Your Privacy,
Handled Clearly

1. Introduction

Smart Business Systems (“we”, “us”, “our”) takes privacy seriously and aims to handle personal information responsibly.

This Privacy Policy explains how we collect, use, store, and disclose personal information when you:

• visit our website
• use our services
• communicate with us
• interact with systems we manage on behalf of our clients

We aim to handle personal information in line with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply to our operations.

2. What Information We Collect

We may collect personal information including, but not limited to, the following.

2.1 Information you provide directly

• name
• email address
• phone number
• business name
• billing details
• messages or enquiries sent to us

2.2 Information collected through our systems

Depending on the services provided, this may include:

• contact and enquiry details submitted through forms
• booking information
• call records, recordings, and metadata
• SMS and email communications
• website chat interactions, including AI-powered chat where enabled

2.3 Automatically collected information

• IP address
• browser type
• device information
• usage data related to system performance and reliability

3. How We Use Personal Information

We may use personal information to:

• provide and manage our services
• communicate with clients and users
• process payments and invoices
• configure, operate, and support business systems
• improve service performance, reliability, and troubleshooting
• meet legal and regulatory obligations

We do not sell personal information.

4. AI-Powered Services

Some services may involve artificial intelligence (AI), such as website chat assistants, call handling or transcription, and automated follow-ups.

AI systems are used as tools and do not make final business decisions. Final responsibility for business decisions, compliance, and approval of workflows remains with the relevant human operator or client.

5. Disclosure of Information

We may disclose personal information to:

• service providers and platforms required to deliver services, such as hosting providers, CRM systems, messaging platforms, telephony providers, and payment processors
• professional advisers, such as accountants or legal advisers, where reasonably required
• regulators, law enforcement bodies, or authorities where required by law

We take reasonable steps to work with third parties that are appropriate for the services being delivered.

6. Third-Party Platforms

Our services may rely on third-party platforms, including but not limited to website hosting providers, CRM and automation platforms, messaging and telephony providers, analytics tools, and payment processors.

These platforms may store or process data in Australia or overseas. We are not responsible for the privacy practices of third-party services, and you should review their privacy policies separately where relevant.

7. Data Storage and Security

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

However, no system is completely secure, and we cannot guarantee absolute security.

8. Data Retention

We retain personal information only for as long as reasonably required to provide services, maintain records, meet legal, accounting, operational, or compliance obligations, or resolve disputes.

When information is no longer required, we take reasonable steps to delete it or de-identify it where appropriate.

9. Client-Controlled Data

Where we act on behalf of a client, the client is responsible for the personal information they collect and for ensuring they have any required notices, permissions, or consents from their customers.

In those situations, we generally act as a service provider processing data under the client’s instructions.

10. Marketing Communications

We may send communications relating to our services.

• You can opt out of marketing messages at any time by using the unsubscribe link where available or contacting us directly.
• Transactional, administrative, billing, security, or service-related communications may still be sent where necessary.

11. Access and Correction

You may request access to, or correction of, your personal information by contacting us.

We may require verification of identity before responding.

12. Complaints

If you believe we have mishandled your personal information, please contact us with details of your concern.

We will acknowledge the complaint, investigate the issue, and respond within a reasonable timeframe.

13. Changes to This Policy

We may update this Privacy Policy from time to time.

The latest version will be available on our website. Continued use of our services after an updated version is published indicates acceptance of the updated policy.

14. Contact Details

Smart Business Systems
ABN: 48540052809
Email: [email protected]