Privacy Policy

Business Name: ZJ Marketing & Automation

ABN: 31 438 003 490

Location: Cairns, QLD, Australia

Email: info@zjmarketingandautomation.com.au

Website: zjmarketingandautomation.com.au

Effective Date: 17 July 2026

Last Updated: 17 July 2026

This Privacy Policy complies with the Privacy Act 1988 (Cth), the 13 Australian Privacy Principles (APPs), the Spam Act 2003 (Cth), the Australian Consumer Law, and applicable data handling obligations.

1. Introduction and Our Commitment

ZJ Marketing & Automation ("we", "us", "our") is committed to protecting the privacy and personal information of every person who interacts with our business. We take our obligations under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) seriously.

This Privacy Policy explains:

• What personal information we collect and hold
• How and why we collect it
• How we use and disclose it
• How we store and protect it
• Your rights to access and correct your information
• How to make a complaint

By using our website, submitting your details, or engaging our services, you acknowledge you have read and understood this Privacy Policy. If you do not agree, please do not use our website or services.

2. Who We Are

ZJ Marketing & Automation is an AI automation firm operating as a sole trader (ABN 31 438 003 490), based in Cairns, Queensland, Australia. We provide AI chatbot builds, business automations, website design, and related digital services to businesses across Australia.

We do all our client work in-house. We do not outsource or white-label our service delivery to other agencies. We use a limited number of third-party technology platforms solely as technical tools to power our services which are described in detail in Section 8 below.

3. Who This Policy Applies To

This Privacy Policy applies to:

• Prospective and current clients who engage or enquire about our services
• Visitors to our website
• Recipients of our marketing communications
• End users of AI chatbots or automation systems we build and deploy on behalf of our clients

4. What Personal Information We Collect

We collect only the personal information that is reasonably necessary to provide our services and operate our business. The types of personal information we may collect include:

4.1 Information you provide to us directly

• Full name
• Business name and ABN
• Email address
• Phone number
• Business address or suburb/state
• Details of your business, services, and goals provided during onboarding or consultations
• Content, logos, and materials you provide for us to use in building your services
• Communications you send us by email, phone, or contact form

4.2 Payment information

We collect basic billing information such as your name and email for invoicing. All card payment processing is handled by Stripe. We do not store, see, or have access to your full card number, CVV, or bank details. Stripe is PCI-DSS compliant.

4.3 Information collected automatically when you visit our website

• IP address
• Browser type and version
• Device type and operating system
• Pages visited and time spent on each page
• Referring website or source (e.g. Google, LinkedIn)
• Date and time of visit

This information is collected through website analytics tools (such as Google Analytics) and is generally aggregated or anonymised. It helps us understand how our website is used and improve our content.

4.4 Information collected via client AI and automation systems

Where we build and deploy AI chatbots, automated email sequences, SMS workflows, or other automation tools on behalf of a client, those systems may collect personal information from that client's end customers. This may include:

• Names
• Email addresses
• Phone numbers
• Enquiry or appointment details
• Conversation transcripts

In this context, we act as a service provider processing data on behalf of our client, who is the data controller. We process this data strictly in accordance with the client's instructions and applicable law. Because these systems are managed by the client, we hold no liability for any data breaches, compliance failures, or disputes arising from their use. To protect end-user privacy, our access is strictly limited to high-level usage metrics (e.g., the total volume of conversations); we do not have access to, visibility of, or control over the specific contents, transcripts, or personal data exchanged within those interactions.

4.5 Sensitive information

We do not intentionally collect sensitive information (as defined in the Privacy Act 1988) such as health information, racial or ethnic origin, religious beliefs, political opinions, sexual orientation, or criminal record. If you choose to provide such information voluntarily, we will treat it with strict confidence.

5. How We Collect Your Personal Information

We collect your personal information through the following channels:

• Website contact forms and enquiry pages
• Email correspondence
• Phone calls and video meetings
• Onboarding forms completed as part of our service process
• Booking forms via our Google Calendar scheduling link
• Stripe payment portal (billing details only)
• AI chatbot and automation systems deployed on behalf of clients (end-user data only)
• Automatic collection via website analytics (see 4.3)

We collect personal information only by lawful and fair means. We will not collect information by unreasonable intrusive methods.

6. How We Use Your Personal Information

We use your personal information for the following primary purposes:

6.1 Providing and managing our services

• Delivering the services described in your service agreement or proposal
• Communicating with you about your project, account, or enquiry
• Sending invoices and processing payments
• Building and configuring AI chatbots, automation workflows, and websites on your behalf
• Providing technical support and troubleshooting

6.2 Business operations

• Maintaining our client records
• Improving and developing our services
• Conducting internal business analysis and reporting
• Complying with our legal and regulatory obligations
• Responding to complaints or disputes

6.3 Marketing and communications

We may use your contact details to send you marketing communications about our services where:

• You have given us your express consent, or
• You are an existing client and the communication is relevant to services similar to those you have already engaged

This is done in accordance with APP 7 and the Spam Act 2003 (Cth). Every marketing communication will contain a clear and functional unsubscribe mechanism. You can opt out at any time (see Section 11).

6.4 Secondary use

We will not use your personal information for purposes unrelated to those listed above without your consent, unless we are required or authorised to do so by law.

7. When We Disclose Your Personal Information

We do not sell, rent, or trade your personal information to any third party.

We may disclose your personal information in the following limited circumstances:

• To our third-party technology service providers, to the extent necessary for them to provide their services (see Section 8)
• Where required or authorised by Australian law, including to comply with a court order, subpoena, or request from a government or regulatory body
• To our professional advisors (e.g. accountants or lawyers) under strict confidentiality obligations
• In the event of a sale or transfer of our business, subject to the same privacy protections set out in this Policy

All disclosures are limited to what is strictly necessary for the purpose of the disclosure.

