Privacy policy

1. Who we are

AppliedAgents is operated by Flourish Ventures Holdings Pty Ltd (ABN 81 643 999 642). In this policy, “we”, “us” and “our” refer to that company operating AppliedAgents, an Australian AI implementation agency. We build custom AI systems, automations and business software. This policy covers our website and the personal information you share when enquiring about our services.

Client projects may involve different information and systems. We agree the relevant data handling and responsibilities for that work separately. You can contact us about this policy at jackson@appliedagents.com.au or on +61 450 720 531.

2. Information we handle

When you contact us, we may receive your name, phone number, email address, business name, website, the content of your message and any information you choose to provide about your work. We collect enquiry information directly from you and from any public business website you ask us to review.

The website’s audit questionnaire asks about your business, priorities and contact details. Until you submit, answers remain in the open page. Closing and reopening the popup keeps those answers in that page; your browser may also offer autofill. When you select “Choose my meeting time”, we receive and save your brief so we can review it and respond to you.

Submitting an enquiry saves your name, email address, business details, selected priorities and any context you provide. It also creates an enquiry reference and a record of your request to be contacted. It does not subscribe you to marketing. Alternatively, you can open WhatsApp or SMS with a prefilled brief; the brief passes to that service when you choose the link, and we receive the message only when you send it. Please avoid including passwords, customer records or sensitive personal information.

Website AI assistant

Simple opening greetings can be answered locally in your browser without being sent to an AI provider. For other messages, your message and a limited recent conversation history are processed through our server by OpenAI to generate a reply. Please do not include passwords, API keys, payment details, customer records or sensitive personal information. The assistant may make mistakes and does not make commitments or decisions on our behalf.

Chat history stays in the open page’s memory and is cleared when you start a new chat or reload or close the page. We do not save chat transcripts in our enquiry database or automatically forward them to the team. If you choose a strategy-call link from the chat, a proposed conversation summary is copied into an empty enquiry context field for you to review; the team receives it only when you submit that form. Existing form answers are preserved.

We request that OpenAI not retain responses as application state. This does not mean zero retention: OpenAI may retain API content in abuse-monitoring logs, normally for up to 30 days, with exceptions under its policies. API data is not used for model training by default unless the API account opts in. Processing may occur outside Australia. See OpenAI’s API data controls.

To control misuse and usage, we keep private counters with a protected hash derived from the request IP address, plus a site-wide counter. These counters contain no chat text. We also log operational details such as response status, timing and token counts, without logging chat text in those metrics. They enforce short burst limits, a 15-minute network limit and site-wide limits over one minute, 24 hours and 30 days. IPv6 addresses are grouped by network for this purpose. The hosting firewall also rate-limits requests before they reach the assistant. Counting windows reset. Expired network entries in the current shared counter are removed during subsequent successful updates; historical standalone counter records are not automatically deleted. Starting a new chat clears this page’s conversation, not the provider’s monitoring logs or these technical counters.

Voice assistants and client systems

We build AI voice assistants, enquiry follow-up, CRM integrations and business automation for clients. The information handled depends on the system and its configuration. A voice assistant needs to process a caller’s speech to respond; this is separate from retaining an audio recording or a written transcript. Depending on the service and its settings, voice and telephone providers may also hold call metadata, audio recordings or transcripts. Keeping raw transcripts out of a CRM does not prevent a voice provider from storing them.

This website’s AI assistant is text-based and does not access your microphone or record audio. For a client’s phone service, refer to that business’s privacy notice and any notice given during the call for the applicable providers, recording or transcription arrangements, retention and contact details. Contact us if you need information about a particular AppliedAgents service before sharing personal information.

3. Why we use information

We use enquiry information to understand your business and goals, respond to questions, arrange conversations, prepare a proposal and manage an agreed working relationship. We may also need relevant records to meet legal obligations or resolve a concern.

We do not sell your personal information. Sending an enquiry does not subscribe you to a marketing list. If you ask to stop receiving follow-up messages, we will respect that request, apart from communications needed for an existing engagement or required by law.

The website does not send audit answers to a generative AI model or make automated decisions about your eligibility for our services. Any use of client information within an AI system needs to be considered as part of the particular project.

