Privacy Policy

Northshore Systems · Melbourne, Victoria, Australia, Australia
Last updated: May 2025 · Effective immediately upon publication

1. Who We Are

Northshore Systems (ABN 76 775 324 240) is a custom AI automation agency operating in Melbourne, Victoria, Australia ("we", "us", "our"). Northshore Systems builds custom AI automation systems for service businesses including missed call text-back, lead follow-up sequences, appointment booking, AI voice agents, website chatbots, SMS bots, WhatsApp bots, and full AI integration delivered via GoHighLevel and VAPI.

This Privacy Policy governs how we collect, use, store, and disclose personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Privacy Amendment (Notifiable Data Breaches) Act 2017.

2. What Information We Collect

We collect personal information that is reasonably necessary for us to provide our services. This may include:

• Contact details: first name, last name initial, business name, email address, phone number
• Business information: trade or industry, approximate advertising budget, business challenges
• Scheduling information: appointment time and date preferences (via Calendly)
• Technical data: IP address, browser type, pages visited, time on site (via cookies and analytics)
• Communications: records of enquiries, email correspondence, and call notes

We collect this information when you fill out forms on our website, book a call, send us an email, or engage our services under a contract.

3. How We Use Your Information

We use your personal information only for purposes that are directly related to the reason you provided it, or purposes you would reasonably expect. These include:

• Responding to enquiries and booking strategy calls
• Providing and managing the services described in your service agreement
• Communicating about campaign performance, billing, and service updates
• Sending relevant information about our services where you have consented
• Complying with legal obligations and resolving disputes
• Improving our website and service delivery

We will not use your personal information for any secondary purpose without your consent, unless permitted or required by law.

4. Marketing Communications

If you have provided your contact details and have not opted out, we may contact you with information about services we believe may be relevant to your business. All marketing communications comply with the Spam Act 2003 (Cth) and include a clear unsubscribe mechanism. We will action unsubscribe requests promptly and within 5 business days.

5. Disclosure of Personal Information

We do not sell, rent, or trade your personal information to third parties. We may disclose your information to:

• Service providers: Third-party tools we use to operate our business, including Formspree (form submissions), Calendly (scheduling), GoHighLevel, VAPI, and messaging platform providers, and analytics providers. These providers are contractually obligated to handle data securely and only for the purposes we specify.
• Legal requirements: Where required by Australian law, court order, or government authority.
• Business transfers: In the unlikely event of a merger, acquisition, or sale of assets, personal information may be transferred subject to equivalent privacy protections.

Some third-party tools may store data on servers outside Australia. Where this occurs, we take reasonable steps to ensure those parties comply with standards equivalent to the Australian Privacy Principles.

6. Cookies and Website Tracking

Our website uses cookies and similar technologies to analyse traffic and improve user experience. You may disable cookies through your browser settings; however, some site functionality may be affected. We do not use cookies to collect sensitive personal information.

We may use Google Analytics or similar tools. These services collect anonymised browsing data under their own privacy policies. No personally identifiable information is shared with these analytics providers through standard use.

7. Data Security

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. These measures include secure data transmission (HTTPS), access controls, and regular review of our data handling practices.

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. In the event of a data breach that is likely to cause serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme.

8. Retention of Information

We retain personal information only for as long as necessary to fulfil the purpose for which it was collected, or as required by law. Client information related to service agreements is typically retained for 7 years in accordance with Australian tax and record-keeping obligations. Website enquiry data is retained for 2 years unless a client relationship is established.

9. Access and Correction

Under the Australian Privacy Act 1988, you have the right to:

• Request access to the personal information we hold about you
• Request correction of information that is inaccurate, incomplete, or out of date
• Request deletion of your information where we have no legal obligation to retain it

To make a request, contact us at josh@northshore-systems.com. We will respond within 30 days. We may require verification of your identity before processing requests. We do not charge a fee for access requests.

10. Complaints

If you believe we have breached your privacy rights, please contact us first at josh@northshore-systems.com. We will investigate and respond within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or by calling 1300 363 992.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. Continued use of our website or services after changes constitutes acceptance of the revised policy. We encourage you to review this page periodically.

12. Contact

For any privacy-related enquiries, please contact:

Northshore Systems
ABN 76 775 324 240
Melbourne, Victoria, Australia
Email: josh@northshore-systems.com