Privacy Policy

Last updated: 25 September 2026

This policy explains how ZephosAI Pty Ltd (ABN 85 692 472 852) handles personal information. In this policy, "we", "us" and "our" mean ZephosAI Pty Ltd, and "you" means anyone whose personal information we handle.

We treat ourselves as bound by the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth). This policy covers our website, www.zephosai.com.au, and the rest of our business: enquiries, calls and meetings, emails to businesses, client work and suppliers.

In brief

  • Our website does not send the booking form or chat messages to us. It sets no cookies of its own and runs no analytics or visitor-tracking scripts.
  • Bookings are handled by Calendly, a United States company.
  • We email businesses about our services, using details from public sources and a paid email-finding service. To opt out, reply to our email or email service@zephosai.com.
  • We sometimes record or transcribe calls and meetings.
  • We use AI tools, mainly Claude from Anthropic, to help read and draft emails and documents.
  • Some of our service providers are overseas, mostly in the United States.
  • To ask a question, access or correct your information, or make a complaint, email service@zephosai.com or call 0437 617 777.

What personal information we collect

What we collect depends on how you deal with us.

  • If you email or call us: your name, contact details and anything else you tell us, such as your company and job title.
  • If you book a call: the details you give on our booking form and on Calendly's booking page, and the time of the booking.
  • If we contact you about our services: your name, job title, company, work email address, company website and LinkedIn profile address, where we found your details, and a record of our emails to you and any reply.
  • If you are a client, or work for one: your name, role and contact details, our emails and messages, notes of calls and meetings, recordings and transcripts, project records, invoices and payment records.
  • If your information is held in a client's systems: whatever personal information a project needs us to handle. See "Information we handle for clients" below.
  • If you are a supplier or contractor: your contact, billing and payment details.
  • If you visit our website: technical details your browser sends, such as your IP address, browser and device type, and the page you request. Our host processes these. See "Our website" below.

We do not ask for sensitive information, such as health information, through our website or our emails to businesses.

How we collect it

  • From you, when you email or call us, book a call, meet or talk with us, or work with us.
  • From public sources, such as company websites and LinkedIn.
  • From Anymail Finder, a paid service we use to find the work email addresses of people in roles relevant to our services.
  • From other people, such as your employer or colleagues, our clients, and people who introduce you to us.
  • From our service providers, such as booking details from Calendly.
  • From your browser, when you visit our website. Our host processes these details.

If we collect your details from someone other than you, we may not be able to tell you at the time. You can ask us where we got your details, and we will tell you as far as our records show.

Why we use it

We use personal information to:

  • answer enquiries, and arrange and hold calls and meetings
  • prepare quotes and proposals, provide our services and manage projects
  • keep accurate notes of what was discussed and agreed
  • send invoices, receive payments, and keep business and tax records
  • email businesses about our services
  • keep a list of people who have asked us not to contact them, so that we respect it
  • run our website
  • meet our legal obligations and deal with complaints or disputes.

We use and disclose personal information for these purposes, for related purposes you would reasonably expect, with your consent, or where the law requires or allows it.

Who we share it with

  • Our service providers, listed under "Service providers outside Australia" below.
  • Our professional advisers, such as our accountant, and our insurers.
  • Businesses we work with on a project, such as a business that engaged us to work for its client, or a partner who introduced you to us.
  • Government bodies and others, where the law requires or allows it.

Our website

Hosting

Our website is hosted by Netlify, Inc., in the United States. When you visit, your browser sends your IP address, browser and device details, and the address of the page you request. Netlify processes these to deliver the site. The site is served over an encrypted (HTTPS) connection.

Cookies and browser storage

The site does not set cookies of its own and does not use your browser's local storage. We do not add analytics, advertising or visitor-identification scripts to the site.

Pages with our booking form store one random security code in your browser's session storage. It does not identify you. It is removed when the form takes you to the next screen, and your browser deletes it when you close the tab.

