1. Introduction
This Privacy Policy explains how Rohan Sethi trading as Intakely AI (“we”, “us”, or “our”) collects, uses, stores, and discloses personal information.
We provide AI-assisted marketing, intake, follow-up, and appointment-booking systems for service-based businesses, including consumer-facing law firms.
We are based in New South Wales, Australia.
This Privacy Policy is intended to align with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), even where we may not yet be legally required to comply with them as a small business operator.
By using our website or interacting with us, you acknowledge that you have read and understood this Privacy Policy.
2. Personal information we collect
We may collect personal information that is reasonably necessary for our business activities. This may include:
(a) Information you provide directly:
- Name
- Email address
- Phone number
- Business name and role
- Information submitted via enquiry forms, booking forms, questionnaires, or messages
- Information provided during calls, meetings, or written communications
(b) Booking and communication data
- Appointment details (such as date and time of bookings)
- Communications sent via email, SMS, or messaging tools
- Where enabled, call metadata and limited call content (for example, recordings or transcripts)
(c) Website and usage data
- When you visit our website or pages, we may collect:
- IP address
- Browser and device type
- Pages viewed and interactions
- Referring URLs
- Approximate location derived from IP address
(d) Cookies and tracking technologies
We may collect information via cookies, pixels, and similar technologies to support website functionality, analytics, and advertising.
We do not intentionally collect “sensitive information” (as defined under the Privacy Act). Please do not provide sensitive information unless it is specifically requested and reasonably necessary for a particular purpose.
3. How we collect personal information
We may collect personal information through:
- Our website, landing pages, and forms
- Calendar and booking systems
- Email, phone, SMS, or other communications
- Advertising platforms and analytics tools
- Systems we operate or configure as part of providing our services
4. How we use personal information
We use personal information for purposes including:
- Responding to enquiries and managing appointments
- Delivering and improving our services
- Communicating with clients and prospective clients
- Analytics, performance measurement, and system optimisation
- Marketing activities (where permitted)
- Security, risk management, and legal compliance
5. Cookies and tracking technologies
We use cookies and similar technologies to operate our website and analyse performance.
This may include third-party analytics and advertising tools.
You can manage cookies through your browser settings. Disabling cookies may affect website functionality.
6. Disclosure of personal information
We do not sell personal information.
We may disclose personal information to:
- Third-party service providers who assist us in operating our business (such as hosting, CRM, communications, analytics, automation, or AI tools)
- Professional advisers
- Regulatory authorities where required by law
- A purchaser or successor entity in the event of a business restructure or sale
We take reasonable steps to limit disclosure to what is necessary.
7. Overseas disclosure
Some service providers we use may store or process personal information outside Australia.
Where personal information is disclosed overseas, we take reasonable steps to ensure it is handled in a manner consistent with Australian privacy standards.
8. Direct marketing
We may contact you about our services where permitted by law.
You may opt out of marketing communications at any time by using the unsubscribe mechanism provided or by contacting us directly.
9. Data security
We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access or disclosure.
No system is completely secure, and we cannot guarantee absolute security.
10. Retention of personal information
We retain personal information only for as long as necessary to fulfil the purposes described in this policy, unless required or permitted by law.
When no longer required, we take reasonable steps to delete or de-identify personal information.
You may request access to, or correction of, the personal information we hold about you by contacting us using the details below.
If you have a complaint about how we handle personal information, please contact us using the details below.
We will investigate and respond within a reasonable time.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au
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If you have questions or concerns about this Privacy Policy, please contact us at:
Intakely AI
Email: [email protected]
Website: intakelyai.com
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