Privacy Policy

The entity responsible for collecting and holding your personal information is:

AIIMS Group Pty Ltd
Headquartered in Sydney, New South Wales, Australia
Privacy contact: privacy@aiims.group

AIIMS Group operates as a single global network. Our team members, systems, and service delivery infrastructure are unified under the AIIMS Group Pty Ltd entity and its trading brands, which include AIIMS™, AdVisible, and associated product lines. Where we refer to “AIIMS”, “we”, “us”, or “our” in this policy, we mean AIIMS Group Pty Ltd and any related bodies corporate operating as part of our global network.

We collect personal information that is reasonably necessary for our business functions. This includes:

• Identity information: name, job title, company name, ABN
• Contact information: email address, phone number, business and postal address
• Enquiry and communication content: messages sent through contact forms, emails, calls, and meeting notes
• Commercial information: services engaged, invoicing details, payment records, and transaction history
• Website and behavioural data: IP addresses, browser type, device identifiers, pages visited, session duration, referral source, and interaction patterns collected via cookies, pixels, and analytics tools
• Call tracking data: inbound call records including caller number, call duration, call outcome, and where available, call recordings and transcripts
• Advertising and campaign data: audience data, conversion events, and ad interaction signals associated with campaigns we manage through Google Ads, Meta Ads, and other advertising platforms
• Client application data: where clients connect third-party platforms to our reporting and management tools, we access and process data from those platforms strictly for the purpose of delivering the agreed service
• Employment and contractor information: where you apply to work with us or engage us as a contractor, we collect information relevant to that process

AIIMS operates an integrated technology stack to deliver services to clients and manage our own business. Key systems include:

• Zoho CRM: All client records, contact details, deal history, and relationship data are housed within Zoho CRM, part of our single global network. Access is limited to authorised AIIMS team members.
• Advertising platforms: We use Google Ads, Meta Ads Manager, and related platforms to run campaigns on behalf of clients. AIIMS accesses this data solely to manage and optimise campaigns.
• Analytics tools: We use Google Analytics 4 and Google Search Console to collect aggregated website performance data including session counts, traffic sources, and user engagement metrics.
• Call tracking: We use WildJar and similar platforms to assign tracking numbers to advertising channels. These systems record inbound call metadata and, where enabled, call recordings and AI-generated transcripts.
• Project and operations management: We use Zoho Projects and associated Zoho suite tools for task management, invoicing, and internal communications. Personal information is accessible only to authorised AIIMS personnel.

All data collected and stored across these systems is housed internally and is only accessed internally by authorised AIIMS team members, unless disclosure is required under this policy.

As part of delivering our services, clients may connect their own third-party business platforms to AIIMS tools. This includes platforms such as HubSpot, Pipedrive, Shopify, ServiceM8, ServiceTitan, and GoHighLevel.

When a client connects such a platform, AIIMS accesses data on a read-only basis, solely for the purpose of delivering the agreed services. We do not store, sell, or use client platform data for any purpose beyond the agreed scope of service.

Clients retain full ownership and control of their platform data. Access can be revoked at any time by the client through their own platform settings.

AIIMS uses artificial intelligence and machine learning tools as part of our operations and service delivery. This includes:

• AI-assisted analysis of call recordings and transcripts to identify call outcomes, customer sentiment, and lead quality
• AI-assisted content generation, campaign optimisation, and audience analysis
• Internal AI tools (including Nova, our AI-powered operations assistant) that process client account data, project information, and communications to support our team

All AI processing of personal information occurs within our internal network and is subject to the same access controls and security measures as our other systems. We do not use personal information to train external AI models without explicit consent. AI-generated outputs that inform decisions affecting individuals are reviewed by a human team member before being acted upon.

AIIMS operates as a single global network. Our team members are located across multiple countries including:

• Australia (headquarters, Sydney NSW)
• United Arab Emirates (Dubai)
• India
• Philippines
• Sri Lanka
• Other locations as our global team expands

Personal information held by AIIMS may be accessed by team members in any of these locations as part of delivering our services. This access is controlled, authorised, and limited to what is necessary for each team member’s role.

All data is housed within our internal systems (primarily the Zoho global network) and is only accessed internally. We do not sell or transfer personal information to unrelated overseas parties.

In accordance with Australian Privacy Principle 8, we take reasonable steps to ensure that overseas team members who access personal information do so in a manner consistent with the APPs. Because all access occurs within our internal global network under unified policies and controls, we consider these arrangements consistent with our obligations under the Privacy Act 1988 (Cth).

