Privacy Policy

XMT Automation, ABN 19 759 743 493 (“XMT”, “we”, “us” or “our”), provides AI-assisted call handling, missed-call recovery, customer follow-up, lead-management and appointment-booking services.

This Privacy Policy explains how we collect, hold, use and disclose personal information when you:

• Visit or interact with our website

• Contact XMT

• Request a compatibility check

• Purchase or use our services

• Communicate with a telephone system operated by XMT for one of our business clients

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

• Your name, business name, telephone number and email address

• Your business address, service area and operating information

• Details about your telephone carrier, number and call-forwarding arrangements

• Information provided through enquiry and compatibility-check forms

• Billing, subscription and transaction information

• Messages, emails and customer-support communications

• Caller names, telephone numbers, locations and enquiry details

• Job descriptions and service requirements

• Appointment requests, preferred dates and preferred times

• Call recordings, transcripts, summaries and related call information where recording or transcription is enabled

• Information entered into lead-management systems, calendars and connected services

• Device, browser, IP address, cookie and website-usage information

• Other information voluntarily provided to us

We may collect personal information:

• Directly from you

• Through our website forms

• During telephone calls, emails and SMS communications

• During calls handled by an XMT-powered AI assistant

• From a business that uses XMT’s services

• Through connected calendars, CRM platforms and communication systems

• Through payment providers

• Through cookies, analytics and similar website technologies

• From service providers involved in delivering our services

We may use personal information to:

• Respond to enquiries and compatibility-check requests

• Explain, configure and provide our services

• Handle calls and collect caller information

• Send confirmation messages and follow-up communications

• Notify business clients of new enquiries

• Create and manage leads, callbacks and appointment requests

• Connect appointments with a client’s calendar

• Process payments and manage subscriptions

• Provide technical and customer support

• Maintain, test, secure and improve our systems

• Investigate errors, complaints, fraud or misuse

• Maintain business, accounting and legal records

• Comply with legal and regulatory requirements

• Send service information and, where permitted, marketing communications

• We will not automatically add a person to a general marketing list simply because they made a service enquiry.

XMT’s services use artificial intelligence and automated systems to perform functions such as:

• Understanding caller responses

• Collecting caller and job information

• Creating call transcripts and summaries

• Classifying enquiry types

• Sending follow-up messages

• Assisting with appointment requests and bookings

• Updating lead-management records

AI systems are not perfect. They may misunderstand speech or incorrectly interpret names, addresses, dates, times, job details or caller intentions.

Business clients should review important information before relying on it or taking action.

When a person contacts a business using an XMT-powered system, XMT generally processes that person’s information on behalf of the business they intended to contact.

The relevant business may independently decide:

• How to respond to the enquiry

• Whether to contact the person

• How to use the information

• How long to retain the information

• Whether to create a customer or booking record

The business client’s own privacy policy may also apply.

Privacy enquiries concerning a specific business enquiry may be directed to either the relevant business or XMT.

We may disclose information where reasonably necessary to:

• The business that the caller intended to contact

• Website and hosting providers

• CRM and lead-management providers

• Telephone, call-routing and SMS providers

• Email-service providers

• AI, transcription and data-processing providers

• Calendar and scheduling providers

• Payment providers such as Stripe or PayPal

• Contractors who assist with service delivery, support or administration

• Accountants, insurers, lawyers and other professional advisers

• Government agencies, regulators, courts or law-enforcement authorities where required or authorised by law

• A purchaser or successor if XMT is sold, restructured or transferred, subject to appropriate confidentiality and privacy protections

Payments may be processed by third-party providers.

XMT generally receives information such as:

• Customer name

• Billing email

• Payment status

• Transaction amount

• Receipt or invoice information

• Limited payment-method details

XMT does not generally receive or store complete payment-card numbers.

Payment providers process information under their own privacy policies and security practices.

Our website may use cookies and similar technologies to:

• Operate website features

• Remember visitor preferences

• Understand website traffic and usage

• Measure enquiries and button interactions

• Identify technical problems

• Improve performance and usability

You may be able to restrict or delete cookies using your browser settings. Restricting some cookies may affect website functionality.

Where you have consented, or where otherwise permitted by law, we may send information about XMT’s services.

You may unsubscribe using the unsubscribe option in a message or by contacting us.

Unsubscribing from marketing does not prevent us from sending essential service, billing or account communications.

We take reasonable administrative and technical steps to protect personal information against:

• Misuse

• Interference

• Loss

• Unauthorised access

• Unauthorised modification

• Unauthorised disclosure

These measures may include access controls, account authentication, reputable cloud providers and restricted access to business systems.

No internet, telephone or cloud-based service can be guaranteed to be completely secure.

We retain personal information only for as long as reasonably necessary to:

• Provide the relevant services

• Maintain client and transaction records

• Provide support

• Resolve disputes

• Investigate security or service issues

• Meet legal, accounting and regulatory obligations

When information is no longer reasonably required, we may securely delete, destroy or de-identify it, subject to backup systems and legal retention obligations.

You may ask us to:

• Confirm whether we hold personal information about you

• Provide access to information we hold about you

• Correct information that is inaccurate, incomplete or out of date

We may need to verify your identity before processing a request.

In limited circumstances, access may be refused where permitted by law. Where appropriate, we will explain the reason.

Requests may be sent to:

admin@xmtautomation.com

Privacy enquiries or complaints may be sent to:

admin@xmtautomation.com

Please provide enough information for us to understand and investigate the issue.

We will acknowledge and respond to privacy complaints within a reasonable period. Where applicable, you may also have the right to contact the Office of the Australian Information Commissioner.

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

The latest version will be published on our website with an updated revision date.

Some of our service providers may store or process personal information outside Australia, including providers of website hosting, CRM systems, telephone and SMS services, artificial intelligence, transcription, email, analytics, calendars and payments.

Where this occurs, we take reasonable steps to use reputable service providers and require personal information to be handled securely and appropriately.

Because overseas privacy laws may differ from Australian privacy laws, personal information processed overseas may be subject to the laws of the country in which it is stored or processed.

XMT Automation
ABN: 19 759 743 493
Perth, Western Australia
Email: admin@xmtautomation.com