Legal
Privacy Policy
Last Updated: 20th October, 2026
At Shep AI Solutions, we are committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, store, disclose and safeguard your information.
1.About This Policy
Shep AI Solutions provides websites, hosting, lead follow-up systems, CRM, review automation, advertising and AI-powered tools to Australian businesses. We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy applies to our website, our Services, and any dealings you have with us.
2.Information We Collect
The personal information we collect depends on how you deal with us, and may include:
- Enquiry Details: Your name, business name, trade, service area, phone number, email address and current website, when you fill in a form on our website.
- Contact Details & Communications: Records of calls, SMS, emails and other messages between you and us.
- Business Information: Details, photos, logos, reviews and other content you provide so we can build and run your website and systems.
- Account Access: Access to accounts you connect or share with us, such as your Google Business Profile, Google Search Console, Google Ads and Meta (Facebook and Instagram) accounts, and the data within them.
- Your Customers’ Information: Names, phone numbers, email addresses, messages and enquiry details of people who contact your business through the systems we provide (see section 5).
- Website & Usage Data: Information collected through cookies and similar technologies when you visit our website or websites we manage, such as pages viewed, device and browser type, approximate location and how you arrived at the site.
- AI Conversations: Text, calls, messages and other content you or your customers provide when using our AI tools.
- Payment Information: Billing details, processed securely by our payment provider. We do not store full card numbers.
3.How We Collect Information
We collect personal information:
- Directly from you, when you fill in a form, call, message or email us, or sign up for our Services.
- Through the systems we set up and run for your business, such as missed call text-back, enquiry forms, CRM and review automation.
- From accounts and platforms you connect or give us access to, such as Google and Meta.
- Automatically, through cookies and similar technologies on our website and websites we manage.
- From publicly available sources, such as Google Maps listings and business websites, when we identify businesses that may be interested in our Services.
You can browse our website and use our site check tool without telling us who you are. We need your contact details to provide our Services.
4.How We Use Your Information
We use personal information to:
- Build, host, maintain and update websites.
- Set up and operate our lead follow-up, CRM, review and other automation systems.
- Manage Google Business Profiles, Search Console and advertising campaigns on your behalf.
- Measure and report on how your website, listings and ads are performing.
- Process payments and manage billing.
- Provide customer support and respond to enquiries.
- Improve our Services.
- Send you information about our Services, unless you opt out.
- Comply with our legal and regulatory obligations.
5.Your Customers’ Information
When we run systems for your business, we handle information about your customers and leads on your behalf. We only use it to provide the Services to you, and we do not sell it or use it to market our own Services to your customers.
- You are responsible for having the right to share your customers’ information with us, and for telling your customers how their information is handled, for example in your own website’s privacy policy.
- SMS and email follow-ups, review requests and reminders must comply with the Spam Act 2003 (Cth). You are responsible for having your customers’ consent to be contacted.
- Contact Lists: Where you provide contact details for lead regeneration or other campaigns, including lists sourced from third parties, you are responsible for how those details were collected and for having consent to contact the people on them. We send messages on your instructions and do not verify the source of your lists.
- Opt-Outs: Every message we send on your behalf includes a way to opt out, and we stop messaging anyone who opts out.
6.Cookies, Tracking & Website Data
- Our Website: Our enquiry form is provided by LeadConnector (Go High Level), which may use cookies to work properly and prevent spam. When you use our site check tool, the web address you enter is sent to Google PageSpeed Insights to generate the results.
- Websites We Build: We may install Google Analytics, Google Search Console, Google Tag Manager, the Meta Pixel and similar tools on websites we build and manage, to measure visits, enquiries and ad performance. These tools use cookies and collect website usage data.
- Managing Cookies: You can block or delete cookies in your browser settings. Some parts of a website, such as forms, may not work properly without them.
7.Who We Share Information With
We share personal information with trusted third parties only to the extent necessary to provide our Services:
- CRM, Forms & Automation: Go High Level (LeadConnector), Build My Agent, Make.
- AI: OpenAI.
- Messaging & Communication: Twilio.
- Payments: Stripe.
- Search & Advertising: Google (including Google Business Profile, Search Console, Analytics and Ads) and Meta (Facebook and Instagram).
- Hosting & Domains: The providers we use to host websites and register domains.
These providers are bound by their own privacy and data protection obligations. We may also disclose information where required or authorised by law. We do not sell personal information.
8.Overseas Disclosure
We are based in Australia. Some of the providers listed above store or process data overseas, mainly in the United States. Where this happens, we take reasonable steps to ensure your information is handled in a way that is consistent with the Australian Privacy Principles.
9.Data Security
We use industry-standard encryption and access controls to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure.
10.Data Retention
We keep personal information for as long as we need it to provide our Services, or as required for legal, tax or accounting purposes. When we no longer need it, we take reasonable steps to securely delete or de-identify it.
11.Automated Decision-Making & AI
Our AI receptionists and follow-up systems answer questions using information from your website and any extra details you provide about your business. Conversations with your customers are stored in your CRM so you can follow up. We do not use your customers’ personal information to train AI models, and we do not use personal data to make solely automated decisions that have legal or similarly significant effects on anyone without their explicit consent.
12.Your Rights
- Access & Correction: You can ask for access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date or incomplete.
- Deletion: You can ask us to delete your personal information, unless we are required by law to keep it.
- Opting Out of Marketing: You can unsubscribe from our marketing messages at any time, using the unsubscribe link or by replying STOP.
To make a request, contact us using the details below. We will respond within 30 days.
13.Data Breaches
If a data breach is likely to result in serious harm to anyone whose information we hold, we will notify the affected people and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme.
14.Complaints
If you have a concern about how we have handled your personal information, please contact us first. We will look into it and respond within 30 days.
If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
15.Changes to This Policy
We may update this policy from time to time. The latest version will always be on our website, with the date it was last updated.
16.Contact Us
For any privacy-related questions, concerns, or requests, please contact:
Shep AI Solutions
Attention: Eden Shepherd (Founder).
Business Address: Melbourne, VIC, Australia.
Contact Email: eden@shepaisolutions.com
Phone: +61 421 130 517
Website URL: shepaisolutions.com