Privacy Policy

Last Updated: 19 August 2025

Elite Systems AI Pty Ltd (ABN: 12688622120) ("we," "our," or "us") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website elitesystems.ai, use our services, or communicate with us through various channels including WhatsApp.

1. Information We Collect

1.1 Personal Information

We may collect the following types of personal information:

• Name and contact details (email, phone number, business address)
• Business information (company name, industry, role, revenue)
• Communication preferences and history
• WhatsApp messages and phone numbers when you contact us
• Website usage data and analytics
• Payment and billing information

1.2 WhatsApp Communications

When you communicate with us via WhatsApp:

• We collect your phone number and message content
• Message timestamps and delivery status
• Any media files you share (images, documents, audio)
• Business profile information if publicly available

1.3 Automatically Collected Information

• IP addresses and device information
• Browser type and operating system
• Website pages visited and time spent
• Referral sources and exit pages
• Cookies and similar tracking technologies

2. How We Use Your Information

We use your personal information to:

• Provide AI automation and business consulting services
• Respond to inquiries and support requests via WhatsApp and other channels
• Deliver custom automation solutions for your business
• Process payments and manage billing
• Send service updates, newsletters, and marketing communications
• Improve our website and services
• Comply with legal obligations
• Protect against fraud and unauthorized access

2.1 WhatsApp Specific Uses

• Provide customer support and technical assistance
• Share project updates and deliverables
• Coordinate service delivery and meetings
• Send automated responses and confirmations
• Facilitate business communications

3. Information Sharing and Disclosure

We may share your information with:

• Service Providers: Third-party vendors who assist in service delivery (Go High Level, hosting providers, payment processors)
• Business Partners: With your consent, to provide integrated services
• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with mergers, acquisitions, or asset sales

We do not sell your personal information to third parties.

4. WhatsApp Business Integration

4.1 WhatsApp Business API

We use WhatsApp Business API to:

• Facilitate customer communications
• Provide automated responses and support
• Send appointment confirmations and reminders
• Share project updates and deliverables

4.2 Message Storage

• WhatsApp messages are stored securely for service delivery purposes
• We retain message history for up to 2 years for business continuity
• Messages containing sensitive information are encrypted in storage

5. Data Security

We implement appropriate security measures including:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and employee training
• Secure hosting with enterprise-grade providers
• Regular backup and disaster recovery procedures

6. Data Retention

We retain your information for:

• Active Clients: Duration of service relationship plus 7 years for business records
• WhatsApp Messages: Up to 2 years for service delivery and support
• Marketing Communications: Until you unsubscribe or request deletion
• Website Analytics: 26 months maximum
• Legal Obligations: As required by Australian law

7. Your Rights

Under Australian Privacy Principles, you have the right to:

• Access your personal information
• Correct inaccurate or outdated information
• Request deletion of your information (subject to legal obligations)
• Opt-out of marketing communications
• Withdraw consent for WhatsApp communications
• Request a copy of your data
• Complain about privacy breaches

8. International Transfers

Some of our service providers may be located outside Australia. We ensure appropriate safeguards are in place when transferring data internationally, including:

• Data processing agreements with security requirements
• Transfers only to countries with adequate privacy protections
• Your explicit consent where required

9. Cookies and Tracking

Our website uses cookies and similar technologies to:

• Remember your preferences and settings
• Analyze website performance and usage
• Provide personalized content and advertisements
• Enable social media features

You can control cookies through your browser settings.

10. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children. If we become aware we have collected information from a child, we will delete it promptly.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

12. Updates to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes through:

• Email notifications to registered users
• WhatsApp messages to active contacts
• Prominent notices on our website
• Updated "Last Modified" date

13. Contact Information

13.1 Privacy Officer

For privacy-related inquiries or to exercise your rights:

13.2 Complaints

If you believe we have breached your privacy:

1. Contact us directly using the details above
2. Contact the Office of the Australian Information Commissioner (OAIC):
   • Website: www.oaic.gov.au
   • Phone: 1300 363 992
   • Email: enquiries@oaic.gov.au

14. WhatsApp Opt-Out

To stop receiving WhatsApp messages:

• Reply "STOP" to any WhatsApp message from us
• Contact us directly at privacy@elitesystems.ai
• Use the unsubscribe link in our communications

15. Governing Law

This Privacy Policy is governed by Australian law, including the Privacy Act 1988 (Cth) and Australian Privacy Principles.