Privacy Policy

1. Information We Collect

We may collect personal information directly from you, automatically through our website and systems, or through interactions with our AI-powered services.

Personal Information

When you contact us, request information, book an appointment, become a customer or use our services, we may collect information including:

• Name
• Email address
• Phone number
• Business name
• Business and service information
• Appointment and booking information
• Billing and payment information
• Information you voluntarily provide to us

Website and Usage Information

When you use our website, we may automatically collect technical information such as:

• IP address
• Browser type and version
• Device information
• Pages visited
• Time spent on pages
• Referring websites or URLs
• Website interaction information

AI Interaction Data

Newi AI Systems provides AI-powered lead management and automation services. When you or your customers interact with these systems, information may be collected including:

• Chatbot conversations and message logs
• SMS and email communications
• Voice interactions, recordings or transcriptions where applicable
• Questions, responses and information provided to AI systems
• Lead enquiry details
• Service requirements
• Appointment and booking details
• Lead qualification information
• Interaction and engagement data

Cookies and Tracking Technologies

Our website may use cookies and similar technologies to understand how visitors interact with our website, remember preferences, improve website functionality and enhance the user experience.

You can control or disable cookies through your browser settings, although doing so may affect some website functionality.

2. How We Use Your Information

We may use information we collect for purposes including:

• Providing our services: Operating, managing, configuring and supporting our AI-powered systems and Lead Keeper services.
• Managing leads and appointments: Responding to enquiries, collecting qualification information, following up with prospects and facilitating appointments or bookings.
• Communicating with you: Sending service communications, appointment confirmations, reminders, support responses and account information.
• Improving our services: Analysing system performance, improving automation workflows and enhancing user experience.
• Reporting and analytics: Providing performance information, lead activity reports, conversion information and service insights.
• Website improvement: Understanding website usage and improving content, functionality and performance.
• Marketing: Sending relevant information about our services where permitted. You may opt out of marketing communications at any time.
• Legal and compliance purposes: Complying with applicable laws, regulations and lawful requests.

3. SMS, Email and Automated Communications

Our services may use SMS, email and other electronic communications to respond to enquiries, follow up leads, provide appointment confirmations and reminders, and communicate information relating to requested services.

Message frequency may vary depending on your interaction with us or one of the businesses using our systems.

You may request that marketing communications stop at any time. Transactional or service-related communications may still be sent where required to provide a requested service.

4. How We Share Your Information

We do not sell or rent your personal information.

We may share or process information with trusted third-party service providers where reasonably necessary to operate our business or provide our services.

These providers may include:

• Customer relationship management platforms
• SMS and telecommunications providers
• Email service providers
• AI and machine-learning service providers
• Cloud hosting and data storage providers
• Appointment and calendar platforms
• Payment processors
• Analytics providers
• Customer support and business software providers

We may also disclose information where required by law, legal process, regulatory requirement or government authority.

If our business undergoes a merger, acquisition, restructuring or sale, information may be transferred as part of that transaction.

5. AI-Specific Data Practices

Because Newi AI Systems provides AI-powered services, certain additional practices may apply to information processed through our systems.

Conversation Data

AI conversations and related interactions may be stored for service delivery, quality assurance, troubleshooting, reporting and improvement purposes.

AI Processing

Information submitted through our systems may be processed by third-party AI technology providers where required to generate responses or deliver automated functionality.

Service Improvement

Where appropriate, anonymised or aggregated information may be analysed to improve system performance, workflows and service quality.

End-User Disclosure

Businesses using Newi AI Systems services are responsible for informing their customers and users where appropriate that they may be communicating with an AI-powered or automated system.

6. Data Security

We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, misuse, loss, alteration or disclosure.

These measures may include access controls, secure systems, password protection, encryption and trusted service providers.

However, no method of electronic transmission or storage can be guaranteed to be completely secure.

7. Data Retention

We retain personal information for as long as reasonably required to provide our services, maintain business records, meet legal and regulatory obligations, resolve disputes and enforce agreements.

Information may be securely deleted, anonymised or de-identified when it is no longer reasonably required.

8. Your Privacy Rights

Depending on applicable privacy laws, you may have rights regarding personal information we hold about you.

These may include the ability to:

• Request access to personal information we hold about you
• Request correction of inaccurate or outdated information
• Request deletion of information where legally permitted
• Withdraw consent where processing is based on consent
• Opt out of marketing communications
• Request information about how your personal information is used
• Raise a privacy concern or complaint

To make a privacy request, please contact us using the details below.

9. Children's Privacy

Our website and services are primarily intended for businesses and are not directed toward children.

We do not knowingly seek to collect personal information from children through our website or services. If we become aware that personal information has been collected inappropriately, we will take reasonable steps to address the situation.

10. International Data Transfers

Some technology, cloud, telecommunications and AI service providers used by Newi AI Systems may process or store information outside Australia.

As a result, personal information may be transferred to or processed in overseas jurisdictions that have different privacy and data protection laws.

We take reasonable steps when selecting service providers and handling personal information through those services.

11. Third-Party Websites and Services

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

We are not responsible for the privacy practices of independent third parties. We encourage you to review their privacy policies before providing personal information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, business practices or legal requirements.

The current version will be published on this page together with the date it was last updated.

13. Contact Newi AI Systems

If you have questions, concerns or requests relating to this Privacy Policy or the way we handle personal information, please contact us.

14. Acknowledgement

By using our website or services, you acknowledge that you have read and understood this Privacy Policy and understand how personal information may be collected, used and handled as described above.