NextGen365 Marketing - Privacy Policy
Effective Date: November 15, 2025
1. Introduction
Welcome to NextGen365 Marketing ("we," "us," or "our"). We are committed to protecting your privacy and handling your personal information with care and transparency.
This Privacy Policy explains how we collect, use, store, and protect information when you:
Visit our website at nextgen365marketing.com
Use our AI voice agents, chatbots, and marketing automation services
Interact with our clients who use our services
Contact Information:
NextGen365 Marketing
6 Kutterbul Court, Mareeba, QLD, Australia
Email: [email protected]
2. Who This Policy Applies To
This Privacy Policy applies to two groups of people:
2.1 Our Direct Clients
Businesses that purchase our AI marketing services.
2.2 End Users
Individuals who interact with our clients' AI voice agents, chatbots, or marketing systems that we provide.
3. Information We Collect
3.1 Information from Our Clients
When you engage our services, we collect:
Contact Information: Name, email address, phone number, business name
Business Information: Company details, industry, target audience, marketing goals
Account Information: Login credentials, billing information, service preferences
Payment Information: Processed securely through Stripe (we do not store full credit card details)
Communication Records: Emails, support tickets, and other correspondence
3.2 Information from End Users (Your Customers)
When end users interact with our AI systems deployed for our clients, we may collect:
Contact Information: Names, email addresses, phone numbers
Communication Data: Call recordings, chat transcripts, voice messages, text messages
Interaction Data: Conversation history, timestamps, response patterns, user preferences
Technical Data: IP addresses, device information, browser type, operating system
Location Data: General geographic location based on IP address or area code
3.3 Automatically Collected Information
We automatically collect certain information when you visit our website or use our services:
Cookies and Tracking Technologies: See Section 8 for details
Analytics Data: Page views, click patterns, time spent on pages, referral sources
Log Data: IP addresses, browser type, access times, pages viewed
Device Information: Device type, operating system, unique device identifiers
4. How We Use Your Information
4.1 For Our Clients
We use your information to:
Provide, maintain, and improve our AI marketing services
Process transactions and send billing notifications
Respond to your inquiries and provide customer support
Send service updates, technical notices, and security alerts
Analyze usage patterns to enhance service performance
Comply with legal obligations and enforce our terms
4.2 For End Users
Information collected from end users is used to:
Enable AI voice agents and chatbots to respond to inquiries
Process requests and provide information or services
Improve conversation quality and response accuracy
Generate analytics and insights for our clients
Train and improve AI models (see Section 4.3)
Maintain records for quality assurance and compliance
4.3 AI-Specific Data Usage and Training
Important Information About AI and Your Data:
Conversation Processing: Your interactions with our AI systems are processed by artificial intelligence models, including those provided by OpenAI
Model Training: We may use anonymized and aggregated conversation data to improve our AI systems' performance, accuracy, and capabilities
Third-Party AI Services: When you interact with our AI agents, your data may be processed by OpenAI's systems according to their data usage policies
No Personal Identification in Training: Any data used for AI training is stripped of personally identifiable information and aggregated with other data
Opt-Out Options: Clients can request that their data not be used for AI training purposes (see Section 11)
5. Call Recordings and Transcripts
5.1 Recording Practices
When you interact with our AI voice agents:
Recording Notice: In jurisdictions where required, users are notified that calls may be recorded
Purpose: Recordings are used for quality assurance, training, analytics, and service improvement
Access: Our clients have access to recordings and transcripts of conversations with their customers
Retention: Call recordings and transcripts are retained according to our data retention policy (see Section 6)
5.2 Your Rights Regarding Recordings
You have the right to:
Request access to recordings of your conversations
Request deletion of your recordings (subject to legal retention requirements)
Opt out of future recordings where legally permissible
6. Data Retention
6.1 Retention Periods
We retain different types of data for varying periods:
Active Client Accounts: Data retained for the duration of your account plus up to 7 years for legal and tax purposes
Call Recordings & Transcripts: Retained for up to 3 years unless deletion is requested or shorter retention is agreed upon
Chat Conversations: Retained for up to 2 years for quality assurance and analytics
Analytics Data: Aggregated analytics retained indefinitely; individual user data retained for up to 2 years
Marketing Data: Until you unsubscribe or request deletion
Legal Records: As required by law (typically 7 years for financial records)
6.2 Deletion After Retention Period
After the retention period expires, we securely delete or anonymize your information so it can no longer identify you.
