Website Privacy Policy

The kind of Personal Information that we collect from you will depend on how you use the website. The Personal Information which we collect and hold about you may include:

• Contact details — name, email address, and phone number, provided when a user books a demonstration or contacts us.
• Business information — agency or business name, role, and the approximate number of properties managed, where the user provides this when requesting a demo.
• Booking information — details associated with scheduling a demonstration through our third-party booking provider (Calendly), including selected times and any information the user enters into the booking form.
• Technical and usage data — information automatically collected when users visit the site, such as IP address, browser type, device information, pages visited, and how the user interacts with the site, collected through analytics tools and cookies.

The Privacy Act 1988 (Cth) (Privacy Act) defines types of information, including Personal Information and Sensitive Information.

Personal Information means information or an opinion about an identified individual or an individual who is reasonably identifiable:

• whether the information or opinion is true or not; and
• whether the information or opinion is recorded in a material form or not.

If the information does not disclose your identity or enable your identity to be ascertained, it will in most cases not be classified as “Personal Information” and will not be subject to this privacy policy.

Sensitive Information is defined in the Privacy Act as including information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

Sensitive Information will be used by us only:

• for the primary purpose for which it was obtained;
• for a secondary purpose that is directly related to the primary purpose; and
• with your consent or where required or authorised by law.

We may collect Personal Information from you whenever you input such information into the Website, related app or provide it to Us in any other way.

We may also collect cookies from your computer which enable us to tell when you use the Website and also to help customise your Website experience. As a general rule, however, it is not possible to identify you personally from our use of cookies.

We generally don't collect Sensitive Information, but when we do, we will comply with the preceding paragraph.

Where reasonable and practicable we collect your Personal Information from you only. However, sometimes we may be given information from a third party, in cases like this we will take steps to make you aware of the information that was provided by a third party.

We collect Personal Information to provide you with the best service experience possible on the Website and keep in touch with you about developments in our business.

We customarily only disclose Personal Information to our service providers who assist us in operating the Website. Your Personal Information may also be exposed from time to time to maintenance and support personnel acting in the normal course of their duties.

Where you have enquired about our product or booked a demonstration, we may use your contact details to follow up about that enquiry and to send you related information about Simplify AI. Every such communication will include a simple way to opt out, such as an unsubscribe link. We will not use Sensitive Information for direct marketing. If you would prefer not to receive these communications, you can tell us at any time using the contact details below.

We store your Personal Information in a way that reasonably protects it from unauthorised access, misuse, modification or disclosure. When we no longer require your Personal Information for the purpose for which we obtained it, we will take reasonable steps to destroy and anonymise or de-identify it. Most of the Personal Information that is stored in our client files and records will be kept for a maximum of 7 years to fulfil our record keeping obligations.

The Australian Privacy Principles:

• permit you to obtain access to the Personal Information we hold about you in certain circumstances (Australian Privacy Principle 12); and
• allow you to correct inaccurate Personal Information subject to certain exceptions (Australian Privacy Principle 13).

Where you would like to obtain such access, please contact us in writing on the contact details set out at the bottom of this privacy policy.

If you have a complaint concerning the manner in which we maintain the privacy of your Personal Information, please contact us as on the contact details set out at the bottom of this policy. All complaints will be considered by Privacy Officer and we may seek further information from you to clarify your concerns. If we agree that your complaint is well founded, we will, in consultation with you, take appropriate steps to rectify the problem. If you remain dissatisfied with the outcome, you may refer the matter to the Office of the Australian Information Commissioner.

Some of the service providers we use to operate the Website are located outside Australia. In particular, our booking provider (Calendly) and our analytics provider are based in the United States, so personal information you submit through the Website — such as your booking and contact details — may be stored or processed in the United States.

Where we disclose personal information to overseas service providers, we take reasonable steps to ensure they handle it in a manner consistent with the Australian Privacy Principles, including through the data protection terms in our agreements with them.

For clarity, this concerns information collected through the Website. Data processed within the Simplify AI product on behalf of our agency customers is stored in Australian data centres; any processing by overseas AI service providers is carried out under agreements that include confidentiality and zero-data-retention terms, and is governed by our separate customer terms.

If you have any queries, or if you seek access to your Personal Information, or if you have a complaint about our privacy practices, you can contact us through: jock.edwards@simplifyai.com.au.