Privacy Policy

Information we collect

We may collect personal information that you provide when you email us, book a discovery call, submit an enquiry or otherwise communicate with SouthWestAI.

• Your name, email address, telephone number and job title.
• Your organisation's name, location, size and technology environment.
• Information you provide about a business problem, proposed project or service requirement.
• Correspondence, meeting details and records reasonably required to respond to your enquiry.

How we use information

• Responding to enquiries and arranging meetings.
• Assessing whether SouthWestAI is suitable for your requirements.
• Preparing proposals, scopes and service agreements.
• Delivering services where you separately engage SouthWestAI.
• Operating, securing and improving the website and our business systems.
• Meeting legal, insurance, accounting and record-keeping obligations.

Service providers and disclosure

We may use reputable service providers for email, document storage, scheduling, video meetings, website hosting, accounting and other business functions. Those providers may process information on our behalf and may store information outside Australia. We only disclose information where reasonably necessary for these purposes, where you authorise it, or where disclosure is required by law.

If the website links to a Google Calendar booking page, information submitted there is also handled by Google under its applicable privacy terms.

AI and client information

SouthWestAI does not intentionally submit confidential client information to a third-party generative AI service without an appropriate business purpose, consideration of the relevant risks and authorisation or contractual arrangements where required. Specific data-handling requirements for paid work will be addressed in the applicable proposal or service agreement.

Security and retention

We take reasonable administrative and technical measures to protect information from misuse, interference, loss and unauthorised access, modification or disclosure. No internet transmission or information system can be guaranteed completely secure.

We retain personal information only for as long as reasonably required for the purpose for which it was collected, legitimate business records and applicable legal or insurance obligations.

Cookies and website analytics

The current website does not intentionally use advertising cookies. If analytics or additional website services are introduced, this policy will be updated to explain the information collected and available choices.

Access, correction and complaints

You may ask to access or correct personal information we hold about you, or raise a privacy concern, by emailing hello@southwestai.com.au. We may need to verify your identity before responding. We will consider requests and complaints in accordance with applicable Australian privacy requirements.

Changes to this policy

We may update this policy when our services, systems or legal obligations change. The current version and effective date will be published on this page.