7. How We Share Your Information
7.1 We Share Information With:
Service Providers and Technology Partners:
GoHighLevel: CRM and marketing automation platform (client and end user data)
Twilio: Voice and messaging services (phone numbers, call data)
OpenAI: AI processing and natural language understanding (conversation data)
Google Analytics: Website analytics (anonymized usage data)
Google Workspace: Data storage and collaboration (business information)
Stripe: Payment processing (billing information)
Our Clients: We provide our clients with access to data from their customers' interactions with our AI systems, including call recordings, transcripts, and analytics.
Legal Requirements: We may disclose information when required by law, court order, or government request, or to protect our rights, property, or safety.
Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
7.2 We Do NOT:
Sell your personal information to third parties
Share your information for others' marketing purposes without your consent
Use your data in ways not described in this policy
8. Cookies and Tracking Technologies
8.1 Types of Cookies We Use
Essential Cookies: Required for the website to function properly (login sessions, security).
Analytics Cookies: Help us understand how visitors use our website (Google Analytics).
Functional Cookies: Remember your preferences and settings.
Marketing Cookies: Track your activity across websites to deliver relevant advertising.
8.2 Managing Cookies
You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality.
To opt out of Google Analytics: Visit https://tools.google.com/dlpage/gaoptout
9. Data Security
We implement robust security measures to protect your information:
9.1 Technical Measures
Encryption: Data encrypted in transit (TLS/SSL) and at rest
Access Controls: Role-based access with multi-factor authentication
Secure Infrastructure: Data stored on secure cloud platforms with regular security updates
Regular Backups: Automated backups with secure storage
Network Security: Firewalls, intrusion detection, and monitoring systems
9.2 Organizational Measures
Staff Training: Regular privacy and security training for employees
Limited Access: Access to personal data restricted to authorized personnel only
Vendor Management: Third-party service providers contractually obligated to protect data
Security Audits: Regular security assessments and updates
9.3 Data Breach Notification
In the event of a data breach that affects your personal information:
We will notify affected individuals within a reasonable timeframe of discovering the breach
Notification will include the nature of the breach, likely consequences, and measures taken
We will also notify relevant authorities as required by Australian law
We will take immediate steps to contain the breach and prevent further unauthorized access
10. International Data Transfers
10.1 Cross-Border Data Processing
Our services may involve transferring your information to and processing it in countries outside Australia, including:
United States: Where many of our service providers (OpenAI, Twilio, Google, Stripe) maintain data centers
Other Locations: As needed to provide our services
10.2 Transfer Safeguards
When we transfer data internationally, we ensure adequate protection through:
Service Provider Agreements: Contractual obligations requiring equivalent data protection standards
Encryption: All data encrypted during international transfers
Security Measures: Implementing appropriate technical and organizational measures
Under Australian Privacy Principle (APP) 8, we take reasonable steps to ensure that overseas recipients of your personal information comply with the Australian Privacy Principles.
11. Your Privacy Rights Under Australian Law
Under the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs), you have the following rights:
11.1 Right to Access (APP 12)
You can request access to the personal information we hold about you. We will provide access within a reasonable period (usually 30 days) unless there is a valid reason to deny access.
11.2 Right to Correction (APP 13)
You can request correction of your personal information if it is inaccurate, out-of-date, incomplete, irrelevant, or misleading. If we disagree that correction is required, we will provide you with a written notice explaining why.