By providing your personal information to AIIMS, you acknowledge that it may be accessed by our team members in the countries listed above as part of our normal service delivery operations.

Storage: All personal information collected by AIIMS is stored within our internal systems. Our primary data infrastructure operates through the Zoho global network, which provides enterprise-grade security, encryption, and access controls. We do not sell data to third parties or store it in external systems outside our authorised technology stack.

Security: We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, and disclosure. Our measures include role-based access controls, encrypted data transmission, internal access logging, and regular security reviews.

Retention: We retain personal information for as long as reasonably necessary for the purpose for which it was collected, or as required by law. Client records are generally retained for the duration of the client relationship and for seven (7) years thereafter to meet legal and financial obligations. Where information is no longer required, we take reasonable steps to destroy or de-identify it securely.

We use personal information for the following purposes:

• To respond to enquiries and provide requested services
• To manage client relationships, projects, campaigns, and reporting
• To process invoices and payments
• To measure and improve the performance of advertising campaigns, SEO, and digital services we manage
• To communicate with clients, prospects, and team members about services, updates, and opportunities
• To conduct internal operations including staffing, training, and quality review
• To comply with our legal obligations
• To protect the security and integrity of our systems and services

We will only use your personal information for a purpose disclosed at the time of collection, or a directly related secondary purpose you would reasonably expect. We will not use your information for direct marketing without providing a clear and easy way to opt out.

Our websites use cookies, pixels, and similar tracking technologies to collect information about your visit. This includes session cookies, persistent cookies, and third-party cookies placed by Google, Meta, and other advertising and analytics platforms.

We use this information to understand how visitors use our site, improve user experience, and deliver relevant advertising. You can manage or disable cookies through your browser settings. Disabling cookies may affect the functionality of some parts of our websites.

For advertising platforms such as Google and Meta, you can opt out of interest-based advertising through the relevant platform’s ad settings or through the Network Advertising Initiative opt-out page.

We do not sell, rent, or trade personal information to third parties. We may disclose personal information only in the following limited circumstances:

• Service delivery: to authorised AIIMS team members globally (as described in Section 6) for the purpose of delivering our services
• Technology platforms: to our authorised technology providers (such as Zoho) where necessary to operate our internal systems, under confidentiality and data processing obligations
• Legal obligations: where required by law, court order, or government authority
• Business transfers: in the event of a merger, acquisition, or sale of all or part of our business, subject to the incoming party assuming equivalent privacy obligations
• Protection of rights: where necessary to prevent fraud, protect our legal rights, or ensure the safety of our team, clients, or the public

In all cases, we disclose only the minimum information necessary for the purpose.

Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you have the right to request access to the personal information AIIMS holds about you, and to request correction of information that is inaccurate, out of date, incomplete, or misleading.

To make an access or correction request, contact us at privacy@aiims.group. We will respond within 30 days. We may need to verify your identity before processing a request. If we are unable to provide access or make a correction, we will explain why in writing.

We do not charge a fee for making a request, but may charge a reasonable fee for the cost of providing access where the request is complex or resource-intensive.

If you believe AIIMS has breached your privacy or the Australian Privacy Principles, you may lodge a complaint by:

• Emailing: privacy@aiims.group
• Writing to: Privacy Officer, AIIMS Group Pty Ltd, Sydney NSW, Australia

We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days. If additional time is required, we will let you know.

If you are not satisfied with our response, you may escalate to the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au | Phone: 1300 363 992 | GPO Box 5218, Sydney NSW 2001.

AIIMS complies with the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act 1988 (Cth). If we have reasonable grounds to believe an eligible data breach has occurred, we will:

1. Contain the breach and assess its nature and scope as quickly as possible
2. Notify the Office of the Australian Information Commissioner (OAIC) as soon as practicable
3. Notify affected individuals directly, or by publication on our website where direct notification is not practicable

Our notification will describe the nature of the breach, the kinds of information involved, steps we have taken in response, and steps we recommend affected individuals take to protect themselves.

To report a suspected data breach, contact us immediately at privacy@aiims.group.

For all privacy-related matters including access requests, corrections, complaints, or general enquiries, please contact:

Privacy Officer
AIIMS Group Pty Ltd
Email: privacy@aiims.group
Sydney, New South Wales, Australia

We aim to respond to all privacy enquiries within 5 business days.

We may update this Privacy Policy from time to time to reflect changes in our operations, services, or legal obligations. When we do, we will update the “Last updated” date at the top of this page. Your continued use of our websites or services following any update constitutes your acceptance of the revised policy.