LEGAL / PRIVACY

Privacy Policy

This Privacy Policy explains how A Rhys James, trading as Aigentic Campaign (we, us or our), collects, uses, stores and discloses personal information. It also explains how to contact us or make a privacy complaint.

Last updated: 28 September 2026

1. Who we are

Legal entity: A Rhys James

Trading name: Aigentic Campaign

ABN: 61 727 181 363

Website: https://aigenticcampaign.com

Privacy contact: hello@aigenticcampaign.com

2. Scope

This policy applies to personal information we handle through our website, forms, calendar and contact channels; in sales and client relationships; and when delivering services such as lead recovery, database reactivation, missed-call response, AI-assisted communications, appointment booking, CRM automation, advertising and website services.

When a client gives us access to customer or prospect information, the client generally determines why that information is used and we process it to deliver the agreed services. The client remains responsible for having an appropriate legal basis and giving any required notices or obtaining any required consents.

3. Personal information we collect

  • Identity and contact details, such as name, role, business name, email address, telephone number and location.
  • Enquiry, booking and communication records, including form submissions, call or meeting details, email and SMS messages, preferences and consent records.
  • Business and operational information supplied for an audit, calculator, proposal or service delivery, such as lead volumes, response rates, job values, CRM data and campaign information.
  • Website and device data, such as IP address, browser, device, referring page, pages viewed, interaction events and cookie or similar identifiers.
  • Billing and transaction details. Payment card data may be collected directly by a payment provider rather than stored by us.
  • Client-controlled prospect and customer data that we process while delivering services.
  • Other information you choose to give us.

Our website and services are not designed to collect sensitive information unless it is reasonably necessary and permitted by law. Please do not submit sensitive information through general website forms.

4. How we collect information

We collect information directly from you when you visit our website, use a calculator, submit a form, book a call, communicate with us, sign an agreement or use our services. We may also receive information from a client, referral source, public business source, advertising or analytics platform, CRM, calendar, payment provider, communications provider or another integration you authorise.

5. Why we use personal information

  • Responding to enquiries, arranging meetings and providing proposals or audits.
  • Delivering, configuring, supporting and improving our services.
  • Operating lead-recovery, reactivation, appointment, communication and reporting workflows for clients.
  • Authenticating users, securing systems, detecting misuse and maintaining records.
  • Processing payments and managing accounts, contracts and support.
  • Measuring website and campaign performance and improving user experience.
  • Sending service messages and, where permitted, relevant marketing communications.
  • Complying with law, resolving disputes and protecting our rights and the rights of others.

Depending on the circumstances and applicable law, we rely on consent, performance of a contract, legitimate business interests, compliance with legal obligations or another permitted basis.

6. AI-assisted tools and automated processing

We may use artificial intelligence and automation tools to help classify enquiries, draft or personalise communications, route leads, summarise interactions, support scheduling and analyse performance. Outputs may be inaccurate and should not be treated as professional advice or a guaranteed decision.

We apply human oversight where appropriate to the purpose and risk. We do not intend to use website data to make solely automated decisions that produce legal or similarly significant effects unless this is disclosed and permitted by law.

Our AI-assisted services may use OpenAI and AI features made available through GoHighLevel or LeadConnector. We select and configure business-processing options appropriate to the service and disclose material AI use in relevant client arrangements. Human review or escalation is applied to unusual, disputed, sensitive or higher-risk interactions. We do not use website data to make solely automated decisions that produce legal or similarly significant effects.

7. Disclosure of information

We may disclose or make personal information available to trusted recipients where reasonably necessary for the purposes described above, including:

  • GoHighLevel and LeadConnector for CRM, forms, calendars, workflow automation and communications;
  • communications providers used directly or through GoHighLevel, including Twilio or Mailgun where applicable;
  • Vercel for website hosting, delivery and analytics, and Hostinger and n8n for hosted automation where enabled;
  • OpenAI and other configured AI service providers for AI-assisted functions;
  • Google, Zoom and related services for calendars, meetings, analytics and advertising;
  • Meta and LinkedIn for advertising, attribution, lead forms and campaign measurement;
  • Stripe and other payment, accounting and professional service providers;
  • contractors who support our operations under appropriate obligations;
  • a purchaser or successor in connection with a proposed or completed business transaction; and
  • regulators, courts, law-enforcement agencies or other parties where required or permitted by law.

