BEAI Expert Privacy Policy

1. Who We Are

BEAI Expert (ABN 63685849324) is an AI automation business based in Sydney, Australia, helping business owners handle calls, messages, reviews, content and advertising through AI-powered tools deployed on their behalf.

2. Our Default Position: Zero Retention

By default, we do not retain call audio, call transcripts, chat logs or message content once the relevant interaction has ended and any immediate purpose, such as passing a booking or enquiry to the relevant business, has been fulfilled. Where we no longer need information for the purpose it was collected, we take reasonable steps to destroy it or ensure it can no longer identify you.

Retention beyond that point only occurs where a client business chooses to store audio, transcripts or related records in their own CRM system. In that case, the client determines how long that information is kept. This does not, by itself, remove any obligation we may separately have under law in relation to our own handling of information.

If you want to know how long a specific business retains your information after it reaches their systems, we recommend asking that business directly.

3. Personal Information We May Process

Depending on how you interact with us or a business using our services, we may process:

• Contact details (name, phone number, email address, business name)
• Enquiry and booking details (services requested, appointment times, notes from a call or chat)
• Call audio and transcripts, during the interaction itself
• Website chat messages and form submissions
• Direct messages sent through Facebook, Instagram or other connected platforms
• Reviews, ratings and feedback
• Payment and billing details for clients engaging our services directly
• Technical data such as IP address, browser type and pages visited (via cookies and analytics)

We only process what is reasonably necessary to deliver the relevant service.

4. How and Why We Process Personal Information

We collect personal information directly from you (forms, chat, calls, DMs, email), automatically through cookies and analytics, or via the business you're contacting where they've engaged us to manage their communications.

Call recording: If you call a business using our voice AI, you will be told at the start of the call that it may be recorded and processed by AI.

We process personal information to respond to enquiries, operate AI voice and chat agents, manage reviews and reputation, create and schedule content and advertising, and meet our own legal and accounting obligations.

Marketing messages:Where a client business sends appointment reminders, review requests or promotional messages through our platform, this is done with the recipient's consent (express or reasonably inferred from an existing relationship), identifies the sending business, and includes a working unsubscribe option. Consistent with the Spam Act 2003 (Cth), any unsubscribe request is honoured within 5 business days.

We do not sell personal information to third parties.

5. AI and Automated Decision-Making

Some of our services use AI to support decisions that can affect you, such as qualifying a lead, prioritising a call for human follow-up, or drafting a review response, using information provided during the interaction. Human oversight remains part of every deployment, and complex or disputed matters are escalated to a person.

6. Disclosure of Personal Information

We may disclose personal information to the business you're interacting with, to technology and hosting providers needed to operate the service, to our professional advisers where necessary, and to government or regulatory bodies where required by law.

Some infrastructure used to deliver our services processes data on servers located overseas, including in the United States, even where that processing is transient. Where the Privacy Act applies to a disclosure, we take reasonable steps to ensure the overseas recipient does not breach the APPs in relation to that information.

7. Data Security and Retention

We take reasonable steps to protect personal information we hold from misuse, interference, loss, unauthorised access, modification or disclosure, and to destroy or de-identify it once it is no longer needed, other than where a client business has elected to retain it in their own systems, or where we are required by law to keep it for a longer period.

No online system is completely secure, and we make no guarantee beyond taking reasonable steps.

8. Data Breach Response

If we become aware of a data breach affecting information within our own systems that is likely to result in serious harm, we will take reasonable steps to contain and assess it, and, where required by law, notify affected individuals and the Office of the Australian Information Commissioner (OAIC).

Where personal information is stored in a client's own CRM or systems rather than ours, our written agreement with that client sets out how breach assessment and notification responsibilities are shared, without affecting any obligation that applies to either party directly under law.

9. Cookies and Website Analytics

Our website uses cookies and similar technologies to understand visitor behaviour and improve performance. You can disable cookies through your browser settings, though this may affect how parts of our website function.

10. Access and Correction

You can ask what personal information we hold about you and request correction of anything inaccurate or out of date. Because we generally do not retain interaction data by default, we may have little or nothing to provide beyond confirming this. Where a client business has retained information about you, you may need to contact that business as well.

We will respond to requests as soon as reasonably practicable, and may need to verify your identity first.

11. Complaints

Contact us first so we can look into any concern:

We will respond as soon as reasonably practicable. Where the Privacy Act applies to us and you remain unsatisfied, you can contact the OAIC:

12. Limitation

This policy describes our current practices for transparency. It does not create warranties or contractual rights beyond a separate written agreement with us, and does not limit rights you have under law that cannot be excluded. It also does not reduce any obligation that applies to us directly under law, regardless of what a separate client agreement provides.

13. Changes to This Policy

We may update this policy to reflect changes in our services or the law. The current version is always available on our website, with the "last updated" date shown at the top.

14. Contact Us