Privacy Policy

1. Introduction

M8RIX respects your privacy and is committed to protecting personal information. This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you visit our website, request an AI audit, book a demo, contact us, use our platform, or interact with our services.

This Privacy Policy is designed for M8RIX as an AI powered customer communication, AI phone agent, workflow automation, unified inbox, reviews, payments, integrations, and customer orchestration platform.

In Australia, the Privacy Act 1988 is the main federal legislation governing the handling of personal information, and the Australian Privacy Principles set standards for collection, use, disclosure, storage, access, correction, and transparency. The OAIC describes personal information as information or an opinion that identifies an individual or makes an individual reasonably identifiable.

2. Personal Information We Collect

We may collect personal information directly from you, from your business, from your customers where you provide or connect that information to M8RIX, from third party integrations, and from your use of our website or platform.

This may include:

Name
Business name
Job title
Email address
Phone number
Website URL
Billing details
Account login information
Demo or audit booking details
Customer enquiry details
Lead source information
Customer contact records
SMS, chat, email, social, and form messages
Call recordings, call transcripts, and call summaries, where enabled
Review request and review response information
Payment request and transaction reference information
CRM records and workflow data
Technical data such as IP address, browser type, device type, pages visited, referral source, and analytics data

3. Sensitive Information

M8RIX is not designed to collect sensitive information unless it is necessary for a specific customer workflow and you have the appropriate authority to provide it.

Sensitive information may include health information, financial information, government identifiers, or other regulated categories of information. If your business operates in healthcare, finance, legal, insurance, or another regulated industry, you are responsible for ensuring that sensitive information is collected and handled lawfully.

4. How We Collect Information

We may collect information when you:

Visit our website
Submit a contact form
Book an AI audit or demo
Communicate with our team
Use M8RIX services or dashboards
Connect CRM, calendar, communication, payment, or marketing tools
Use website chat, SMS, call, review, payment, or automation features
Send or receive customer communications through the platform
Interact with emails, SMS messages, ads, or website content
Provide information during onboarding, support, implementation, or consulting

The M8RIX website invites users to book a 30 minute AI Readiness Audit where workflows, automation opportunities, and projected ROI may be reviewed, so audit forms may collect business workflow and operational information.

5. How We Use Personal Information

We may use personal information to:

Provide our website, platform, services, and support
Respond to enquiries and demo requests
Deliver AI audits and consultations
Set up and manage customer accounts
Configure AI agents, automations, workflows, and integrations
Capture, qualify, route, and follow up leads
Provide AI phone agent, SMS, chat, review, and payment workflows
Generate AI assisted replies, summaries, recommendations, and workflow actions
Process invoices, payments, and billing records
Improve our website, products, AI tools, automations, and customer experience
Monitor performance, usage, reliability, security, and compliance
Communicate service updates, onboarding information, and support messages
Send marketing communications where permitted by law
Comply with legal obligations, enforce agreements, and protect rights

6. AI Processing

M8RIX may use AI systems to process information for lead qualification, call handling, call summaries, suggested replies, customer routing, workflow automation, review responses, payment reminders, and customer follow ups.

AI processing may involve analysing messages, calls, lead details, customer history, business rules, CRM data, or workflow context. AI outputs may be used to support business processes, but should be monitored and reviewed where appropriate.

We do not recommend using M8RIX AI outputs as the sole basis for decisions that may have legal, financial, medical, employment, credit, insurance, or similarly significant effects without appropriate human review.

7. Customer Data Processed on Behalf of Clients

If you are a M8RIX client, you may provide or connect customer data to the platform. In that case, you are responsible for ensuring that you have the legal right, consent, authority, or lawful basis to collect and share that information with M8RIX.

M8RIX processes that data to provide services to you, including AI phone agents, messaging, automations, CRM updates, review requests, payment workflows, and reporting.

You are responsible for your own privacy notices, customer consents, marketing consents, call recording notices, SMS opt ins, unsubscribe processes, and industry compliance obligations.

8. Marketing Communications

We may send marketing communications about M8RIX services, updates, events, resources, or offers where permitted by law.

You can unsubscribe from marketing communications at any time using the unsubscribe option provided or by contacting us.

