Privacy Policy

1. Who We Are

Evolve With AI is a brand operated by Trimax Solutions Pty Ltd, based in Sydney, NSW. We provide AI strategy, automation build services, and productivity training to Australian SMEs.

2. Information We Collect

We collect personal information necessary to provide our services, including:

• Identity & Contact: Name, email address, phone number, organisation, job title and business address.
• Client & Prospect Details: Industry sector, business model, team size, current systems and software in use, and stated business priorities or challenges.
• Commercial Information: Project timeframes and estimated budget ranges provided through our enquiry, health check and assessment forms.
• Communications: Correspondence with us by email, phone, or through our website or forms.
• Business Insights: Responses from our AI Discovery Audit and readiness assessments.
• AI Interaction Data: Logs and transcripts from your interactions with our AI assistants (e.g., "Maxi AI").
• Usage Data: Browser type, IP address, and website interaction via cookies.

We collect this information directly from you when you complete a form, book a call, engage our services or correspond with us, and automatically through your use of our website.

3. How We Use Your Information

• To deliver consulting services and personalised AI roadmaps.
• To respond to your enquiries and provide quotes or proposals.
• To improve our own AI assistants and service quality, using de-identified or aggregated data wherever practicable. We do not use your personal information to train third-party foundation models.
• To process payments via our payment processors.
• To send you marketing communications where you have consented or where otherwise permitted by law.
• To comply with legal obligations in Australia.

4. Artificial Intelligence & Data Processing

• No Training Policy: Unless explicitly agreed upon for a custom project, we utilise enterprise-grade AI APIs (such as OpenAI API or Anthropic API) which, by default, do not use customer data to train their global models.
• Automated Processing: We may use AI to process your data to provide insights. You acknowledge that AI processing is a core part of our service delivery.
• Maxi AI Logs: Interactions with our website chatbot are recorded to provide support and improve the assistant's accuracy. Maxi AI is powered by Abacus AI, and chatbot interaction data may be processed and stored using that provider's infrastructure. Logs are retained in accordance with Section 10.

How our AI services may be used — including restrictions on the kinds of information that may be submitted to particular tools — is set out in our Acceptable Use Policy, which forms part of the terms on which we provide services. Our Acceptable Use Policy, our Terms & Conditions and our Data Processing Agreement are available at evolvewithai.com.au/legal or on request.

5. Automated Decision-Making

We may use computer programs, including AI systems, to assist with aspects of our business operations — for example, assessing and prioritising enquiries, segmenting prospects, or preparing draft outputs and recommendations. Some of these programs may make, or substantially and directly assist with, decisions that could reasonably be expected to significantly affect an individual's rights or interests. Where such a program uses personal information, we disclose: the kinds of personal information used by the program; the kinds of decisions made solely by the program; and the kinds of decisions where the program substantially and directly assists decision-making. At present, our automated systems are used to support sales and marketing processes rather than to make decisions with legal or similarly significant effects about individuals. We do not make such decisions solely by automated means without meaningful human involvement. Where a decision is AI-assisted, a suitably authorised person reviews it before it takes effect. Individuals may contact us using the details in Section 17 to ask how a particular decision was made, or to seek review of an AI-assisted outcome.

6. Cookies & Analytics

We may use cookies and similar technologies to operate our website and understand how it is used. This may include analytics tools such as Google Analytics, which may collect information such as your IP address, device information, browser type, pages visited, and time spent on pages.

Our enquiry and health check forms are also protected by Google reCAPTCHA, which helps us prevent spam and automated abuse. reCAPTCHA collects information such as your IP address, browser characteristics and your interactions with the page, and transmits that information to Google. Its use is subject to Google's Privacy Policy and Terms of Service.

You can control or disable cookies through your browser settings. If you disable cookies, some website features may not function as intended.

7. Disclosure to Third Parties

We do not sell your personal information. We may share data with:

• AI Model Providers: OpenAI, Anthropic and Microsoft (Azure OpenAI), to process your requests and deliver AI services.
• Chatbot Provider: Abacus AI, which powers our website assistant, Maxi AI.
• Forms & CRM: Zoho Corporation, which hosts our enquiry and health check forms and supports our customer relationship management for records submitted through those forms.
• Analytics & Website Security: Google, for website analytics (Google Analytics) and spam protection (reCAPTCHA).
• Payment Processors: Stripe and Square, to process payments.
• Professional Advisers: Our accountants, insurers and legal advisers, where necessary.
• Legal Requirements: If required by law or to protect our legal rights.

Our service providers are engaged under contractual terms that limit their use of your personal information to the purposes for which we engage them.

8. Overseas Data Disclosure (APP 8)

Some of our service providers are global companies that may store or process personal information outside Australia, primarily in the United States. These currently include: OpenAI, Anthropic and Microsoft (AI model providers and hosting); Abacus AI (chatbot and AI assistant infrastructure); and Google (analytics and website security). Data submitted through our enquiry and health check forms and held in our CRM is hosted in Zoho's Australian data centre. Before disclosing personal information to an overseas recipient, we take reasonable steps to ensure the recipient does not breach the Australian Privacy Principles. These steps include entering into contractual arrangements that require equivalent privacy and security protections, and assessing the security and compliance certifications of the providers we use. Where we rely on your consent for an overseas disclosure, we will ask for that consent expressly. If you consent, Australian Privacy Principle 8.1 will not apply to that disclosure — meaning we would not be required to take reasonable steps to ensure the overseas recipient handles your information in accordance with the APPs.

9. Marketing Communications & Opt-out

We may send you marketing and promotional communications where permitted by law (including the Spam Act 2003 (Cth)). We will only send you marketing messages where you have opted in, or where you have an existing relationship with us and it is reasonable to contact you. You can opt out at any time by using the unsubscribe link in our emails or by contacting us using the details in the Contact section below.

10. Data Retention

We keep personal information only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When personal information is no longer needed, we take reasonable steps to destroy or de-identify it.

11. Children's Privacy

Our services and website are not directed to children under 18. We do not knowingly collect personal information from individuals under 18.

12. Data Security

We implement industry-standard security measures, including access controls, encryption of data in transit, and requiring our service providers to maintain appropriate safeguards. However, no internet-based system is 100% secure. We cannot guarantee absolute security of data transmitted to or from our AI tools.

13. Data Breaches

We maintain an internal incident-response plan to manage any suspected or actual data breach. If we become aware of an eligible data breach under the Notifiable Data Breaches scheme (Part IIIC of the Privacy Act), we will assess the incident and, where required, notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as soon as practicable.

14. Your Rights

Under the Privacy Act, you have the right to: request access to the personal information we hold about you; request correction of information that is inaccurate, out of date, incomplete or misleading; and request deletion or de-identification of your personal information where it is no longer needed. To exercise these rights, contact us at [email protected]. We will respond within 30 days. We do not charge for access or correction requests. We may need to verify your identity before actioning a request.

15. Complaints

If you have a privacy concern, please contact us first at [email protected]. We will acknowledge your complaint and aim to respond within 30 days. If unresolved, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

16. Changes to This Policy

We may update this Privacy Policy from time to time. Changes take effect when published on our website, and we will update the "Last updated" date above. Where changes are significant, we will take reasonable steps to bring them to your attention.

17. Contact

If you have questions about this Privacy Policy or would like to access, correct, or delete your personal information, contact us at [email protected].