Privacy Policy

RebooqAI ("we", "us", "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose and safeguard information when you visit our website (the "Website") or use our services ("Services"). We handle personal information in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth).

By accessing and using our Website and Services, you agree to the practices described in this Privacy Policy.

1. Who we are

RebooqAI provides done-for-you follow-up, member reactivation and retention systems for gyms, fitness studios, spas and wellness businesses. We set up and run these systems on top of the booking software and tools our clients already use.

It is important to understand two different relationships in this policy:

• You as a visitor or prospective client. When you browse our Website, enquire, or book an audit, we collect and handle your personal information as described below, and we are responsible for it.
• You as a client's customer or member. Where we operate follow-up and reactivation systems on behalf of a business (our client), we may process the personal information of that business's members or customers. In that case, we act on our client's behalf and under their instructions, and our client is responsible for how that information is collected and for notifying their members. See Section 6.

2. Information we collect

a. Personal information you give us

When you enquire, book an audit, or otherwise contact us, we may collect:

• Name
• Email address
• Phone number
• Business name
• The booking system or tools you use
• Any information you include in a message to us
• Billing and payment details (for clients)

b. Usage data

When you visit the Website, we may automatically collect:

• IP address
• Browser type and version
• Device information
• Pages visited and time spent
• Referring website

c. Cookies and similar technologies

We use cookies and similar technologies to operate the Website, remember preferences, and understand how the Website is used. You can control cookies through your browser settings; disabling them may affect how the Website works.

d. Member data processed on behalf of clients

When we run systems for a client, we may process personal information about that client's members or customers — for example names, contact details, booking and attendance information, and message history — solely to deliver the Services to that client. We do not use this information for our own marketing.

3. How we use your information

We use the information we collect to:

• Provide our Services: respond to enquiries, conduct audits, set up and run follow-up and reactivation systems, and manage client accounts.
• Communicate with you: send service-related messages, audit confirmations, updates and support responses.
• Generate reports: provide clients with performance reporting on their systems (for example enquiries answered, no-shows reduced, members reactivated).
• Improve our Website and Services: understand usage and improve functionality and content.
• Marketing (clients and prospects only): send relevant updates or offers. You can opt out at any time using the unsubscribe link or by contacting us.

We do not sell your personal information.

4. How we share your information

We do not sell or rent your personal information. We may share it with:

• Service providers and platforms we use to deliver the Services, including our customer relationship and automation platform, email and SMS delivery providers, calendar/booking tools, hosting providers, and payment processors. These providers are engaged to process information on our behalf under appropriate terms.
• Our clients, where the information relates to systems we run for them.
• Legal and regulatory authorities, where required by law or to respond to lawful requests.
• A successor entity, in the event of a business sale, merger or restructure, as part of that transaction.

Some of these providers may store or process data outside Australia (see Section 8).

5. Data security

We take reasonable technical and organisational steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. This includes using reputable platforms, access controls, and encryption in transit where available. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

We retain personal information only for as long as needed for the purposes described in this policy, to meet our legal obligations, or for the duration of a client service agreement plus a reasonable period thereafter, after which it is deleted or de-identified.

6. Member data — our role and your responsibilities (for clients)

Where we run systems on a client's behalf:

• We process member and customer data only to provide the Services to that client, under the client's instructions.
• All automated messages are configured to go out with the client's approval and in the client's voice (human-in-the-loop).
• The client is responsible for having a lawful basis to collect and use their members' information, for maintaining their own privacy policy, and for notifying their members about how their information is handled, including that automated follow-up may be used.
• We do not use member data to train general-purpose AI models, and we do not repurpose it for our own marketing.

7. Your rights

Under the Australian Privacy Principles, you may:

• Access the personal information we hold about you;
• Correct information that is inaccurate or out of date;
• Request deletion of your personal information, subject to our legal obligations;
• Opt out of marketing communications at any time;
• Complain if you believe we have mishandled your personal information.

To exercise any of these rights, contact us using the details in Section 10. We will respond within a reasonable time. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

8. International data transfers

We are based in Australia. Some of the platforms and providers we use to deliver the Services may store or process information on servers located outside Australia. Where this happens, we take reasonable steps to ensure your information is handled consistently with the Australian Privacy Principles. By using our Services, you acknowledge that your information may be processed in other jurisdictions.

9. Children's privacy

Our Website and Services are directed at businesses and are not intended for individuals under 18. We do not knowingly collect personal information from children. If we become aware that we have collected such information, we will take reasonable steps to delete it.

10. Contact us

If you have any questions, concerns or requests regarding this Privacy Policy or your personal information, contact us at:

RebooqAI
Email: hello@rebooqai.com
Location: Melbourne, Victoria, Australia

11. Changes to this policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated date. We encourage you to review it periodically.

This document is provided in good faith and reflects how RebooqAI handles personal information. It is general in nature, is not legal advice, and should be reviewed by a qualified legal professional for your specific circumstances before you rely on it.