4. Sharing and external services

We use Vercel to host the website and process submitted enquiries. Enquiry records are stored in private Vercel Blob storage and are not publicly accessible. Vercel also processes technical request information for delivery, security and diagnostics. Some hosting operations and providers may process information in the United States or other countries. See Vercel’s privacy notice.

When you choose WhatsApp, the service opens outside our website. WhatsApp processes your messages and account information under its own privacy policy. SMS messages are handled by your messaging application and telecommunications provider. These services may process information outside Australia. WhatsApp’s policy identifies processing in the United States and other countries where its providers and partners operate; refer to that policy for details of its international operations.

We limit access to enquiry information to people who need it to respond or carry out agreed work. We may disclose information with your permission, where required by law, or where reasonably necessary to establish or protect legal rights.

Our booking page uses Cal.com to show availability and reserve meetings. After you submit a brief, we prefill your name, email address and enquiry reference; we do not automatically pass your business answers to the calendar. Cal.com and our connected Google Calendar and Google Meet services handle booking details and confirmation messages. See Google’s privacy policy. Their infrastructure may process information outside Australia, including in the United States and Europe. See Cal.com’s privacy policy. Portfolio links lead to independently operated websites.

5. Cookies and website requests

To understand which pages bring useful enquiries, the site keeps a small record in this tab’s session storage: the entry page, a broad source category such as Google or direct/unknown, and the most recent content page. It contains no form answers, raw referrer addresses or URL query strings. We use it for up to 30 minutes from the start of that visit and discard expired records on the next site read; the browser clears it when the tab session ends. It is attached to your brief only if you submit an enquiry, then retained with that enquiry. It is not sent to the AI assistant or added to the calendar prefill. If browser storage is unavailable, enquiries still work.

This limited record helps us assess which content prompts enquiries. It does not identify every referral, distinguish all paid and organic visits, or confirm that a meeting was booked.

Our own website does not use advertising pixels or analytics cookies. The AI assistant stores a simple flag in this tab’s session storage so its invitation is shown only once. This flag contains no messages or contact details, is not sent to the AI, and clears when the tab session ends. After a successful submission, a secure, essential cookie lasts up to 30 minutes to recognise your enquiry on the confirmation page. It contains a signed reference, not your answers. Fonts and visual assets are served with the site. The booking page loads Cal.com’s calendar, uses its service technologies and prefills your name, email and enquiry reference.

To deliver a page, the web server receives technical request information such as your IP address, requested address and browser request headers. We use a protected hash of the submitting IP address and counters that reset after 15 minutes to limit repeated submissions. We do not use this information to build advertising profiles. External services may use their own cookies or similar technologies under their policies.

If we introduce analytics or change how the website handles personal information, we will update this policy and provide any notices or choices required by applicable law.

6. Storage, security and retention

Submitted briefs are saved in private, access-controlled enquiry storage. Messages sent directly to us are held in the relevant messaging service and our receiving accounts or devices. Meeting records are held in Cal.com and the connected calendar. Access is limited to authorised people who need it to handle enquiries or deliver agreed work.

Submitted enquiry and project records are retained to respond to requests and manage our working relationships. You can contact us to ask about records we hold or request deletion. Retention also depends on the relevant service provider and any applicable legal requirements. Clearing a website chat does not delete a submitted brief, booking, message or records held by a provider. For voice services, check the notice for the particular service; this policy does not specify a universal retention period for audio or transcripts.

We take reasonable steps to protect information under our control from misuse, loss and unauthorised access or disclosure. No internet transmission or storage system can be guaranteed completely secure. Contact us first to arrange an appropriate way to share confidential project material.

Browser verification

We use Vercel BotID to help protect chat and enquiry forms from automated abuse. It checks browser signals and request metadata. We also use temporary, hashed network identifiers for rate limits. Cal.com asks you to verify your email before booking a meeting.

7. Your choices and privacy concerns

You can choose not to share personal information, although that may limit how specifically we can help. You can ask to access information we hold about you, correct an error or request deletion. We may need to verify your identity before providing or changing a record. If we cannot fulfil a request, we will explain why, subject to any legal restrictions.

To raise a privacy concern, contact us with enough detail to identify the issue and the outcome you are seeking. We will review the concern, investigate as appropriate and respond using your preferred available contact method.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner, which explains whether it can handle your complaint. This policy does not limit any privacy rights or remedies available to you under applicable law.