For Australian audiences, commercial electronic messages are regulated by the Spam Act. ACMA guidance states that commercial messages must identify the sender and include an unsubscribe option, and that consent is required for sending marketing messages.

9. Cookies and Tracking Technologies

We may use cookies, pixels, analytics tools, tags, and similar technologies to understand website traffic, measure campaigns, improve website performance, remember preferences, and support advertising or retargeting.

These tools may collect information such as your IP address, device type, browser, pages visited, time spent on pages, referral source, and interaction events.

You can control cookies through your browser settings. Some website features may not work properly if cookies are disabled.

10. Disclosure of Personal Information

We may disclose personal information to:

Employees, contractors, and service providers who help us operate M8RIX
Cloud hosting providers
CRM and customer support tools
Payment processors
SMS, email, phone, and messaging providers
AI infrastructure and software providers
Analytics, advertising, and website technology providers
Professional advisers, including legal, accounting, insurance, and security advisers
Third party platforms that you connect to M8RIX
Regulators, courts, law enforcement, or government bodies where required by law
Buyers, investors, or advisers in connection with a merger, acquisition, restructure, or sale of business assets

We do not sell personal information to third party advertisers.

11. Overseas Disclosure

Some of our service providers, technology partners, AI infrastructure providers, cloud platforms, communication providers, analytics tools, or support systems may store or process information outside Australia.

Where personal information is transferred overseas, we take reasonable steps to ensure appropriate safeguards are in place, where required by law.

12. Data Security

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, and disclosure.

Security measures may include access controls, authentication, encryption where appropriate, monitoring, secure cloud infrastructure, staff access restrictions, audit logs, backup procedures, and vendor security reviews.

No system can be guaranteed to be completely secure. You are responsible for using strong passwords, limiting user access, securing your own systems, and notifying us promptly of suspected unauthorised access.

13. Data Retention

We retain personal information for as long as needed to provide services, maintain business records, comply with legal obligations, resolve disputes, enforce agreements, support security, and improve our services.

Where information is no longer required, we will take reasonable steps to delete, de identify, or securely archive it, subject to legal, operational, backup, or contractual requirements.

14. Data Breaches

If we become aware of a data breach affecting personal information, we will assess the incident and take appropriate steps to contain, investigate, and respond.

Under Australia’s Notifiable Data Breaches scheme, organisations covered by the Privacy Act must notify affected individuals and the OAIC when an eligible data breach is likely to result in serious harm. The OAIC also states that organisations must notify affected individuals and the OAIC about an eligible data breach.

15. Access and Correction

You may request access to personal information we hold about you. You may also request correction if you believe the information is inaccurate, outdated, incomplete, irrelevant, or misleading.

We may need to verify your identity before responding. In some circumstances, we may refuse access or correction where permitted by law.

16. Deletion Requests

You may request deletion of personal information where applicable. We will respond in accordance with legal, contractual, operational, and technical requirements.

Some information may need to be retained for legal, accounting, security, dispute resolution, backup, or compliance purposes.

17. Your Choices

You may:

Opt out of marketing communications
Request access to your personal information
Request correction of your personal information
Request deletion where applicable
Disable cookies through your browser
Contact us about privacy concerns
Ask us how your information is handled

18. Third Party Links and Integrations

Our website and services may link to or integrate with third party websites, tools, platforms, or services. We are not responsible for the privacy practices, security, content, or terms of third party services.

You should review the privacy policies and terms of any third party services you use or connect to M8RIX.

19. Children’s Privacy

M8RIX is intended for business use and is not directed to children. We do not knowingly collect personal information from children without appropriate consent.

If you believe a child has provided personal information to us, contact us so we can take appropriate steps.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on our website with a new effective date.

Continued use of our website or services after changes are posted means you acknowledge the updated Privacy Policy.

21. Privacy Complaints

If you have a privacy question or complaint, contact us using the details below. We will review your complaint and respond within a reasonable time.

If you are not satisfied with our response, you may have the right to contact the Office of the Australian Information Commissioner.

22. Contact Us

For privacy questions, access requests, correction requests, or complaints, contact:

M8RIX
Legal Business Name: M8RIX
Email: [Insert Email Address]
Address: Unit 2, 24 Birdwood Lane, Lane Cove NSW 2066
ABN: [Insert ABN]