11.3 Right to Complain
If you believe we have breached the Australian Privacy Principles, you can lodge a complaint with us (see Section 15) or directly with the Office of the Australian Information Commissioner (OAIC):
Office of the Australian Information Commissioner (OAIC)
Website: www.oaic.gov.au
Email: [email protected]
Phone: 1300 363 992
11.4 Right to Information
You have the right to know what personal information we collect, how we use it, and who we share it with. This Privacy Policy provides that information.
12. Opt-Out and Communication Preferences
12.1 Marketing Communications
You can opt out of marketing emails by:
Clicking the "unsubscribe" link in any marketing email
Emailing us at [email protected] with "Unsubscribe" in the subject line
Updating your communication preferences in your account settings
Note: You will still receive essential service-related communications even after opting out of marketing.
12.2 AI Training Data Opt-Out
If you are a client and wish to opt out of having your data used for AI model training:
Email us at [email protected] with "AI Training Opt-Out" in the subject line
We will flag your account and exclude your data from training datasets
This may affect the personalization and performance of AI services for your account
12.3 Call Recording Opt-Out
Where legally permissible, you may opt out of call recordings by:
Informing the AI agent or representative at the beginning of the call
Contacting us directly to request opt-out status
Note: Some jurisdictions require recording for legal compliance
13. Children's Privacy
13.1 Age Restrictions
Our services are not intended for individuals under 18 years of age. We do not knowingly:
Collect personal information from children under 18
Market our services to minors
Allow minors to create accounts or use our services
13.2 If We Learn We Have Collected Children's Data
If we discover we have inadvertently collected information from a child under 18:
We will delete the information as quickly as possible
We will not use the information for any purpose
We will take reasonable steps to prevent future collection
13.3 Parental Rights
If you believe your child has provided us with personal information, please contact us immediately at [email protected], and we will take prompt action to remove it.
14. Third-Party Links and Services
Our website and services may contain links to third-party websites, applications, or services. This Privacy Policy does not apply to those third parties. We are not responsible for:
The privacy practices of third-party sites
The content or security of external links
Data collection by third-party services you access through our platform
We encourage you to review the privacy policies of any third-party services you use.
15. How to Exercise Your Rights
To exercise any of the rights described in this Privacy Policy:
15.1 Contact Methods
Email: [email protected]
Mail: NextGen365 Marketing, 6 Kutterbul Court, Mareeba, QLD, Australia
15.2 Information Required
Please include:
Your full name and contact information
Description of your request (access, deletion, correction, etc.)
Any relevant account information or identifiers
Proof of identity (to protect your information)
15.3 Response Timeline
We will acknowledge your request within 5 business days
We will fulfill your request within 30 days
We may extend this period if necessary and will notify you of the extension
15.4 Verification
To protect your privacy, we may ask for additional information to verify your identity before fulfilling certain requests.
16. Changes to This Privacy Policy
16.1 Policy Updates
We may update this Privacy Policy periodically to reflect:
Changes in our services or practices
Legal or regulatory requirements
Industry best practices
16.2 Notification of Changes
When we make material changes:
We will update the "Last Updated" date at the top of this policy
We will notify you via email if you are a client
We may display a prominent notice on our website
Continued use of our services after changes constitutes acceptance
16.3 Reviewing Updates
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
17. Business Contact Information
NextGen365 Marketing
Address:
6 Kutterbul Court
Mareeba, QLD
Australia
Email: [email protected]
Website: nextgen365marketing.com
For Privacy Inquiries:
Email: [email protected]
Subject Line: "Privacy Inquiry"
18. Consent and Agreement
By using our website or services, you acknowledge that:
You have read and understood this Privacy Policy
You consent to the collection, use, and sharing of information as described
You understand your rights under Australian privacy law and how to exercise them
You agree to the terms outlined in this policy
If you do not agree with this Privacy Policy, please do not use our services or website.
Last Updated: November 15, 2025
END OF PRIVACY POLICY
© 2025 NextGen365 Marketing. All rights reserved.