We do not sell personal information for money. If our use of Google, Meta, LinkedIn or similar advertising technology constitutes a sale, sharing or targeted advertising under an applicable privacy law, we will provide any required notice and choice mechanism. Available choices may include our cookie preference control, browser settings and advertising-platform settings.

8. Overseas handling

Some service providers or their systems may process personal information across borders. Provider locations may change as services and infrastructure change. You may contact us for current information about likely overseas recipients.

Where required, we take reasonable steps to use appropriate contractual, organisational or legal safeguards for overseas handling. However, privacy protections and access rights can differ between countries.

9. Cookies and analytics

We may use necessary cookies and similar technologies to operate and secure the website. With any consent required by law, we may also use analytics, advertising or personalisation technologies to understand use and measure campaigns.

The technologies we may use include Vercel Analytics, Google Analytics, Google Ads tags, Meta Pixel and LinkedIn Insight Tag. Where required, non-essential technologies will be controlled through the website cookie preference control. You can also use browser and advertising-platform settings, although blocking necessary technologies may affect website functions.

10. Direct marketing, email and SMS

We send marketing messages only where we have the necessary permission or another lawful basis. You can unsubscribe from marketing email using the link provided, or from marketing SMS by replying STOP. For SMS help, reply HELP or contact hello@aigenticcampaign.com.

Consent to receive marketing messages is not a condition of purchase. Message frequency may vary and message or data rates may apply. Opting out of marketing does not prevent necessary service or transactional communications where permitted by law.

We do not disclose SMS opt-in data or consent records to third parties for their own marketing. We may share them with service providers that help us deliver messaging, subject to appropriate restrictions.

11. Security and data breaches

We use reasonable technical and organisational measures designed to protect personal information against loss, misuse, interference and unauthorised access, modification or disclosure. No transmission or storage method is completely secure.

If a data breach occurs, we will investigate and take action required by applicable law, which may include notifying affected individuals and regulators.

12. Retention

We retain personal information only for as long as reasonably needed for the purpose collected, to provide services, keep appropriate business records, resolve disputes or meet legal obligations. We then delete, destroy or de-identify it where reasonably practicable.

Unless a longer period is reasonably required by law, a dispute, investigation or legal hold, our usual retention periods are:

  • general enquiries that do not become clients: up to 24 months after the last interaction;
  • client agreements, account records, billing and transaction records: up to 7 years after the relationship ends;
  • marketing consent and opt-out records: up to 5 years after the final message or withdrawal;
  • call recordings: up to 12 months;
  • client-controlled campaign data: for the service term and up to 90 days after termination;
  • website analytics data under our control: up to 14 months; and
  • backup copies: up to 90 days through ordinary backup rotation.

13. Access, correction and privacy choices

You may ask us to provide access to personal information we hold about you or to correct inaccurate or incomplete information. Depending on your location and applicable law, you may also have rights to deletion, restriction, objection, portability, withdrawal of consent or review of certain automated decisions.

Send requests to hello@aigenticcampaign.com. We may verify your identity before acting. Some requests may be limited where an exception applies, and we will explain a refusal where required.

14. Privacy complaints

Send a privacy complaint to hello@aigenticcampaign.com with enough information for us to investigate. We will acknowledge the complaint and aim to respond within 30 days, although complex matters may take longer.

If you are not satisfied, you may be entitled to complain to the relevant privacy regulator in your jurisdiction.

15. Client-controlled data

If we process your information on behalf of one of our clients, that client may be the appropriate contact for a rights request or complaint. We will assist the client as required by our agreement and applicable law.

16. Children

Our website and services are intended for business users and are not directed to children under 18. We do not knowingly seek personal information from children through the website. Contact us if you believe a child has provided information to us.

Our website may link to third-party websites or services. Their privacy practices are governed by their own notices, and we are not responsible for them.

18. Changes to this policy

We may update this policy to reflect changes to our practices, providers or legal obligations. We will post the current version on the website and update the date above. We will give additional notice where required for a material change.