8. Third-Party Technology Platforms

As noted above, we do all client work in-house. However, we use the following third-party technology platforms to power our services. These platforms may process or store personal information as part of their function:

Each of these platforms has its own privacy policy and data handling practices. We encourage you to review their policies if you wish to understand how they handle data. We take reasonable steps to ensure these platforms provide adequate data protection.

9. Cross-Border Disclosure of Personal Information

Some of our third-party platforms are located overseas (see Section 8). Before disclosing personal information to an overseas recipient, we take reasonable steps under APP 8.1 to ensure the recipient handles the information consistently with the APPs.

By using our services, you consent to your personal information being disclosed to overseas service providers as described in this Policy. We will remain accountable for how that information is handled by those providers.

10. How We Protect Your Information

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. Our security measures include:

• Encrypted data transmission using TLS/SSL protocols
• Password-protected access to all systems and platforms
• Use of reputable, security-certified third-party platforms
• Restricted access to personal information on a need-to-know basis
• Regular review of our data handling and security practices

While we take all reasonable precautions, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security. If you suspect unauthorised access to your information, please contact us immediately at info@zjmarketingandautomation.com.au

11. How Long We Retain Your Information

We retain your personal information for as long as necessary to:

• Provide and manage our services
• Meet our legal obligations (e.g. financial records under the Income Tax Assessment Act 1997 and tax administration laws — generally 5 to 7 years)
• Resolve disputes or enforce our agreements

When your information is no longer required, we will take reasonable steps to destroy or permanently de-identify it securely.

12. Direct Marketing and Opting Out

We may send direct marketing communications about our services by email or other electronic means where permitted under APP 7 and the Spam Act 2003 (Cth).

You have the right to opt out of marketing communications at any time by:

• Clicking the unsubscribe link in any marketing email we send you
• Emailing us at info@zjmarketingandautomation.com.au with the subject line "Unsubscribe"

We will process your request within 5 business days and will not charge a fee. We will not use your information for direct marketing purposes after you opt out.

13. Your Rights — Access and Correction

Under APP 12 and APP 13, you have the right to:

13.1 Access

Request access to the personal information we hold about you. To do this, contact us at info@zjmarketingandautomation.com.au. We will respond within 30 days. We will not charge an application fee, though we may charge a reasonable cost-recovery fee for large or complex requests.

13.2 Correction

Request correction of personal information that is inaccurate, out of date, incomplete, irrelevant, or misleading. We will correct it within a reasonable time or, if we disagree, notify you in writing with our reasons.

13.3 When we may refuse

We may decline access or correction in limited circumstances permitted by the Privacy Act 1988 (e.g. where it would reveal another person's information, or where access is unlawful). We will always provide written reasons for any refusal.

14. Privacy Complaints

If you believe we have handled your personal information in a way that breaches the Privacy Act 1988 or the APPs, you may make a complaint.

Step 1 — Contact us

Email your complaint to info@zjmarketingandautomation.com.au with the subject line "Privacy Complaint". Include your name, contact details, and a clear description of your concern. We will acknowledge your complaint within 5 business days and endeavour to resolve it within 30 days.

Step 2 — Escalate to the OAIC

If you are not satisfied with our response, or we have not responded within 30 days, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

• Website: www.oaic.gov.au/privacy/privacy-complaints
• Phone: 1300 363 992
• Post: GPO Box 5218, Sydney NSW 2001

15. Cookies and Tracking Technologies

Our website may use cookies and similar technologies (e.g. pixels, web beacons) to:

• Remember your preferences
• Analyse how our website is used
• Measure the effectiveness of our marketing

You may disable cookies through your browser settings at any time. Disabling cookies may affect some functionality of our website. By continuing to use our website without changing your cookie settings, you consent to our use of cookies.

16. AI Systems and Automated Processing

Our services involve AI tools and automation systems. Where these systems process personal information:

• Processing is limited to what is necessary for the stated purpose
• We do not use fully automated decision-making that has legal or similarly significant effects on individuals without human oversight
• All AI-assisted outputs are reviewed and managed by our team
• End-user data processed through AI chatbots or automation tools is processed strictly on behalf of our clients under their direction

17. Children's Privacy

We do not knowingly collect personal information from individuals under the age of 18. Our website and services are directed at business owners and adult professionals only. If we become aware that we have inadvertently collected personal information from a person under the age of 18, we will take immediate steps to delete that information from our records. If you believe we may hold personal information about a minor, please contact us immediately at info@zjmarketingandautomation.com.au

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other operational reasons. Where a change materially affects how we collect, use, or disclose your personal information, we will notify you by email or via a prominent notice on our website prior to the change taking effect.

The updated Privacy Policy will be posted on our website with a revised "Last Updated" date. Your continued engagement with our services after that date constitutes acceptance of the updated Privacy Policy.

19. Contact Us

For any privacy enquiry, access request, correction request, or complaint:

Business: ZJ Marketing & Automation

ABN: 31 438 003 490

Email: info@zjmarketingandautomation.com.au

Location: Cairns, QLD, Australia

Website: zjmarketingandautomation.com.au

This Privacy Policy was prepared with reference to: Privacy Act 1988 (Cth) | Australian Privacy Principles (Schedule 1) | Spam Act 2003 (Cth) | Australian Consumer Law | Do Not Call Register Act 2006 (Cth). This document does not constitute legal advice. For complex privacy matters, consult a qualified Australian privacy lawyer.