Privacy Policy

Effective date: 2nd of February, 2022
Last updated: 11 August 2026

Privacy at a glance

AGSOCIAL PTY LTD operated by Entity: The Trustee for the AGSOCIAL Trust

ABN: 93820 098 318 (“we”, “us” or “our”) respects your privacy.

This Privacy Policy explains how we collect, hold, use, and disclose personal information in connection with:

  • our website, www.agsocial.com.au

  • our enquiries, bookings, newsletters, and transactions;

  • meetings, events, and client communications;

  • our products and professional services; and

  • artificial intelligence, transcription, automation, and other digital tools used in our business.

We may use tools such as Fireflies.ai, Anthropic’s Claude, Chat GPT and other service providers to help transcribe meetings, prepare summaries, organise information, create drafts, and deliver services. We explain these practices below.

Questions or privacy requests can be sent to accounts@agsocial.com.au

1. Who we are

This Privacy Policy applies to:

Entity: The Trustee for the AGSOCIAL Trust

ABN: 93820 098 318

Company Name: AGSOCIAL PTY LTD

ACN: 660 615 038

Email: accounts@agsocial.com.au

Where the Privacy Act 1988 (Cth) and Australian Privacy Principles apply to us, we handle personal information in accordance with those requirements. We aim to follow the practices described in this policy even where a particular legal requirement does not apply.

“Personal information” generally means information or an opinion about an identified individual or an individual who is reasonably identifiable.

2. Information we collect

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

Contact and identity information

This may include your:

  • name;

  • business or organisation;

  • job title;

  • email address;

  • telephone number;

  • postal or billing address; and

  • social-media profile or username.

Enquiry and client information

This may include:

  • information in forms, emails, messages, surveys, or support requests;

  • appointment and booking information;

  • project briefs, instructions, feedback, and correspondence;

  • files, images, recordings, or other material you provide;

  • information about your business, audience, or professional requirements; and

  • notes created during our work with you.

Transaction information

This may include:

  • products or services purchased;

  • invoice and payment status;

  • transaction dates and amounts; and

  • billing or tax information.

Payments may be processed by Xero or Ignition. We do not ordinarily retain complete payment-card numbers. Payment providers handle that information under their own terms and privacy policies.

Meeting information

Where you have been notified and the required consent has been obtained, we may collect:

  • audio or video recordings;

  • meeting transcripts;

  • participant names and contact details;

  • chat messages;

  • meeting notes, summaries, and action items; and

  • information mentioned or displayed during a meeting.

Website and device information

When you visit our Website, we or our service providers may automatically collect:

  • IP address;

  • browser and device type;

  • operating system;

  • approximate location;

  • referring website;

  • pages viewed and actions taken;

  • date, time, and duration of visits;

  • cookie or similar identifier information; and

  • diagnostic, performance, and security data.

Marketing information

This may include:

  • newsletter subscriptions;

  • communication preferences;

  • campaign engagement; and

  • records of consent, opt-outs, or unsubscribe requests.

Sensitive information

Sensitive information can include information about health, racial or ethnic origin, political opinions, religious beliefs, sexual orientation, professional memberships, or biometric information.

We do not intentionally collect sensitive information unless it is reasonably necessary for our activities and we have your consent, or its collection is otherwise authorised or required by law.

Please do not provide sensitive or highly confidential information unless we have asked for it and appropriate arrangements are in place.

3. How we collect information

We may collect personal information:

  • directly from you through the Website, email, telephone, meetings, forms, surveys, purchases, or other communications;

  • from a person authorised to act for you;

  • from your employer, organisation, or another participant in a shared project;

  • from publicly available sources, such as business websites or professional profiles;

  • from referral partners, event organisers, or business contacts;

  • through cookies, analytics, and similar website technologies; and

  • from service providers that support our business.

Where practical, we collect personal information directly from you.

If you provide another person’s personal information, you must be authorised to do so. You should also make them aware of this Privacy Policy where appropriate.

4. Why we use personal information

We may collect, hold, use, or disclose personal information to:

  • respond to enquiries and provide customer support;

  • arrange meetings, bookings, and consultations;

  • prepare proposals and enter into agreements;

  • provide and improve our products and services;

  • process transactions and maintain business records;

  • communicate about projects, orders, or accounts;

  • personalise Website content and user experiences;

  • operate, maintain, secure, and improve our Website;

  • conduct research, analysis, quality assurance, and business planning;

  • prepare drafts, summaries, notes, content, or other deliverables;

  • send marketing where we have consent or are otherwise permitted by law;

  • manage complaints and disputes;

  • prevent fraud, misuse, and security incidents;

  • comply with legal, tax, insurance, and regulatory requirements; and

  • establish, exercise, or defend legal claims.

