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Privacy Policy

Last updated:

1. About this policy

This policy explains how 3xRMD Pty Ltd (ACN 702 443 507, ABN 93 702 443 507) ("3xRMD", "we", "us") collects, uses, discloses and protects personal information, and how you can access or correct it or make a complaint.

It covers our website, our AI assistants, our phone line, and our dealings with clients, prospective clients, suppliers and other business contacts.

We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth) as a guide to good practice.

When we build or operate AI solutions for our clients, we may handle personal information on their behalf. That information is handled in line with our agreement with the client.

2. What we collect

We collect personal information that you give us, such as:

  • your name, job title, organisation and contact details;
  • the details of your enquiry, and any messages or correspondence you send us;
  • what you type into our website AI assistant; and
  • recordings and transcripts of calls to our phone line, and any message you leave.

We also receive technical information when you visit our website, such as your IP address, browser and device type, and the pages you visit. We use this to deliver the website and protect it from spam and abuse.

We may also collect business contact details from other sources, such as business contact data providers, publicly available business sources (for example, company websites and professional networking profiles), your organisation, or people who refer you to us. If we do, we will take reasonable steps to let you know.

We do not ask for sensitive information, such as health information. Please do not share it with us, and please never share passwords, authentication codes or payment details with our AI assistants.

3. Our AI assistants

We use AI assistants on our website and on our phone line. They always tell you that they are AI, not a person.

  • Website chat. Your messages are processed by an AI service provider to generate replies. We do not save chat transcripts or read your conversations. Our providers may keep limited technical and security information, such as IP addresses and timestamps.
  • Phone calls. Calls are answered by an AI receptionist, who tells you at the start of the call that it is recorded. We record and transcribe calls so that we can take accurate messages and check and improve how our receptionist handles calls. We do not use call recordings to train AI models.
  • No decisions about you. Our AI assistants do not make decisions that significantly affect you, and they cannot make commitments on our behalf.

If you would prefer not to be recorded, please contact us by email or through our website instead of calling.

4. How we use personal information

We use personal information to:

  • respond to enquiries, return calls and arrange meetings;
  • provide, manage and invoice our services;
  • contact businesses that may benefit from our services;
  • operate, secure and improve our website, AI assistants and phone line; and
  • comply with our legal obligations.

5. Marketing

If you contact us, we will not send you marketing unless you agree to it. If we contact you about our services, we will tell you who we are and how we obtained your details, and we will comply with the Spam Act 2003 (Cth) and the Do Not Call Register Act 2006 (Cth).

Every marketing email we send includes a way to unsubscribe, and we action unsubscribe requests within five working days. If you ask us not to contact you again, we will stop sending you marketing through all channels.

6. Who we share it with

We do not sell personal information. We share it only as needed with:

  • service providers who help us run our business, such as providers of website hosting and security, cloud software, email and communications, telephony, AI services and data backup;
  • our professional advisers, such as accountants, lawyers and insurers; and
  • others where the law requires or permits it, or with your consent.

Our service providers may handle personal information only to provide services to us, under their own terms and privacy commitments. Some providers may use de-identified, aggregated data that cannot reasonably identify you to improve their services.

7. Overseas processing

Some of our service providers store or process personal information outside Australia, including other countries where they operate.

8. Cookies

We do not use advertising or tracking cookies. Our website may use cookies that are strictly necessary for security and to protect our forms from spam.

9. How long we keep it

We keep personal information only for as long as we need it for the purposes described in this policy or to meet legal requirements, and then we delete or de-identify it. For example, call recordings and transcripts are kept for a limited period, currently 90 days, and enquiries that do not lead to an engagement are deleted after a set period.

We keep backups of our systems so that we can recover from outages and cyber-attacks. Backup copies are retained for a limited period, currently up to one year, and are used only to restore data. Information deleted from our systems may remain in backups until those backups expire.

10. Security

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. These steps include encrypting information in transit to and from our website and limiting access to those who need it.

11. Access, correction and deletion

You can ask to access or correct the personal information we hold about you, or ask us to delete it, by contacting us. We may need to verify your identity first. We will usually respond within 30 days and do not charge for requests. We may keep some information where the law requires or permits it, and if we do, we will tell you why.

You can browse our website and use our website AI assistant without identifying yourself.

12. Complaints

If you have a concern about how we have handled your personal information, please contact us. We will look into it and respond in writing within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

13. Contact us

Privacy Officer, 3xRMD Pty Ltd
Email: privacy@3xrmd.com
Phone: 1300 030 488
Post: Level 3, 2 Brandon Park Drive, Wheelers Hill 3150

14. Changes to this policy

We may update this policy from time to time, including when our services or systems change. The current version will always be published on our website, with the date it was last updated.