Privacy Policy.

1. Who we are

AgentSys AI is a business name of Ethan Cameron Muir (ABN 54 528 855 440), based in Melbourne, Victoria. In this policy, "AgentSys AI", "we", "us" and "our" mean that business. We build websites with AI assistants for businesses.

We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Even where the Privacy Act's small business exemption may apply to us, we choose to follow the APPs. We also comply with the Spam Act 2003 (Cth) for electronic marketing.

2. What we collect

We only collect personal information that we need to respond to you, provide our services and run our business. Depending on how you deal with us, this may include:

• Contact details: name, work email, phone number, organisation, job title or role.
• Business details you share: the size of your team or rent roll, the software you use, and the tasks or workflows you would like to improve.
• Enquiry and booking information: messages, form answers, call notes and meeting times.
• Billing information: invoice and payment records. Card payments are processed by Stripe; we do not see or store your full card number.
• Website and advertising data: IP address, device and browser type, pages viewed, and how you reached our site or interacted with our ads (see section 6).

We do not ask for sensitive information (such as health, racial or ethnic origin, or religious beliefs). When we work on your project we ask you to use fictional or de-identified examples and not to share your tenants', landlords' or owners' personal information, passwords or production data with us. If you send us information we did not ask for, we will delete or de-identify it unless we need to keep it.

You can deal with us anonymously or using a pseudonym where it is practical, for example when asking a general question. We will usually need your name and contact details to provide a service.

3. How we collect it

We collect personal information directly from you where possible, including when you:

• fill in a form on our website (such as the contact form or waitlist);
• submit a lead form in one of our ads on Facebook or Instagram;
• email, call, text or message us, or book a call with us;
• become a client, sign an agreement or pay an invoice.

We may also collect business contact details from public sources, such as agency websites, LinkedIn and industry directories, to contact businesses that may be interested in our services. Our advertising and analytics providers also collect some information automatically (see section 6).

4. Why we use it

We use personal information to:

• respond to your enquiry and arrange calls, audits or assessments you request;
• provide, deliver and support the services you engage us for;
• send quotes, agreements and invoices, and process payments;
• send you information about our services, where permitted (see section 5);
• measure and improve our website and advertising;
• keep records and meet our legal, tax and accounting obligations.

We will not use or disclose your personal information for another purpose unless you would reasonably expect it, you consent, or the law requires or allows it. We do not sell personal information.

5. Marketing and opting out

We may send you emails or text messages about our services if you have asked us to, given your consent (for example by ticking a box or submitting a lead form that says so), or where consent can be inferred under the Spam Act from an existing business relationship or your conspicuously published business contact details.

Every marketing message identifies AgentSys AI and includes a way to unsubscribe. You can also opt out at any time by emailing ethan@agentsys.com.au. We will action requests within 5 business days.

6. Cookies, the Meta Pixel and analytics

Our website uses cookies and similar technologies to work properly, understand how visitors use it, and measure our advertising. These may include:

• Meta Pixel and Conversions API (Meta Platforms): tells us when someone who saw our Facebook or Instagram ad visits our site or sends an enquiry, and helps Meta show our ads to relevant people. Meta may combine this with information it holds about you under its own policies.
• Google Analytics (Google): measures visits and page views using pseudonymous identifiers.

When you submit a lead form inside a Facebook or Instagram ad, Meta collects that information and passes it to us. Meta's handling of your information is governed by the Meta Privacy Policy.

You can block or delete cookies in your browser settings, control ad preferences in your Meta Accounts Center, and opt out of Google Analytics with the Google Analytics opt-out add-on. Blocking cookies will not stop you from using our site.

7. Who we share it with

We share personal information only with service providers who help us run our business, and only as much as they need. They include:

We may also disclose information where required or authorised by law, for example to a court, regulator or law enforcement agency, or if our business is sold or restructured (in which case the buyer would be bound to handle it in line with this policy).

8. Overseas disclosure

Some of our service providers store or process data outside Australia. Personal information may be disclosed to or stored in the United States, Ireland and other countries in the European Union, and other countries where those providers or their sub-processors operate. We take reasonable steps to choose providers with strong privacy and security practices and contractual protections.

9. AI tools and automated decisions

We may use AI tools in our own work, for example to help draft emails, summarise call notes or prepare documents. When we do, a person reviews the output, and we avoid putting unnecessary personal information into these tools.

We do not use computer programs to make decisions about you that could significantly affect your rights or interests without a person being involved. If that changes, we will update this policy to explain the kinds of personal information used and the kinds of decisions made, as required by the Privacy Act from 10 December 2026.

Where we help you set up an AI assistant for your business, you operate your own account and remain responsible for how you handle your clients' personal information in it.

10. Storage, security and retention

We are a sole-trader business, and only Ethan Muir has access to the personal information we hold. Depending on how you contacted us, your information is stored in one or more of these places:

• Website forms: in our website host's form inbox (Netlify).
• Facebook and Instagram lead forms: in our Meta business account, until we download them.
• Emails: in our business email account (ethan@agentsys.com.au), hosted by Google.
• Lead lists, call notes and client records: in files on our computer, which are backed up to Apple iCloud.
• Payments: in our Stripe account.

We take reasonable steps to protect this information from misuse, interference, loss and unauthorised access, modification or disclosure. These include password-protecting our devices and accounts, turning on two-factor authentication where the service offers it, and only using services that encrypt data in transit.

We keep personal information only as long as we need it for the purposes above or as the law requires. For example, tax law generally requires business records to be kept for five years. Enquiries and leads that do not proceed are deleted or de-identified within 24 months of our last contact. When information is no longer needed, we securely delete or de-identify it.

If we suspect a data breach is likely to cause you serious harm, we will act quickly to contain it, notify you, and notify the Office of the Australian Information Commissioner (OAIC) where required.

11. Access and correction

You can ask to see the personal information we hold about you, or ask us to correct it if it is inaccurate, out of date, incomplete or misleading. Email ethan@agentsys.com.au. We may need to confirm your identity first.

We will respond within 30 days. There is no charge to make a request or to correct your information. If we refuse a request, we will tell you why in writing and how to complain, unless it would be unreasonable to do so.

12. Complaints

If you think we have mishandled your personal information, please contact us first using the details below. Tell us what happened and how you would like it resolved. We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner: www.oaic.gov.au · 1300 363 992.

13. Changes to this policy

We may update this policy from time to time, for example when the law or our services change. The current version is always on this page, with the date it was last updated.

14. Contact us