Privacy Policy

1. Overview

Hughesy AI Automation (ABN 87 609 034 598) is a business based in Nowra, Shoalhaven, NSW that builds websites, AI receptionist systems, chatbots, CRM and follow-up automation, review generation, email and SMS marketing, paid advertising management, and admin automation for service businesses across Australia.

This policy explains what information we collect, how it is used, the third-party services involved, and your rights regarding your personal information.

2. Types of information we collect

We collect information in the following ways:

• Enquiry form submissions: your name, business name, email address, website (if provided), preferred contact method, and the details you provide about where leads are being lost.
• Website analytics: anonymous data about pages visited, referring sources, device type, and approximate location, collected via analytics tools.
• Advertising data: interaction data from ad platforms (Google Ads, Meta Ads) when campaigns are running, including clicks, impressions, and conversion events.
• Call information: when an AI receptionist is configured, caller phone numbers, call duration, and call metadata are processed by the telephony and AI providers.
• Call recordings and transcripts: only when you have explicitly enabled call recording. If enabled, recordings and any AI-generated transcripts are stored by the relevant telephony and AI service providers.
• Chat conversations: messages exchanged between visitors and AI chatbots on websites, WhatsApp, or social media platforms.
• CRM and lead data: customer names, contact details, job information, and pipeline status entered into systems we configure for you.

3. Enquiry form data

When you submit the contact form on this website, the information you provide is sent to our database and used to review your enquiry and respond to you. We do not share enquiry form data with third parties for marketing purposes.

The form does not ask for a phone number. If you request a scheduled online meeting, we will arrange a time by email.

4. Call information, recordings and transcripts

When an AI receptionist is configured for a client business, incoming calls are handled by a telephony provider and an AI voice service. The caller's phone number, call duration, and call metadata are processed by these services to answer the call and capture details.

Call recordings and AI-generated transcripts are only created when the client has explicitly enabled recording. When enabled, callers must be informed that the call may be recorded. Recordings and transcripts are stored by the telephony and AI service providers according to their own retention policies.

5. How AI services process information

AI receptionists, chatbots, and content tools send the information from a conversation (such as caller speech, chat messages, or business details) to AI service providers for processing. The AI provider uses this information to generate responses, transcribe speech, or draft content during the active session.

Each AI service provider has its own data handling practices. Some may process data outside Australia. We configure systems to use approved content and escalation rules, but we do not control the internal data practices of third-party AI providers.

6. Purposes of collection

We collect and use information for the following purposes:

• To respond to your enquiry and provide an audit or recommendation.
• To build, configure, test, and maintain automation systems for client businesses.
• To send email and SMS marketing campaigns on behalf of clients who have consented to receive them.
• To manage paid advertising campaigns, including conversion tracking and retargeting.
• To generate reports and dashboards showing enquiry, booking, and review data.
• To improve our services and communicate with you about projects.

7. Third-party providers and integrations

We use and connect to a range of third-party services. Each provider has its own privacy policy and data handling practices. The categories of providers we work with include:

• Website hosting and content management.
• Database and backend services (Supabase).
• AI voice and chatbot providers.
• Telephony and SMS gateway providers.
• Email marketing and automation platforms.
• CRM and pipeline tools.
• Google Ads, Meta Ads, Google Analytics, and Google Business Profile.
• Booking and calendar platforms.
• Review and reputation management platforms.
• Integration platforms (e.g. Zapier, Make) that connect these tools.

8. Advertising pixels, retargeting tags and marketing consent

This website may use advertising pixels and retargeting tags from Google and Meta to measure ad performance and show relevant ads to people who have visited. These tags may place cookies in your browser and collect anonymous interaction data.

Where we manage email and SMS marketing for client businesses, we configure consent capture, sender identification, and working unsubscribe mechanisms. We do not send marketing messages to lists without a consent basis. Each business remains responsible for confirming its legal and industry-specific obligations regarding consent and opt-out.

9. Storage and retention

Enquiry form submissions are stored in our database. We retain enquiry data for as long as necessary to respond to your enquiry and provide ongoing services. Client CRM data, call recordings, chat logs, and marketing data are stored by the relevant third-party providers according to their own retention policies.

10. Overseas processing and disclosure

Some of the third-party providers we use may process or store data outside Australia, including in the United States and other countries. This means your information may be subject to the laws of those countries. We do not control the storage locations of third-party providers.

11. Access and correction

You can request access to the personal information we hold about you, or ask us to correct it, by emailing us at the address below. We will respond within a reasonable timeframe.

12. Complaints

If you have a complaint about how we handle your personal information, please contact us by email. We will investigate and respond. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

13. Contact

For any privacy questions or requests, contact us at jake@hughesyaiautomation.com.au.

14. Policy updates

We may update this policy from time to time. We encourage you to check this page periodically for the latest version.