Privacy Policy
Effective date: 28 August 2026
Dynamic Digital Solutions Pty Ltd (ABN 33 168 562 561) (Dynamic Digital Solutions, we, us or our) respects your privacy and is committed to responsible handling of personal information. This Privacy Policy explains how we collect, hold, use, disclose and protect personal information when you interact with us, use our websites and services, or when we provide technology, implementation, support, CRM, automation or AI-enabled services.
We are committed to the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth) where they apply to our activities, and we generally use those principles as the standard for our privacy practices.
1. About this Privacy Policy
Personal information generally means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether or not the information is true and whether or not it is recorded in a material form.
2. The personal information we collect
The kinds of personal information we collect depend on how you interact with us and the services involved. They may include identity and contact details; account and service information; commercial and relationship information; event, webinar, training and form information; billing and transaction information; communications including emails, SMS, chats and telephone conversations; technical and online information; information received from clients, service providers, referral partners, event organisers, public sources or connected systems; and information generated or inferred through AI, analytics or automation.
We do not seek to collect sensitive information unless it is reasonably necessary for the relevant function or service and its collection is permitted by law.
3. How we collect personal information
We may collect personal information directly from you when you contact us, purchase or use a service, register an account, submit a form, attend an event or training session, communicate with our team or AI-enabled services, or otherwise interact with us. We may also collect information from clients, referral or reseller partners, event organisers, service providers, connected platforms, public sources and automatically through websites, applications, cookies, logs and integrated systems.
4. Why we use personal information
We may collect, hold, use and disclose personal information for purposes reasonably necessary for our functions and activities, including responding to enquiries, providing quotes, supplying and supporting products and services, operating business systems, customer support and training, billing, scheduling, analytics, reporting, quality assurance, direct marketing where permitted, security and legal compliance, and using AI and automation as described below.
5. Artificial intelligence and automated technologies
We use and implement artificial intelligence (AI), machine learning and automated technologies to make business processes more efficient and to assist with customer communications and service delivery. Depending on the service and configuration, this may include generative AI assistants, CRM AI features, voice AI agents, workflow automation, transcription, summarisation, analysis, content drafting, personalisation, scheduling, enquiry handling and support.
How personal information may be used with AI
Where reasonably necessary for the relevant purpose, an approved AI or automated system may process personal information such as contact details, CRM information, communication content, call information, appointment or service history, documents or other information required to complete the task. AI systems may also generate new information about an individual, such as a summary, classification, recommendation or inferred information. Where such output is about an identifiable individual, we treat it as personal information.
Public-facing AI
Where you interact directly with a public-facing Dynamic Digital Solutions AI assistant or AI voice agent, we aim to make it clear that the interaction is AI-enabled. If an interaction is recorded or transcribed, we will provide notice where required and will configure recording and consent processes having regard to applicable law and the service context.
Human oversight and material decisions
We use AI primarily to assist people and automate routine tasks. We do not ordinarily rely on AI as the sole basis for decisions that significantly affect an individual’s rights or interests. We apply human review to material customer-impacting decisions where appropriate.
From 10 December 2026, additional APP 1 transparency requirements apply where an APP entity arranges for a computer program to use personal information to make, or perform a step substantially and directly related to making, a decision that could reasonably be expected to significantly affect an individual’s rights or interests. Where those requirements apply to Dynamic Digital Solutions, this policy will identify the kinds of personal information used and the kinds of relevant decisions made or assisted by the program.
Use of AI in client solutions
We also implement or support AI and automation for clients. In those circumstances, the client generally determines the purpose for which its customer, employee, candidate or other service data is processed. Dynamic Digital Solutions processes that information to provide the authorised implementation, integration, support or technology service and expects clients to provide appropriate privacy notices and obtain any required consents for their particular use case.
6. AI voice agents, calls and communications
Some Dynamic Digital Solutions services and client solutions use AI voice agents for inbound or outbound calls. Depending on configuration, the service may process telephone numbers, identity/contact details, CRM context, call audio, call metadata, transcripts, summaries, booking information, enquiry or qualification information and the outcome of the call.