We may also use information for another purpose with your consent or where permitted or required by law.

5. Artificial intelligence and automated tools

We may use commercially available artificial intelligence and automation tools when operating our business or providing services. These may include Anthropic’s Claude, Fireflies.ai, and other writing, research, design, transcription, analysis, or productivity services.

Depending on the engagement, these tools may help us:

  • transcribe and summarise meetings;

  • identify agreed actions or discussion themes;

  • organise or analyse information;

  • research and brainstorm ideas;

  • draft or edit written material;

  • prepare concepts, reports, or recommendations;

  • repurpose client-approved material;

  • support administration and internal workflows; and

  • perform quality or consistency checks.

Personal information entered into or generated by these systems remains personal information where an individual is identified or reasonably identifiable.

We take reasonable steps appropriate to the circumstances, which may include:

  • limiting the information supplied to an AI system;

  • removing or masking identifying details;

  • selecting business or enterprise versions with stronger data controls;

  • reviewing provider privacy, security, retention, and training settings;

  • limiting staff access;

  • applying human review to material outputs; and

  • avoiding the entry of sensitive information unless its use is authorised and reasonably necessary.

AI systems can generate incorrect, incomplete, inferred, or misleading information. Where AI output contains personal information, we take reasonable steps appropriate to the risk to review its accuracy before relying on or disclosing it.

Our current practice is not to permit identifiable client information submitted to an AI service to be used to train publicly available AI models, where provider controls allow us to prevent that use. This statement must be reviewed against the settings and contractual terms of every AI service we actually use.

We do not currently use AI to make solely automated decisions that could reasonably be expected to significantly affect an individual’s rights or interests. If this changes, we will update this Policy and provide any further information required by law.

6. Meeting recording and Fireflies.ai

We may use Fireflies.ai or a comparable service to record, transcribe, summarise, or prepare notes from online meetings.

Before recording or transcription begins, we will take reasonable steps to:

  • notify meeting participants;

  • explain that a third-party transcription or AI service may process the meeting;

  • obtain the consent required by applicable law; and

  • offer a reasonable alternative, such as manual note-taking, where practicable.

You may decline recording before it begins. You can also ask us whether a recording or transcript exists and request access or correction, subject to applicable law and the rights of other participants.

Meeting information may be processed or stored by the transcription provider and its authorised infrastructure providers. Recordings and automated transcripts may contain errors and are not necessarily authoritative records of a meeting.

Please do not discuss another person’s sensitive, confidential, or restricted information in a recorded meeting unless you are authorised to do so.

7. When we disclose information

We may disclose personal information to:

  • personnel and contractors who need it to perform their duties;

  • website hosting and technology providers;

  • cloud-storage, email, scheduling, and communication providers;

  • payment processors, banks, bookkeepers, and accountants;

  • CRM and client-management providers;

  • analytics, advertising, and marketing providers;

  • AI, automation, and transcription providers, including Fireflies.ai and Anthropic;

  • professional advisers, insurers, auditors, and legal representatives;

  • a purchaser or adviser involved in a proposed sale or restructure of our business;

  • regulators, courts, law-enforcement bodies, or government authorities where required or authorised by law; and

  • other parties where you have consented or would reasonably expect the disclosure.

We do not sell personal information in exchange for money.

We may use or disclose aggregated or de-identified information where it no longer identifies or reasonably permits the identification of an individual.

8. Overseas processing and storage

Some service providers may process or store personal information outside Australia.

Depending on the providers and hosting configurations we use, overseas locations may include THE UNITED STATES, CANADA, UNITED KINGDOM, EUROPEAN UNION, OR SINGAPORE.

Cloud and AI providers may change the location of their infrastructure or use regional sub-processors. Where Australian privacy law applies, we take reasonable steps required by law in relation to overseas disclosures.

However, overseas recipients may be subject to different privacy and data-access laws from those applying in Australia.

9. Cookies and website analytics

Our Website may use cookies, pixels, local storage, and similar technologies. These technologies may be used to:

  • remember preferences;

  • maintain Website functionality;

  • operate forms or shopping features;

  • understand Website use;

  • measure performance;

  • detect fraud or security threats; and

  • measure or personalise marketing, if enabled.

Cookies may be:

  • essential cookies, required for the Website to function;

  • preference cookies, used to remember selections;

  • analytics cookies, used to understand Website use; or

  • advertising cookies, used to measure campaigns or personalise advertising.

