1. About this policy

Tekmatix Pty Ltd (ABN 31 689 384 549) ("Tekmatix", "we", "us", "our") respects your privacy. This Privacy Policy explains how we collect, hold, use and disclose personal information when you visit tekmatix.com and its subdomains, use the Tekmatix platform and services, contact our team, or take part in our affiliate and partner programs.

We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Where other privacy laws apply to you, such as the EU or UK General Data Protection Regulation or the New Zealand Privacy Act 2020, we also aim to meet those requirements.

In this policy, "personal information" means information or an opinion about an identified individual, or an individual who is reasonably identifiable.

2. Who this policy applies to

This policy applies to:

• Customers: businesses and individuals who hold a Tekmatix account, and their authorised users and staff.

• Our customers' contacts: people whose details our customers store or collect using Tekmatix, such as their leads, clients, students and subscribers. See section 11 for how this works.

• Affiliates, partners and Teksperts: people in our affiliate, partner, ambassador or consultant programs.

• Visitors, prospects and support users: people who visit our websites, book a call, attend training, join our community, or contact us.

3. The personal information we collect

Depending on how you deal with us, we may collect:

• Identity and contact details: name, business name, job title, email address, phone number, and billing and postal address.

• Account details: usernames, login activity, account settings, plan and subscription history.

• Payment and transaction details: purchases, invoices, refunds and payment status. Card details are collected and stored by our payment processor, not by Tekmatix.

• Communications: emails, live chat, support tickets, SMS, social media messages, survey responses and feedback.

• Call and meeting information: recordings, transcripts and AI-generated notes of video and voice calls with our team. We record all of our video and voice calls (see section 9).

• Technical and usage information: IP address, device and browser type, pages viewed, referring website, time zone, approximate location, and how you use the website and platform.

• Marketing preferences: whether you have subscribed to or unsubscribed from our communications.

• Program information: for affiliates and partners, referral activity, commission records and payout details.

We do not intentionally collect sensitive information (such as health information, racial or ethnic origin, religious beliefs or sexual orientation) about you. If you choose to share it with us, we will only use it for the purpose you shared it for.

You do not have to give us personal information. You can also deal with us anonymously or using a pseudonym where that is practical, for example when asking a general question. If you don't provide information we need, we may not be able to provide our services.

4. How we collect personal information

We collect personal information:

• directly from you, when you sign up, buy, complete a form, book a call, chat or email us, or take part in training or our community;

• automatically, through cookies and similar technologies when you use our websites and platform (see section 7);

• from third parties, such as our payment processor, referral partners and affiliates, event and webinar platforms, and publicly available sources such as your business website; and

• from our customers, when they add you as a user on their account.

If you give us personal information about another person, you must make sure you are allowed to do so and that they know how we will handle it.

5. How we use personal information

We use personal information to:

• create and manage accounts and provide the Tekmatix platform and services;

• process payments, manage subscriptions and recover amounts owed;

• provide support, onboarding, training and done-for-you services, including using call recordings and notes to keep your account and client file up to date;

• communicate with you about your account, service changes and updates to our terms or this policy;

• send marketing about our products and services, where permitted (see section 6);

• run our affiliate and partner programs;

• improve, secure and develop our website, platform and services, including through analytics and by identifying general trends across calls and support conversations in a way that does not identify individuals;

• detect and prevent fraud, abuse, spam and breaches of our Terms of Service; and

• comply with our legal obligations and establish, exercise or defend legal claims.

We only use personal information for the purpose we collected it, a related purpose you would reasonably expect, or as otherwise permitted by law.

6. Marketing, email and SMS

We send marketing emails and SMS only where you have consented or where consent can be reasonably inferred from our relationship, in line with the Spam Act 2003 (Cth). Every marketing message identifies Tekmatix and includes a working way to unsubscribe. You can also opt out at any time by contacting us.

We do not call numbers on the Do Not Call Register for telemarketing unless you have consented. Even after you opt out of marketing, we may still send you essential service messages about your account.

7. Cookies and similar technologies

Our websites and platform use cookies, pixels and similar technologies to keep you logged in, remember preferences, understand how people use our site, and measure the effectiveness of our advertising. Some of these are set by third parties such as analytics and advertising providers.

You can control or delete cookies through your browser settings. Blocking some cookies may stop parts of the website or platform from working properly. For more detail, see our Cookies Policy at tekmatix.com/cookies.

8. Who we disclose personal information to

We do not sell personal information. We may disclose it to:

• Our platform provider: the Tekmatix platform is built on and hosted by the HighLevel platform, operated by HighLevel Inc. in the United States. HighLevel processes account and platform data on our behalf to run the platform. You can read HighLevel's privacy policy.

• Other service providers who help us run our business, including payment processing and fraud screening (Stripe), email and SMS delivery, telecommunications, cloud storage and productivity tools, customer support tools, call recording and meeting tools, analytics, advertising, accounting and AI providers (see section 9).

• Our team members and contractors, including Teksperts, who need the information to do their work and are bound by confidentiality obligations.

• Professional advisers such as lawyers, accountants and insurers.

• Your referring affiliate or partner, limited to what they need to track referrals and commissions.

• Government, regulators, courts and law enforcement, where required or authorised by law, or to protect our rights, our customers or the public.

• A buyer or successor, if all or part of our business is sold, merged or restructured, subject to confidentiality obligations.

We require our service providers to protect personal information and to use it only to provide services to us.

9. Artificial intelligence and automated decisions

We use artificial intelligence (AI) tools to help run our business and in parts of the Tekmatix platform. This includes:

• Platform AI features that our customers can choose to switch on, such as AI chat and voice agents, content and message generation, conversation summaries and workflow automation.

• AI assistants on our own website, such as chat and voice assistants that answer questions about Tekmatix.

• Call recording and AI notes. We record all video and voice calls with our team, and use AI to transcribe and summarise them. On video calls, the recorder is visible to everyone in the call. On calls with our voice AI, you are told at the start that the call will be recorded. If you have concerns about a call being recorded, please tell us before the call starts.

• AI assistants used by our team to help draft support replies, summarise account history, research and prepare reports.

How we use call recordings and AI notes. We use them to update your account and client file, follow up on what was agreed, support and train our team, and check service quality. We also look at trends across calls, such as common questions or feature requests, in a way that does not identify individual people.

When we use AI, personal information such as names, contact details, messages, recordings and account activity may be processed by the AI tool and its provider, which may be located overseas. We choose providers with appropriate security and contractual terms. We use AI only to deliver and support our services. We do not use your personal information to train AI models, and we do not permit our AI providers to use it to train their models. Our team does not use AI tools to access the information our customers hold about their own contacts.

AI output can be inaccurate. Our team reviews AI-assisted work before relying on it for decisions about you, and you can always ask to speak to a person.

Automated decisions. We use computer programs to make, or help make, the following decisions that could significantly affect you: