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Privacy Policy

This Privacy Policy was last updated on 03/09/2025.
 

1. Introduction

At ID MATTER AI (“ID MATTER”, “we”, “us”), we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). We also consider relevant international frameworks, including the General Data Protection Regulation (GDPR), where applicable.

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By using our website or engaging our services, you agree to the terms of this Privacy Policy.

2. Who We Are

ID MATTER AI is an AI automation and consultancy agency providing chatbot development, workflow automation, AI strategy, workshops, and advisory services.

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  • Business Name: ID MATTER AI

  • ABN: 40 843 154 919

  • Registered Office: Noosa, Queensland, Australia

  • Email: info@idmatter.ai

3. What Personal Information We Collect

We may collect and process the following types of personal information:

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  • Identity & Contact Information: Name, company, email, phone number, job title

  • Professional Data: Information about your business needs, projects, or requirements

  • Communication Data: Emails, messages, meeting transcripts, chatbot logs

  • Technical Data: IP address, browser type, device identifiers, and analytics data

  • Usage Data: Website activity, interactions, and preferences

  • Third-Party Data: Information from partners, public sources, or platforms you connect with us

4. How We Collect Information

We collect personal information:

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  • Directly from you (forms, contracts, calls, or emails)

  • Automatically when you use our website (cookies, analytics tools)

  • From third-party platforms you authorise us to access (e.g. CRM tools, scheduling apps)

  • From service providers supporting our operations

5. How We Use Your Information

We may use your personal information to:

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  • Provide and deliver our services

  • Communicate with you about your projects, requests, or enquiries

  • Improve our services, systems, and website

  • Manage client accounts and CRM records

  • Conduct internal analysis using AI tools (e.g. summarising communications, preparing follow-ups)

  • Send updates and marketing communications (with your consent)

  • Comply with legal and regulatory obligations

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We will not use your information for purposes unrelated to those outlined in this policy without your consent.

6. Use of AI and Automated Tools

We use secure, enterprise-grade AI tools (including OpenAI and Anthropic) to support service delivery and operations. Examples include:

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  • Summarising communications and meeting transcripts

  • Drafting responses and follow-up communications

  • Updating CRM records

  • Conducting data analysis to improve workflows

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Safeguards include:

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  • Preventing your data from being used to train AI models without your consent

  • Using only privacy-compliant platforms under contractual safeguards

  • Human review of AI-generated content before use

  • Minimising the personal data entered into AI systems

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We do not engage in fully automated decision-making that has legal or significant consequences for you.

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6A. Direct Marketing and Newsletters

We may use your personal information to send you updates, insights, and marketing communications about our services.

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  • We will only send you marketing communications where you have given your consent, or where you would reasonably expect to receive them (for example, as an existing client).

  • All marketing emails will include a clear unsubscribe option, and you may opt out at any time by clicking “unsubscribe” in the email or contacting us at info@idmatter.ai.

  • We will not add you to our newsletter or marketing lists without your consent, consistent with the Spam Act 2003 (Cth).

  • Opting out of marketing does not affect your ability to receive service-related communications (such as billing, support, or account notices).

7. Disclosure of Information

We may share your personal information with:

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  • Service Providers: Hosting, CRM, email, and AI tool providers

  • Professional Advisors: Legal, accounting, and compliance consultants

  • Regulators or Legal Authorities: Where required by law

  • In Business Transfers: If we undergo a merger, acquisition, or restructure

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All third parties are bound by confidentiality and privacy obligations.

8. International Data Transfers

Some services we use are hosted outside Australia (e.g. cloud AI platforms in the US/EU). Where your data is transferred internationally, we ensure:

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  • Safeguards such as standard contractual clauses are in place

  • Data transferred is minimised and secure

  • Providers uphold privacy protections consistent with the APPs

9. Data Retention

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

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  • Providing our services

  • Fulfilling legal and tax obligations

  • Managing ongoing business relationships

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Typical retention periods include:

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  • 2 years for marketing-related enquiries

  • 7 years for client records (legal/accounting compliance)

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After retention periods, data is securely deleted or anonymised.

10. Your Rights

Under the Privacy Act (and GDPR where applicable), you may:

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  • Request access to personal information we hold about you

  • Request correction of inaccurate information

  • Withdraw consent for marketing at any time

  • Object to certain types of processing (including AI processing)

  • Request deletion of your data, where legally permitted

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To exercise these rights, contact us at info@idmatter.ai. We will respond within 30 days.

11. Data Security

We apply appropriate safeguards to protect your data, including:

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  • Encryption of data in transit and at rest

  • Secure hosting and cloud infrastructure

  • Role-based access controls

  • Regular privacy training and monitoring

12. Cookies and Tracking

Our website uses cookies and tracking tools to:

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  • Improve website functionality

  • Analyse visitor behaviour and usage trends

  • Deliver a tailored user experience

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You can manage or disable cookies through your browser settings.

13. Updates to This Policy

We may update this Privacy Policy periodically to reflect service changes, new laws, or regulatory requirements. The latest version will always be available at www.idmatter.ai, with the “Effective Date” shown at the top.

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We will notify you of significant updates via our website or direct communication.

14. Contact Us

If you have questions, requests, or complaints about this Privacy Policy, please contact:

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ID MATTER AI
Email: info@idmatter.ai
Office: Noosa, Queensland, Australia

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