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AI and Contact Privacy Policy

Effective date: 24th February 2025
Business name: BrandSuite
Website: www.brandSuite.com.au
Contact email: hello@brandsuite.com.au
Location: Australia

BrandSuite respects your privacy and is committed to protecting the personal information and business data entrusted to us.

This AI and Contact Privacy Policy explains how BrandSuite collects, stores, uses and protects personal information, contact data and information processed through our CRM, marketing automation and AI-powered tools.

BrandSuite is an Australian business providing CRM, marketing automation, website, funnel, AI, communication and customer relationship tools to businesses. BrandSuite operates using HighLevel technology infrastructure.

This policy is intended to support transparent privacy practices in line with the Privacy Act 1988 (Cth), the Australian Privacy Principles, Australia’s Spam Act 2003, and other applicable Australian privacy and marketing communication requirements.

1. Our Privacy Commitment

BrandSuite is committed to handling personal information responsibly, transparently and securely.

We only collect and use information where it is reasonably necessary for our business activities, to provide our services, support our customers, improve customer experience, manage communications, operate our platform and comply with legal obligations.

We do not sell your personal information or your customer contact database.

2. What This Policy Covers

This policy applies to personal information and contact data collected or processed through BrandSuite, including information relating to:

  • BrandSuite customers and account holders
  • Users of the BrandSuite platform
  • Leads, clients, customers and contacts added into BrandSuite by businesses using the platform
  • People who submit forms, book appointments, respond to campaigns or communicate through BrandSuite-powered systems
  • Information entered into AI tools, chatbots, workflows, forms, websites, funnels or automations

3. Types of Information We May Collect

Depending on how BrandSuite is used, we may collect, store or process information such as:

  • Names
  • Business names
  • Email addresses
  • Phone numbers
  • Postal or business addresses
  • Website enquiries
  • Form submissions
  • Appointment bookings
  • Calendar information
  • Email and SMS communication history
  • CRM notes and activity history
  • Pipeline and sales opportunity information
  • Tags, segments, lists and workflow activity
  • Reviews and testimonials
  • Files, images or documents uploaded to the platform
  • Payment, invoice or subscription-related information
  • Login, device, IP address and usage information
  • Information submitted into AI prompts, chatbots or automated conversations

We may also collect information you provide when you contact us, request support, complete onboarding, join a webinar, download a resource, subscribe to updates or purchase a BrandSuite product or service.

4. Contact Data Stored in BrandSuite

BrandSuite includes CRM and contact management tools that allow businesses to store and manage information about their own leads, clients, customers and business contacts.

This contact data may be used by the business account holder to:

  • Manage enquiries
  • Track leads and opportunities
  • Send appointment reminders
  • Send newsletters or marketing campaigns
  • Automate follow-up
  • Manage customer relationships
  • Segment contact lists
  • Request reviews
  • Deliver customer service
  • Manage sales, bookings, payments or communications

The business using BrandSuite is responsible for ensuring that the contact information they collect, upload and use has been obtained lawfully and is used in accordance with Australian privacy and marketing laws.

5. Marketing Communications and Consent

BrandSuite provides tools that allow businesses to send email, SMS and other electronic communications.

If you use BrandSuite to send marketing messages, you are responsible for complying with Australia’s Spam Act 2003 and related ACMA guidance.

This means you should ensure that:

  • You have consent to send marketing messages
  • Your messages clearly identify the sender
  • Your messages include a functional unsubscribe or opt-out option
  • Unsubscribe requests are actioned promptly
  • You do not send marketing messages to people who have opted out
  • Your contact lists are accurate, current and lawfully obtained

BrandSuite provides tools to help manage subscriptions, lists, tags and unsubscribe preferences, but compliance with marketing laws remains the responsibility of the business sending the communication.

6. Use of AI Features

BrandSuite may include AI-powered or AI-assisted features to help users with:

  • Writing marketing content
  • Creating website or landing page copy
  • Building funnels
  • Drafting emails, SMS messages or social media posts
  • Creating workflow ideas
  • Powering chatbots or automated responses
  • Summarising customer interactions
  • Improving customer follow-up
  • Assisting with customer support or enquiry handling

When AI tools are used, information entered into prompts, chats, forms, workflows or instructions may be processed by AI systems to generate the requested output.

You should not enter sensitive, confidential or unnecessary personal information into AI tools unless it is required for the specific purpose and you have the right to use that information.

AI-generated content should always be reviewed by a human before being published, sent to customers or relied upon for business, legal, financial, health or compliance decisions.

7. AI and Customer Data

BrandSuite does not intentionally use your customer contact database for unrelated third-party marketing or resale.

Your contact records are used to provide platform functionality, including CRM, automation, communication, appointment, marketing and reporting features.

Where AI features are connected to your account, those features may process relevant information only to perform the task requested, such as generating a response, summarising a conversation, drafting content or helping automate a workflow.

You remain responsible for ensuring that your use of AI tools is appropriate for your business, your industry and your customers.

8. Sensitive Information

BrandSuite is designed for general business, marketing, CRM and automation purposes.

You should avoid collecting or storing sensitive information in BrandSuite unless it is genuinely necessary, lawful and appropriate for your business.

Sensitive information may include information about a person’s:

  • Health or medical history
  • Racial or ethnic origin
  • Religious beliefs
  • Political opinions
  • Union membership
  • Sexual orientation
  • Criminal record
  • Government identifiers
  • Financial account details
  • Biometric information

If your business operates in a regulated industry, including health, finance, legal, NDIS, disability support or professional services, you are responsible for ensuring your use of BrandSuite complies with all relevant privacy, confidentiality, consent and industry obligations.