Images from Pexels

Images on our blog load from Pexels, which is run by Canva Germany GmbH, in Germany. To load them faster, every page on our site opens a connection to Pexels in advance. This means Pexels can see your IP address. On blog pages, Pexels also receives your browser details and may set its own cookies. Pexels' privacy policy applies to that.

Booking form

The booking form asks for your name, email address, company and the service you are interested in. It does not send these details to us, and it does not store them.

When you press "Proceed to Scheduling", the site builds a link to our booking page on Calendly, with your details included in the link. Calendly receives them when you click that link, even if you do not go on to book. Calendly, LLC is based in the United States.

If you book, Calendly handles the booking for us, and we receive the booking details. Calendly's own privacy policy also applies when you use its site.

Chat assistant

The chat window on our site is an automated assistant. It gives pre-written answers, chosen by matching words in your message. It is not a person and it does not use an AI model.

It runs entirely in your browser. What you type is not sent to us or to anyone else. It stays in that browser tab and is cleared when you reload the page or close the tab. If you choose to book from the chat, it opens our Calendly page without passing on anything you typed.

Links to other sites

Our site links to other sites, such as Calendly for bookings and Google for reviews. Those sites have their own privacy policies.

Emails, phone calls and meetings

If you email or call us, we collect your contact details and what you tell us. Our email and calendar run on Google Workspace.

Recording and transcription

We sometimes record or transcribe calls and meetings with prospects and clients. We mainly use Plaud, a recording and transcription service, for this. Plaud stores the recordings and transcripts, and its service uses AI providers to produce transcripts and summaries. We may also use the AI tools described below to summarise a transcript or check what was said.

We use recordings and transcripts to keep accurate notes of what was discussed and agreed, and to prepare follow-up work.

If you do not want a call or meeting recorded, tell us and we will not record it. You can ask what recordings or transcripts we hold about you, as explained under "Access, correction and deletion".

Emails to businesses

We email businesses about our services. We find the names, job titles and work email addresses of people at those businesses from public sources, such as company websites and LinkedIn. We also use Anymail Finder, a paid service that finds work email addresses. We keep a record of who we have emailed, when, and any reply.

We limit how often we contact you:

  • Since 21 September 2026, we send no more than two cold emails about our services to any one business. By cold, we mean the business had no dealings with us, and no introduction to us, before our first email.
  • Any reply, yes or no, stops the follow-up email.
  • If you tell us you are not interested, or ask us to stop, we add your email address and your organisation's website domain to our do-not-contact list. We do not send you marketing emails again.

To opt out, reply to our email and say so, email service@zephosai.com, or call 0437 617 777. You do not need to use any particular words. We act on opt-outs within five business days.

For earlier campaigns we used Instantly, an email outreach platform, and our own automation tools. Both still hold contact records from those campaigns.

Information we handle for clients

When we work on a project, we may need to handle personal information held by the business the work is for, such as details of its customers or staff. That business may be our client, or the client of a business that engaged us to help with the work. We use the information only for the work we have been engaged to do, or where the law requires us to. That business remains responsible for the information under its own privacy obligations.

Where we hold this information, we still apply the APPs to it, and you can still ask us for access to it or correction of it. Our agreement with the business that engaged us can add limits on how we use and share the information, such as who we share it with and when we delete it.

If you want to access or correct information about you that a business holds, you can ask that business. You can also ask us. If we hold the information, we will first tell the business that engaged us about your request. We will then deal with it as explained under "Access, correction and deletion".

If you ask us to delete information we hold for a client, we will pass your request to the business that engaged us for the work. Whether your request leads to deletion depends on that business's instructions and our agreement with it.

Client projects may involve other software and AI services, in Australia or overseas, depending on the client's systems and the work.

AI tools

We use AI tools to help us read, summarise and draft emails, documents and notes, including notes of calls. The main tool we use is Claude, from Anthropic, in the United States. We also use OpenAI, in the United States, in some work. When we use these tools, the content we are working on is sent to the provider to be processed. That content can include your name, your contact details, and what you wrote or said.

AI tools do not send email for us. A person reviews every email we write with AI tools before it is sent.