We use GOOGLE ANALYTICS, META PIXEL AND GOOGLE ADS

You can control many cookies through your browser. Blocking cookies may affect Website functionality.

Browser “Do Not Track” signals are not implemented consistently across the internet. We respond to legally recognised consent or opt-out mechanisms where required, but we do not promise that the Website will respond to every browser-level Do Not Track signal.

10. Marketing communications

We may send you marketing communications where:

  • you have consented;

  • consent can reasonably be inferred in circumstances permitted by law; or

  • the communication is otherwise authorised by law.

Marketing messages will identify the sender and provide a functional way to unsubscribe where required.

You can unsubscribe using the link in an email or by contacting accounts@agsocial.com.au . We will action unsubscribe requests within the period required by Australian law.

Opting out of marketing will not prevent us from sending necessary transactional or service-related messages.

We do not use address-harvesting software or knowingly use lists created with such software.

11. Security

We take reasonable technical and organisational steps appropriate to our activities to protect personal information from misuse, interference, loss, unauthorised access, modification, and disclosure.

These steps may include:

  • access controls and authentication;

  • encryption in transit where supported;

  • secure cloud and payment providers;

  • software updates and malware protection;

  • confidentiality obligations;

  • backups and recovery processes;

  • provider security reviews; and

  • procedures for responding to suspected data breaches.

No internet transmission or storage system is completely secure. We cannot guarantee absolute security.

You should use secure methods when sending confidential information and notify us promptly if you believe information provided to us has been compromised.

12. Data breaches

If we become aware of a suspected data breach, we will assess and respond to it in accordance with our legal obligations.

Where the Notifiable Data Breaches scheme applies and a breach is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner as required by law. A notification may include recommended steps to reduce potential harm.

We do not promise notification within an arbitrary fixed period where the law applies a different assessment and notification process.

13. Retention and deletion

We retain personal information only for as long as reasonably necessary for the purposes described in this Policy or to meet legal, accounting, insurance, dispute-resolution, and recordkeeping requirements.

Indicative retention periods are:

  • enquiry records: 5 years

  • client and project records: 5 years after completion;

  • invoices and tax records: generally the period required by applicable tax law;

  • meeting recordings: 5 years, unless a longer period is agreed or required;

  • transcripts and summaries: 5 years;

  • marketing records: until you unsubscribe, plus a limited suppression record; and

  • website analytics data: according to the configured retention period of 5 years

When information is no longer required, we take reasonable steps to delete it or de-identify it, subject to backup cycles and legal retention requirements.

14. Accessing or correcting your information

You may ask us to:

  • confirm whether we hold personal information about you;

  • provide access to that information; or

  • correct information that is inaccurate, out of date, incomplete, irrelevant, or misleading.

Send requests to accounts@agsocial.com.au . We may need to verify your identity before responding.

We will respond within a reasonable period. If we refuse access or correction where the Privacy Act applies, we will generally provide written reasons and explain available complaint options, unless the law permits otherwise.

We do not charge for making a request. Where legally permitted, we may charge a reasonable amount for the administrative cost of providing access, after notifying you first.

Access may be limited where providing it would unreasonably affect another person’s privacy or where another legal exception applies.

15. Privacy complaints

If you believe we have mishandled your personal information:

  1. Contact us ataccounts@agsocial.com.au and describe your concern.

  2. Include enough information for us to understand and investigate the issue.

  3. We will acknowledge and investigate the complaint and aim to respond within 30 days, although complex matters may require more time.

If you are not satisfied with our response and the Privacy Act applies, you may contact the Office of the Australian Information Commissioner:

Website: www.oaic.gov.au
Telephone: 1300 363 992

Other regulators or dispute-resolution bodies may also be available depending on the circumstances.

16. Children

Our Website and services are not directed primarily to children.

People under 18 should use the Website with the involvement of a parent or legal guardian. We do not knowingly collect personal information directly from a child where parental or guardian consent is required.

If you believe a child has provided personal information without appropriate permission, contact us so we can investigate and take appropriate action.

17. Third-party websites

Our Website may contain links to third-party websites, platforms, or services. Those parties operate independently and have their own privacy practices.

This Policy does not govern information you provide directly to a third party. You should review its privacy policy before providing personal information.

18. Changes to this Policy

We may update this Policy when our practices, services, technology, providers, or legal obligations change.

The current version will be published on our Website with an updated date. If a change is material, we may provide additional notice where reasonable.

19. Contact us

For questions, access or correction requests, complaints, or concerns about this Policy, contact:
Email: accounts@agsocial.com.au