Privacy Policy

01Who we are

Operator AI provides AI workflow implementation, automation setup and AI agent services for Australian businesses.

Our services may include AI opportunity audits, workflow design, automation setup, AI agent configuration, team training, implementation support and related consulting services.

02What personal information we collect

We may collect personal information from you, including:

• your name
• business name
• job title or role
• email address
• phone number
• industry
• business website
• information you provide in enquiry forms, lead forms or emails
• information about your business needs, workflows, systems and processes
• meeting notes or call notes
• billing and payment information
• technical information such as IP address, browser type, device information, website usage data and cookies

If you choose not to provide certain information, we may not be able to respond to your enquiry or provide our services.

03How we collect personal information

We may collect personal information when you:

• visit our website
• submit a contact form
• complete a Facebook, Instagram, LinkedIn or other online lead form
• respond to an advertisement
• book a call or meeting
• email, call or message us
• become a customer
• use our services
• provide information during an audit, implementation project or support engagement

We may also collect information from third-party platforms where you have chosen to interact with us, including Meta, LinkedIn, Stripe, website hosting platforms, analytics tools, scheduling tools, automation platforms and customer relationship management systems.

04Why we collect personal information

We collect personal information to:

• respond to enquiries
• assess whether our services are suitable for your business
• contact you about a free AI agent build, AI audit or other service
• provide quotes, proposals and service information
• deliver AI workflow, automation and implementation services
• understand your business needs and recommend suitable workflows
• manage customer relationships
• process payments
• provide support
• improve our website, advertising, services and customer experience
• send relevant updates, marketing or educational content
• comply with legal, accounting, tax and regulatory obligations

05How we use your information

We may use your personal information to contact you by email, phone, SMS, direct message or other communication channels.

For example, if you submit a lead form, we may use your details to:

• contact you about your enquiry
• ask follow-up questions about your business
• assess whether a free AI agent build is suitable for your business
• provide information about Operator AI services
• send reminders, proposals or follow-up messages

You can unsubscribe from marketing communications at any time by using the unsubscribe link, replying to us, or contacting us directly.

06AI tools and customer information

As part of our services, we may use AI tools, automation platforms and software providers to help design, build, test or support workflows and AI agents.

Depending on the project, information you provide may be processed using third-party tools such as AI platforms, automation tools, CRM systems, document tools, analytics tools or cloud-based software.

We take reasonable steps to avoid using unnecessary personal, confidential or sensitive information when testing or building AI workflows. Where possible, we may use sample data, anonymised information or limited business information.

You should not provide highly sensitive personal information, passwords, private credentials, financial account access, health information or confidential third-party information unless we have specifically agreed in writing how that information will be handled.

07Disclosure of personal information

We do not sell your personal information.

We may disclose personal information to trusted third parties where reasonably necessary for our business operations or service delivery, including:

• website hosting providers
• CRM and email marketing platforms
• scheduling tools
• payment processors such as Stripe
• analytics and advertising platforms
• automation and AI software providers
• professional advisers such as accountants, lawyers or consultants
• contractors or service providers assisting Operator AI
• government, regulatory or law enforcement bodies where required by law

We only disclose personal information where it is reasonably necessary for our business functions, service delivery, legal obligations or with your consent.

08Overseas disclosure

Some of the tools and service providers we use may store or process information outside Australia. This may include cloud software, AI tools, automation platforms, payment processors, CRM systems and website analytics providers.

Where personal information is disclosed or processed overseas, we take reasonable steps to ensure it is handled appropriately and in accordance with applicable privacy obligations.

09Cookies and analytics

Our website may use cookies, pixels and similar technologies to:

• operate the website
• understand website traffic and visitor behaviour
• improve the website experience
• measure advertising performance
• retarget visitors with relevant advertising

These technologies may collect information such as your IP address, device type, browser, pages visited, time on site and referral source.

You can control cookies through your browser settings, although disabling cookies may affect website functionality.

10Marketing communications

If you submit an enquiry, download content, complete a lead form, or otherwise interact with Operator AI, we may send you relevant updates, offers, educational material or follow-up communications.

You can opt out of marketing communications at any time by clicking an unsubscribe link or contacting us directly.

11Storage and security

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

These steps may include secure cloud storage, access controls, password protection, two-factor authentication, limited access permissions and reasonable administrative safeguards.

However, no method of transmission or storage is completely secure. We cannot guarantee absolute security of information transmitted online.

12How long we keep information

We keep personal information for as long as reasonably necessary for the purposes set out in this Privacy Policy, including to provide services, manage business records, comply with legal obligations, resolve disputes and maintain customer records.

When information is no longer required, we will take reasonable steps to delete, de-identify or securely archive it.

13Accessing or correcting your information

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

You may also ask us to correct information if it is inaccurate, out of date, incomplete or misleading.

To request access or correction, contact us using the details below. We may need to verify your identity before responding.

14Complaints

If you have a privacy concern or complaint, please contact us first using the contact details below.

We will review your complaint and 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 (OAIC).

15Links to other websites

Our website may contain links to third-party websites or platforms. We are not responsible for the privacy practices, content or security of those third-party websites.

You should review the privacy policies of any third-party websites you visit.

16Changes to this Privacy Policy

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

The updated version will be published on our website with the effective date.

17Contact us

If you have any questions about this Privacy Policy, or if you wish to access, correct or complain about how we handle your personal information, please contact us.