Privacy Policy
Last updated on 23 Jan 2025
Welcome to ID MATTER AI ("we" or "us"). This Privacy Policy is designed to help you understand how we collect, use, disclose, and safeguard your personal information when you use our website and related services.
1. Introduction
2. Who We Are
3. What Personal Information We Collect
4. How We Collect Information
5. How We Use Your Information
6. Use of AI and Automated Tools
6A. Direct Marketing and Newsletters
7. Disclosure of Information
8. International Data Transfers
9. Data Retention
10. Your Rights
11. Data Security
12. Cookies and Tracking
13. Updates to This Policy
14. Contact Us
1. Information We Collect
At ID MATTER AI (“ID MATTER”, “we”, “us”), we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). We also consider relevant international frameworks, including the General Data Protection Regulation (GDPR), where applicable.By using our website or engaging our services, you agree to the terms of this Privacy Policy.
2. Who We Are
ID MATTER AI is an AI automation and consultancy agency providing chatbot development, workflow automation, AI strategy, workshops, and advisory services.Business Name: ID MATTER AI ABN: 40 843 154 919Registered Office: Noosa, Queensland, Australia Email: info@idmatter.ai
3. What Personal Information We Collect
We may collect and process the following types of personal information:
Identity & Contact Information: Name, company, email, phone number, job title
Professional Data: Information about your business needs, projects, or requirements
Communication Data: Emails, messages, meeting transcripts, chatbot logs
Technical Data: IP address, browser type, device identifiers, and analytics data
Usage Data: Website activity, interactions, and preferences
Third-Party Data: Information from partners, public sources, or platforms you connect with us
4. How We Collect Information
We collect personal information:Directly from you (forms, contracts, calls, or emails)Automatically when you use our website (cookies, analytics tools)From third-party platforms you authorise us to access (e.g. CRM tools, scheduling apps)From service providers supporting our operations.
5. How We Use Your Information
We may use your personal information to:Provide and deliver our servicesCommunicate with you about your projects, requests, or enquiriesImprove our services, systems, and websiteManage client accounts and CRM recordsConduct internal analysis using AI tools (e.g. summarising communications, preparing follow-ups)Send updates and marketing communications (with your consent)Comply with legal and regulatory obligationsWe will not use your information for purposes unrelated to those outlined in this policy without your consent.
6. Use of AI and Automated Tools
We use secure, enterprise-grade AI tools (including OpenAI and Anthropic) to support service delivery and operations. Examples include:Summarising communications and meeting transcriptsDrafting responses and follow-up communicationsUpdating CRM recordsConducting data analysis to improve workflowsSafeguards include:Preventing your data from being used to train AI models without your consentUsing only privacy-compliant platforms under contractual safeguardsHuman review of AI-generated content before useMinimising the personal data entered into AI systemsWe do not engage in fully automated decision-making that has legal or significant consequences for you.
6A. Direct Marketing and Newsletters
We may use your personal information to send you updates, insights, and marketing communications about our services.We will only send you marketing communications where you have given your consent, or where you would reasonably expect to receive them (for example, as an existing client).All marketing emails will include a clear unsubscribe option, and you may opt out at any time by clicking “unsubscribe” in the email or contacting us at info@idmatter.ai.We will not add you to our newsletter or marketing lists without your consent, consistent with the Spam Act 2003 (Cth).Opting out of marketing does not affect your ability to receive service-related communications (such as billing, support, or account notices).
7. Disclosure of Information
We may share your personal information with:Service Providers: Hosting, CRM, email, and AI tool providersProfessional Advisors: Legal, accounting, and compliance consultantsRegulators or Legal Authorities: Where required by lawIn Business Transfers: If we undergo a merger, acquisition, or restructureAll third parties are bound by confidentiality and privacy obligations.
8. International Data Transfers
Some services we use are hosted outside Australia (e.g. cloud AI platforms in the US/EU). Where your data is transferred internationally, we ensure:Safeguards such as standard contractual clauses are in placeData transferred is minimised and secureProviders uphold privacy protections consistent with the APPs
9. Data Retention
We retain your personal information only as long as necessary for:Providing our servicesFulfilling legal and tax obligationsManaging ongoing business relationshipsTypical retention periods include:2 years for marketing-related enquiries7 years for client records (legal/accounting compliance)After retention periods, data is securely deleted or anonymised.
10. Your Rights
Under the Privacy Act (and GDPR where applicable), you may:Request access to personal information we hold about youRequest correction of inaccurate informationWithdraw consent for marketing at any timeObject to certain types of processing (including AI processing)Request deletion of your data, where legally permittedTo exercise these rights, contact us at info@idmatter.ai. We will respond within 30 days.
11. Data Security
We apply appropriate safeguards to protect your data, including:Encryption of data in transit and at restSecure hosting and cloud infrastructureRole-based access controlsRegular privacy training and monitoring
12. Cookies and Tracking
Our website uses cookies and tracking tools to:Improve website functionalityAnalyse visitor behaviour and usage trendsDeliver a tailored user experienceYou can manage or disable cookies through your browser settings.
13. Updates to This Policy
We may update this Privacy Policy periodically to reflect service changes, new laws, or regulatory requirements. The latest version will always be available at www.idmatter.ai, with the “Effective Date” shown at the top.We will notify you of significant updates via our website or direct communication.
14. Contact Us
If you have questions, requests, or complaints about this Privacy Policy, please contact:ID MATTER AI
Email: info@idmatter.ai
Office: Noosa, Queensland, Australia