchaser or successor in connection with a sale, restructure or transfer of our business; or

• Another party with your consent.

Our service providers may include platforms such as HighLevel or LeadConnector, Google Workspace, communications providers, payment providers, analytics services and AI technology providers.

We take reasonable steps to limit disclosure to the information needed for the relevant purpose.

We do not sell or rent personal information to third parties.

8. Client and Customer Data

In some circumstances, AI ENGAGED processes personal information on behalf of a client—for example, when configuring a CRM, AI employee, lead-response system, database reactivation campaign, review process or referral system.

When we process information on behalf of a client:

• The client remains responsible for determining whether it is authorised to collect, use and provide the information;

• We process the information for the purpose of providing the agreed service;

• The client’s privacy policy may also apply;

• We may act on the client’s lawful instructions; and

• Individuals may need to direct certain privacy requests to the relevant client.

Clients must not provide personal information to AI ENGAGED unless they have the necessary authority, consent or other lawful basis to do so.

9. Overseas Processing and Disclosure

Some of our service providers operate or store information outside Australia.

Personal information may therefore be processed in countries including the United States, as well as other countries in which our technology and service providers operate.

Where Australian privacy law applies, we take reasonable steps appropriate to the circumstances to ensure overseas providers handle personal information securely and consistently with applicable privacy obligations.

Privacy protections in another country may differ from those available in Australia.

10. Cookies and Similar Technologies

Our website may use cookies, pixels, tags and similar technologies to:

• Operate essential website functions;

• Remember preferences;

• Protect website security;

• Understand website usage;

• Measure marketing and campaign performance;

• Improve content and user experience; and

• Deliver or measure relevant advertising.

Some cookies are placed by third-party providers.

You may block or delete cookies through your browser settings. Disabling certain cookies may affect website functionality.

Where required, we may ask for consent before enabling non-essential analytics or advertising technologies.

11. Security

We take reasonable administrative, technical and organisational measures to protect personal information from:

• Misuse;

• Interference;

• Loss;

• Unauthorised access;

• Unauthorised modification; and

• Unauthorised disclosure.

These measures may include access controls, passwords, authentication measures, secure cloud platforms, encrypted communications, staff access restrictions, backups and service-provider security controls.

No website, database or electronic transmission is completely secure. We cannot guarantee absolute security, but we will take reasonable steps to protect the information we hold.

12. Data Retention

We retain personal information only for as long as reasonably necessary for:

• The purpose for which it was collected;

• Providing and supporting services;

• Maintaining business and accounting records;

• Resolving disputes;

• Enforcing agreements;

• Meeting legal or regulatory requirements; or

• Protecting our legitimate business interests.

When personal information is no longer required, we will take reasonable steps to delete, destroy or de-identify it, subject to legal requirements and practical limitations relating to backups and archived records.

13. Access, Correction and Deletion Requests

You may request:

• Access to personal information we hold about you;

• Correction of inaccurate or incomplete information;

• Withdrawal of marketing consent;

• Deletion or de-identification of information where appropriate; or

• Information about how your personal information has been handled.

We may need to verify your identity before responding.

Access or deletion may be refused or limited where permitted or required by law, including where information must be retained for legal, accounting, security or dispute-resolution purposes.

We will not normally charge a fee for making a request, although reasonable administrative costs may apply where legally permitted.

14. Data Breaches

If we become aware of a suspected personal-information breach, we will investigate and take reasonable steps to contain and assess it.

Where the Notifiable Data Breaches scheme or another applicable law requires notification, we will notify affected individuals and the relevant regulator.

15. Third-Party Websites and Services

Our website may contain links to third-party websites, platforms or services.

We are not responsible for the privacy practices, content or security of third parties. You should review their privacy policies before providing personal information.

16. Children

Our website and business services are intended for adults and businesses and are not directed primarily to children under 18.

We do not knowingly collect personal information from children through the website without appropriate consent or authority.

17. Privacy Complaints

You may contact us if you have a question or complaint about how we have handled personal information.

Please provide sufficient information for us to understand and investigate the issue. We will acknowledge the complaint and aim to respond within 30 days, although more complex matters may take longer.

Where applicable, you may also contact the Office of the Australian Information Commissioner if you are not satisfied with our response.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

• Our services;

• Technology;

• Information-handling practices; or

• Legal requirements.

The updated version will be published on this website with a revised effective date. Your continued use of the website after an update indicates that you have had an opportunity to review the revised policy.

19. Contact Us

For privacy questions, access or correction requests, complaints or marketing opt-outs, contact:

AI ENGAGED
Gold Coast, Queensland, Australia
Email: [email protected]
Phone: 1300 199 980
Website: aiengaged.io