Privacy Policy

This Privacy Policy explains how ONEADSPHERE (ABN 59 645 963 842), an Australian business registered for GST, with its office in South Brisbane QLD 4101 (“OneAdsphere”, “we”, “us” or “our”) collects, uses, stores and discloses personal information. It applies to personal information we collect through this website (oneadsphere.com.au) and in the course of providing our services to Australian clients.

We handle personal information in line with the Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles (APPs), which set rules for how personal information is collected, used and disclosed, kept accurate, and made available to the people it is about (oaic.gov.au).

1. What personal information we collect

• Contact and identity information: your name, email address, phone number and business name, collected when you submit an enquiry form, book a call through Calendly, or contact us directly.
• Business information: details about your business, industry, current marketing and goals, provided voluntarily during a strategy call or onboarding.
• Usage data: how you interact with our website, including pages visited, time on page and referral source, collected automatically by analytics tools.
• Communications: the content of emails, messages or call notes exchanged between you and our team.

We do not collect sensitive information (such as health information), financial account numbers or government identifiers through our website.

2. How we collect personal information

• When you complete a contact or enquiry form on our website
• When you book a strategy call through Calendly
• When you deal with us by email, phone or video call
• Automatically, through website analytics tools (cookies and similar technologies)
• Through advertising platforms (Meta, Google) when you interact with our ads

Where practicable, we collect personal information directly from you. You can deal with us without giving your name where that is lawful and practical, for example when asking a general question, but we need contact details to reply.

3. Why we collect and use personal information

• Service delivery: to provide, manage and improve the services you engage us for, including campaigns, CRM setup, AI agent builds and reporting.
• Client communications: to communicate with you about your account, project status, performance reports and recommendations.
• Sales and enquiries: to respond to enquiries, run discovery calls and assess whether we can help your business.
• Marketing: with your consent, to send you updates about our services. Under the Spam Act 2003 we need your permission before sending commercial emails or texts, and we remove you within 5 working days of you unsubscribing (business.gov.au).
• Legal and compliance: to meet our obligations under Australian law, including tax and GST record-keeping.

4. Cookies and analytics

• Analytics cookies: we use Google Analytics to understand website traffic and behaviour. You can opt out with Google’s opt-out tools.
• Advertising cookies: we use the Meta Pixel and Google Ads conversion tracking to measure our advertising. These tools may set cookies that track activity across websites.
• Functional cookies: needed for core website functions, such as remembering your preferences.

You can control cookies through your browser settings. Disabling some cookies may affect how the website works. We do not sell personal information collected through cookies.

5. AI chatbot on this website

• What we collect: the messages you send, any contact details you choose to share (name, email, phone, business name, industry, monthly lead volume), and metadata such as the page you opened the chat from and an anonymous session identifier.
• How it is processed: messages are sent to our AI model providers (OpenAI and/or Anthropic) and our voice and chat orchestration provider (Vapi) to generate responses. Under their enterprise data policies, these providers do not use OneAdsphere conversations to train their public models.
• What we store: transcripts are stored in our CRM workspace, linked to your contact record if you share contact details. Authorised members of our team may review them to improve the chatbot, fix bugs and follow up enquiries.
• How long we keep it: up to 24 months from the conversation, then deleted or de-identified.
• Your choices: you do not have to use the chatbot; every page also offers a contact form and a booking link. To have a transcript deleted, send a request through our contact page and we will action it within 14 days.
• What we do not do: we do not sell chatbot conversations, share them with other clients, or use them in public marketing without your written permission.

6. Who we disclose personal information to

• Meta Platforms (Facebook, Instagram): to run paid advertising campaigns.
• Google: for Google Ads and Google Analytics.
• Calendly: for booking and scheduling calls.
• CRM platforms (such as GoHighLevel, HubSpot, Close CRM): to manage enquiries and client communications as part of delivering our services.
• Cloud infrastructure providers: for secure storage and hosting.
• Professional advisers: lawyers, accountants and auditors, under confidentiality obligations.
• Our New Zealand team: OneAdsphere was founded in Auckland and the same team serves Australian clients, so your information may be accessed from New Zealand.

We do not sell, rent or trade personal information to third parties for their own marketing. We may disclose personal information where required or authorised by law, for example in response to a court order.

Overseas disclosure. Some of the providers above store or process information outside Australia, including in New Zealand and the United States. Before disclosing personal information overseas, we take reasonable steps to make sure it is handled consistently with the APPs.

7. How long we keep it

• Client account records: seven (7) years after our engagement ends, for legal and tax purposes.
• Enquiries that do not become a client engagement: deleted or de-identified within 24 months.
• Analytics data: kept under the default retention settings of the relevant platform.

When we no longer need personal information, we take reasonable steps to destroy or de-identify it.

8. Security

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure, including access controls, encrypted connections (HTTPS) and secure cloud storage. No transmission over the internet is completely secure, so we cannot guarantee absolute security.

9. Access, correction and your other choices

• Access: you can ask for the personal information we hold about you.
• Correction: you can ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.
• Deletion: you can ask us to delete your information, subject to the records we must keep by law.
• Marketing: you can withdraw consent to marketing at any time, using the unsubscribe link or by contacting us.

Send requests through our contact page. We will respond within 30 days, which the Office of the Australian Information Commissioner (OAIC) treats as a reasonable period (oaic.gov.au). If we refuse a request, we will tell you why.

10. Complaints

If you think we have mishandled your personal information, please complain to us first through our contact page, marked for the Privacy Officer. If you do not hear back within 30 days, or you are unhappy with our response, you can lodge a complaint with the OAIC (oaic.gov.au/privacy/privacy-complaints).

11. Changes to this policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with a new “Last updated” date.

12. Contact us

ONEADSPHERE, ABN 59 645 963 842
Attn: Privacy Officer
Contact: the form on our contact page, or phone 0421 311 308
Office: South Brisbane QLD 4101, Australia

New Zealand clients of One Adsphere Limited: see the New Zealand privacy policy.