Privacy Policy

1. About This Policy

This Privacy Policy explains how My AI Worker, operated by Now Technology Systems (ABN 95 168 282 914 – The trustee for Greenfield Chan Discretionary Trust) (“we”, “us”, “our”), collects, uses, stores and discloses personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By using our services or website (myaiworker.com.au), you consent to the collection and use of your information as described in this policy.

2. Information We Collect

2.1 Information You Provide

When you sign up, request a quote or use our services, we may collect:

• Business information: business name, ABN, industry, services offered, business address
• Contact information: your name, email address, phone number
• Account information: login credentials, subscription details, payment information (processed by our payment provider – we do not store credit card numbers)
• Service configuration: your preferred tools, messaging style, follow-up schedules, compliance deadlines and industry-specific settings

2.2 Information Collected Through Our Services

When our AI agents operate on your behalf, we process:

• Your customer data: names, phone numbers and email addresses of your customers (used solely to send follow-up messages, reminders and review requests on your behalf)
• Appointment and booking data: dates, times, service types and appointment notes
• Communication records: SMS messages and emails sent and received through our platform
• Call data: if using the AI Voice Receptionist, caller phone numbers, call duration and transcription summaries
• Payment data: invoice amounts, payment status and connected accounting data (we do not process or store your customers’ payment card details)

2.3 Information Collected Automatically

When you visit our website, we may collect:

• IP address, browser type and operating system
• Pages visited, time spent and referral source
• Cookies and similar tracking technologies (see Section 8)

2.4 Sensitive Information

We do not actively seek to collect sensitive information (as defined under the Privacy Act 1988, including health, religious, racial or other sensitive categories). Where sensitive information is incidentally provided to us by our business customers as part of their operational records (for example, appointment notes in a medical or allied health practice), we handle it with additional care and use it only for the purpose of delivering our services to you.

2.5 Connected Google Accounts

Where you choose to connect Google services, we access only the permissions you authorise for the features enabled for your business. During development, the Google consent screen may identify our assistant as Tradie Gmail Dev.

• Gmail: account information, sender and recipient details, message subjects, message text and relevant thread information used to review enquiries, prepare replies and provide requested summaries. Sending email requires the appropriate permission and an authorised workflow.
• Google Calendar: calendar information, availability and event details used to check availability, manage authorised bookings and prepare reminders. Creating, updating or cancelling events requires the appropriate permission and an authorised workflow.
• Connection credentials: authorisation tokens and permission information used to maintain your connection. You authorise access with Google; we do not require your Google password.

Relevant information may be displayed in your chosen messaging interface, including Telegram where enabled, or processed by AI service providers to support the feature you request. Approved messages are shared with their recipients, and calendar changes may be visible to people who have access to the affected calendar or event. Connecting an account does not itself approve every proposed external action.

2.6 Google Data and AI Processing

We use Google account data to provide the user-facing features you authorise. Our use and transfer of data received through Google APIs is subject to the Google API Services User Data Policy, including its Limited Use requirements. We do not sell this data, use it for advertising or credit decisions, or use it to train general-purpose AI models.

Access by people is limited to your permission, necessary security investigation, legal obligations or other access permitted by Google’s Limited Use requirements. Service-improvement wording elsewhere in this policy does not permit unrelated use of Google data, including data derived from it.

Our technology providers may change as services evolve or your requirements change. Any change involving a new purpose or materially different sharing of your personal information will be explained before it is introduced, with consent obtained where required. A provider change does not automatically authorise wider access to your connected accounts.

3. How We Use Your Information

We use your information to:

• Set up and configure your AI agents for your business
• Send SMS messages, emails and other communications on your behalf
• Process your subscription payments through our payment provider
• Track compliance and certification deadlines as part of the compliance agent
• Post content to your social media accounts (with your authorisation)
• Provide customer support and resolve technical issues
• Improve our services and develop new features (using aggregated, anonymised data only)
• Comply with legal obligations

We will never sell your personal information or your customers’ personal information to third parties.

4. How We Share Your Information

We share information where needed to deliver the features you select, with service providers in the following categories:

• Connected account providers: email, calendar, social media and other business applications that you authorise us to use.
• Communications providers: messaging, email, SMS and voice services that deliver your messages, summaries or calls.
• AI processing providers: relevant instructions and content needed to generate requested responses, summaries or drafts.
• Hosting and operational providers: infrastructure, storage, backups and support services needed to operate and protect the service.
• Payment providers: billing and payment information needed to process your subscription.