9. How We Use Personal Information

BrandSuite may use personal information to:

  • Provide access to the BrandSuite platform
  • Set up and manage customer accounts
  • Provide onboarding, support and training
  • Deliver CRM, automation, AI, website, funnel and communication tools
  • Process payments, subscriptions and invoices
  • Send service-related updates
  • Respond to enquiries or support requests
  • Improve our products, services and customer experience
  • Maintain platform security
  • Detect, prevent or respond to misuse, fraud, unauthorised access or technical issues
  • Meet legal, regulatory, insurance, accounting or compliance obligations

We will only use personal information for the purpose for which it was collected, a related purpose you would reasonably expect, where consent has been given, or where permitted or required by Australian law.

10. Disclosure of Personal Information

We may disclose personal information to trusted third-party providers where reasonably necessary to provide BrandSuite services.

This may include:

  • Technology and platform providers
  • Cloud hosting providers
  • Email and SMS delivery providers
  • Payment processors
  • Calendar, form and communication integrations
  • AI service providers
  • Analytics and reporting tools
  • Customer support systems
  • Professional advisers, including legal, accounting or compliance advisers
  • Regulators or authorities where required by law

We do not sell personal information or customer contact databases.

11. Overseas Data Storage and Processing

BrandSuite operates using cloud-based technology and third-party providers, including HighLevel infrastructure.

HighLevel states that its product infrastructure is hosted using major cloud providers, including Google Cloud Platform and Amazon Web Services, and that its product infrastructure is currently located in the United States.

This means personal information and contact data entered into BrandSuite may be stored, processed or accessed outside Australia, including in the United States and other locations where our technology providers operate.

By using BrandSuite, you acknowledge that your information and your customer contact data may be processed by overseas technology providers for the purpose of delivering the BrandSuite platform and related services.

Where required, BrandSuite takes reasonable steps to work with providers that maintain appropriate security and privacy practices.

12. Security of Information

BrandSuite takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

HighLevel states that its platform uses administrative, technical and physical security controls to protect customer data, including access controls, monitoring, logging, vulnerability management and encryption.

HighLevel also states that product data is encrypted in transit using TLS and encrypted at rest using AES-256 encryption.

While we take privacy and security seriously, no online platform, software system or internet transmission can be guaranteed to be completely secure.

13. User Accounts, Passwords and Permissions

BrandSuite customers are responsible for managing access to their own accounts.

This includes:

  • Creating accounts only for authorised users
  • Assigning suitable permission levels
  • Removing access when staff, contractors or suppliers no longer require it
  • Keeping usernames and passwords secure
  • Using strong passwords
  • Enabling two-factor authentication where available
  • Ensuring users only access information they are authorised to view or manage

BrandSuite is not responsible for unauthorised access caused by weak passwords, shared login details, compromised devices or poor internal access management by the customer.

14. Data Retention

Personal information and customer data are generally retained while an account remains active or while the information is required to provide services.

Some information may be retained for longer where necessary for:

  • Legal or regulatory obligations
  • Security, fraud prevention or audit purposes
  • Backup and disaster recovery
  • Billing, accounting or tax records
  • Dispute resolution
  • Legitimate business administration

If an account is cancelled, some data may be deleted, de-identified or retained for a limited period depending on system backups, legal requirements and platform functionality.

Customers should export or back up any required data before cancelling their account or requesting deletion.

15. Accessing and Correcting Personal Information

You may request access to personal information we hold about you.

You may also ask us to correct personal information if you believe it is inaccurate, incomplete, outdated or misleading.

To request access or correction, contact us at:

support@brandsuite.com.au

We may need to verify your identity before responding to your request.

16. Deleting Personal Information

You may request deletion of personal information where it is no longer required, subject to any legal, security, compliance, accounting or legitimate business reason for retaining it.

To request deletion, contact us at:

support@brandsuite.com.au

We will take reasonable steps to respond to deletion requests in accordance with applicable Australian privacy requirements.

17. Notifiable Data Breaches

If BrandSuite becomes aware of a data breach involving personal information, we will take reasonable steps to investigate, contain and assess the incident.

Where a breach is likely to result in serious harm, and where required by the Notifiable Data Breaches scheme, we will notify affected individuals and/or the Office of the Australian Information Commissioner.

18. Your Responsibilities as a BrandSuite Customer

If you use BrandSuite for your business, you are responsible for your own privacy, consent and marketing compliance.

This includes ensuring that:

  • You collect personal information lawfully
  • You tell people how their information will be used
  • You have appropriate consent for marketing communications
  • You honour unsubscribe and opt-out requests
  • You keep contact records accurate and up to date
  • You do not upload unlawful, misleading or harmful content
  • You avoid collecting unnecessary sensitive information
  • You manage account users and permissions responsibly
  • You review AI-generated content before using it
  • You have your own privacy policy where required

BrandSuite provides tools to assist with business communication and automation, but it does not replace your responsibility to comply with Australian privacy, spam, consumer, industry or professional obligations.

19. AI Output Disclaimer

AI-generated content may be helpful, but it may also be incomplete, inaccurate, outdated or unsuitable for your specific business, industry or audience.

You are responsible for reviewing, editing and approving AI-generated content before publishing, sending or relying on it.

AI should not be used as a substitute for legal, financial, medical, professional or compliance advice.

20. Complaints and Privacy Enquiries

If you have a question, concern or complaint about how BrandSuite handles personal information, please contact us first so we can review and respond.

BrandSuite
Email: hello@brandsuite.com.au
Website: www.brandsuite.com.au

We will aim to respond within a reasonable timeframe.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

21. Changes to This Policy

We may update this AI and Contact Privacy Policy from time to time to reflect changes in our services, technology providers, legal obligations or privacy practices.

The latest version will be published on our website or made available through BrandSuite.

Continued use of BrandSuite after this policy is updated means you accept the updated policy.