AI voice services may use third-party telephony, AI model and cloud providers. Information may therefore be processed by more than one service provider in order to route the call, generate the AI response, transcribe or summarise the conversation and write relevant information back to CRM or another business system.
For Dynamic Digital Solutions-managed AI voice services, relevant caller details are transferred into Zoho CRM as the system of record. Call recordings, transcripts and related personal information temporarily retained by the AI voice service are configured for automatic deletion within 24 hours after the call, unless a longer period is required by law, a client instruction or a documented operational requirement.
If you do not want to continue with an AI interaction, you may request a human contact where that option is available, or contact us using the details at the end of this policy.
7. Client service data and our role as a service provider
When we implement, configure, migrate, integrate, train or support a client’s CRM or other system, we may have access to personal information that the client controls. We use client service data only as reasonably necessary to provide the agreed service, follow the client’s authorised instructions, maintain security, troubleshoot problems and meet legal obligations. We do not sell client service data.
8. Disclosure to third parties and service providers
We may disclose personal information where reasonably necessary to our employees, authorised contractors and professional advisers; technology, cloud, CRM, AI, telephony, messaging, website, analytics, support, finance, payment, event and other service providers; reseller, referral or implementation partners; a purchaser or successor in a business restructure or transfer; and regulators, law-enforcement bodies, courts or other persons where required or authorised by law.
We do not sell personal information.
9. Overseas disclosure and processing
Some of our service providers and their subprocessors operate outside Australia. As a result, personal information may be disclosed to or processed by overseas recipients in connection with our services, including recipients in the United States and other countries in which our technology, communications, cloud or support providers operate.
Where APP 8 applies, we take reasonable steps in the circumstances before disclosing personal information overseas. Because service-provider locations can change, you may contact us for current information relevant to a specific service.
10. Direct marketing
We may use personal information to tell you about products, services, training or events that we reasonably believe may be relevant to you, where permitted by law. You may opt out at any time using the unsubscribe mechanism or by contacting us.
11. Cookies, analytics and website technologies
Our websites may use cookies, pixels, tags, scripts, analytics and similar technologies to operate the website, remember preferences, understand usage, measure campaigns, improve services and, where configured, support advertising or remarketing.
12. Data quality, access and correction
We take reasonable steps to keep personal information accurate, up to date, complete and relevant. You may request access to personal information we hold about you and ask us to correct information you believe is inaccurate, out of date, incomplete, irrelevant or misleading.
The Privacy Act does not create a general Australian “right to be forgotten”. However, where personal information is no longer required to be retained and no legal exception applies, we take reasonable steps to destroy or de-identify it as required by APP 11.
13. Security and retention
We take reasonable steps to protect personal information from misuse, interference and loss and from unauthorised access, modification or disclosure. We retain personal information only for as long as reasonably required for the purpose for which it was collected or another permitted purpose.
If an eligible data breach occurs, we will assess and respond to it in accordance with the Notifiable Data Breaches scheme where applicable.
14. Children and higher-risk information
Our general business services are not directed to children. We do not knowingly seek personal information from children for general marketing or sales purposes.
15. Third-party links and services
Our websites and services may contain links to, or integrate with, services operated by third parties. Their privacy practices are governed by their own policies and terms.
16. Privacy complaints
If you have a privacy question, concern or complaint, please contact us using the details below. If you are not satisfied with our response and the Privacy Act applies, you may be able to complain to the Office of the Australian Information Commissioner (OAIC).
17. Contact us
Dynamic Digital Solutions Pty Ltd
Email: info@dynamicdigitalsolutions.com.au
Address: 508/55 Plaza Parade, Maroochydore QLD 4558
18. Changes to this policy
We may update this Privacy Policy when our practices, technology, service providers or legal obligations change. The current version will be published on our website with its effective date.
Effective date: 28 August 2026. This version replaces the Privacy Policy last updated 5 April 2022.