The information shared depends on your enabled services and may include contact information, communication content, appointment details, authorised post content and billing information. We limit sharing to the relevant purpose. Google account data is additionally subject to Section 2.6. You can contact us for information about the providers relevant to your service.

We may also disclose information where required by law, court order or government authority.

5. Your Customers’ Data

When our AI agents send messages on your behalf, we act as a data processor for your customer data. You remain the data controller and are responsible for:

• Obtaining valid consent from your customers for SMS and email communications in accordance with the Spam Act 2003 (Cth)
• Providing your customers with a way to opt out of communications
• Ensuring the accuracy of customer data provided to us
• Complying with any industry-specific privacy requirements (e.g. health records for medical practitioners)

We will only use your customers’ data for the purpose of delivering our services to you. We will never contact your customers for our own marketing purposes.

6. Data Storage and Security

6.1 Storage and Processing

We retain the information needed to operate your selected services, including account settings, relevant communications, booking records, drafts, approvals and action records. Information is stored within our service infrastructure and, where needed for your selected features, by the service-provider categories described in Section 4. We do not promise that all data remains in Australia.

6.2 International Processing

Your information may be stored or processed outside Australia by our hosting, communications, AI and other service providers. Applicable locations and handling depend on the services you use. We take reasonable steps to protect personal information when using overseas providers and remain subject to applicable privacy obligations. Contact us before connecting an account if your business has specific data-location requirements.

6.3 Security Measures

We implement reasonable security measures to protect your data, including:

• SSL/TLS encryption for all data in transit
• Access restrictions on stored service data and connection credentials
• Access controls limiting who can view your data
• Regular security updates and patches
• Secure credential management for third-party integrations

No method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

6.4 Data Retention

• Active subscriptions: data is retained for the duration of your subscription
• After cancellation: data is retained for 30 days, then permanently deleted
• Communication logs (SMS/email): retained for 12 months for support and dispute resolution
• Financial records: retained for 7 years as required by Australian tax law

The retention periods above are our service commitments, not a promise that disconnecting an account automatically erases every copy. Deletion may require manual processing and must account for retained logs, backups and records required by law. We will explain any applicable exception when responding to a deletion request; this does not reduce an existing contractual deletion commitment.

6.5 Data Breach Notification

In the event of a data breach that is likely to result in serious harm to affected individuals, we will assess the breach and notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth).

7. Your Rights

Under the Australian Privacy Principles, you have the right to:

• Access: request a copy of the personal information we hold about you
• Correction: request correction of inaccurate or incomplete information
• Deletion: request deletion of your personal information (subject to legal retention requirements)
• Complaint: lodge a complaint about how we handle your information

To exercise any of these rights, email us at info@myaiworker.com.au. We will respond within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

7.1 Disconnecting an Account

You can revoke Google’s access permission in your Google Account’s third-party connections settings and contact info@myaiworker.com.au to disable the related workflow or request deletion of retained information. Revocation stops future access through that grant. It does not undo completed messages or calendar changes, or automatically remove copies already delivered to recipients or messaging services. We assess deletion requests against the retention periods above and applicable legal requirements.

8. Cookies

Our website uses cookies and similar technologies to:

• Remember your preferences and session
• Analyse website traffic (Google Analytics)
• Improve website performance

You can control cookies through your browser settings. Disabling cookies may affect some website functionality.

We do not use cookies for retargeting or third-party advertising.

9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites. We encourage you to read their privacy policies before providing any personal information.

10. Children’s Privacy

Our services are marketed to business owners and staff, not to individuals under the age of 18. We do not knowingly collect personal information directly from children. Where our business customers provide us with operational records that may incidentally contain information about minors (for example, staff rosters, appointment lists or customer contacts), we rely on our business customer to have obtained appropriate consent in accordance with the Privacy Act 1988 (Cth).

11. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you via email at least 14 days before the changes take effect. The updated policy will be posted on this page with a revised “Last updated” date.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

• Business Name: Now Technology Systems (trading as My AI Worker)
• ABN: 95 168 282 914
• Postal Address: 56 Grandview Road, Jimboomba, Queensland 4280, Australia
• Email: info@myaiworker.com.au (alternative: frank@sitedesignnow.com)
• Phone: 0412 606 287
• Website: myaiworker.com.au