Service providers outside Australia

We are likely to disclose personal information to service providers outside Australia. These are our main providers, what we use them for, and where they are.

  • Netlify, Inc. (website hosting): United States. Netlify says data may be processed in other countries.
  • Calendly, LLC (booking calls): the United States and other countries where Calendly or its providers operate.
  • Google (email, calendar, documents and cloud services): the United States and other countries where Google has data centres.
  • Anthropic (AI tools): the United States and other countries where Anthropic or its providers operate.
  • OpenAI (AI tools): United States.
  • Plaud Inc. (recording and transcription): a United States company that stores data in the United States, Germany, Japan or Singapore, depending on region. Its affiliates and service providers, including the AI providers it uses, may access data from other countries.
  • AMF Internet Services Limited, which runs Anymail Finder (finding work email addresses): United Kingdom. It says data may be processed in other countries.
  • Instantly (email outreach platform used for earlier campaigns): United States.
  • Xero (accounting and invoicing): Australia, New Zealand and the United States.
  • Stripe (card payments for our invoices): Stripe Payments Australia Pty Ltd, with data transferred to the United States, India and other countries.
  • Pexels, run by Canva Germany GmbH (images on our blog, see "Images from Pexels" above): Germany. Pexels says it stores and processes data in several countries, including the United States, Singapore, the United Kingdom, the Philippines and New Zealand.
  • Other software we use to run our business, such as cloud hosting, database and messaging services, which may be in the United States or other countries.

This means the countries we are likely to disclose personal information to include the United States, the United Kingdom, New Zealand, Germany, Japan, Singapore, India and the Philippines. They also include other countries where these providers or their suppliers operate, including countries in the European Union.

How we hold and protect it

We hold personal information in our email, calendar and document accounts, in files and business systems we control, and in the systems of the service providers listed above.

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, change or disclosure. No system is completely secure, so we cannot promise that information will never be accessed without permission.

How long we keep it

We keep personal information for as long as we need it for the purposes in this policy, or for as long as the law requires. For example, the law requires business and tax records to be kept for several years. When we no longer need information, we take reasonable steps to destroy it or de-identify it.

Access, correction and deletion

You can ask for access to the personal information we hold about you. You can also ask us to correct it if it is wrong, out of date, incomplete, irrelevant or misleading.

To make a request, contact us using the details at the end of this policy. It is free to make a request, and we do not charge to correct information. We may need to confirm your identity first. We will respond within 30 days. If we refuse a request, we will tell you why in writing and how you can complain.

You can also ask us to delete your personal information. We will delete it unless the law requires us to keep it, or we need it to deal with a complaint or dispute. If you have asked us not to contact you, we keep your email address and your organisation's website domain on our do-not-contact list so that we can honour that request.

Deletion requests about information we hold for a client work differently. See "Information we handle for clients".

Dealing with us without giving your name

You can browse our website, and use its chat assistant, without telling us who you are. You can ask us a general question without giving your name, or using a different name. To book a call, reply to you or work with you, we usually need your name and contact details.

Data breaches

If a data breach involving personal information we hold is likely to cause serious harm to anyone, we will tell the people affected and the Office of the Australian Information Commissioner (OAIC).

There is one exception. If the breach involves information we hold for a client, we will promptly tell the business that engaged us for the work. We will give it the information needed to tell the people affected and the OAIC. Where the law requires us to tell them ourselves, we will.

Children

Our website and services are for businesses. They are not directed at children.

Complaints

If you think we have mishandled your personal information, please contact us first, using the details at the end of this policy. Our director handles privacy complaints. We will look into your complaint and give you a written response within 30 days.

If you are not satisfied with our response, or we have not responded within 30 days, you can complain to the OAIC:

The OAIC needs complaints to be made in writing.

Changes to this policy

We will update this policy when the way we handle personal information changes. The date at the top shows when it was last updated. We publish each new version on this page.

Contact us

ZephosAI Pty Ltd (ABN 85 692 472 852) Melbourne, Victoria, Australia Email: service@zephosai.com Phone: 0437 617 777