I only collect what I need to call you back and do the work.
I don't sell it, share it for marketing, or add you to a mailing list.
Some of the services I use store data overseas, mostly in the United States.
You can ask to see, fix or delete what I hold about you at any time.
Who I am
Vivid AI is run by me, Ethan Harricks, a sole trader based in Sydney, New South Wales (ABN 24 892 746 077). You can reach me at ethan@vividai.com.au or 0413 061 159.
What I collect
When you enquire: your name, business name, mobile number, email address and the best time to call.
When we talk: notes from our calls and emails about how your business sells, which I use to build your audit.
If you become a client: the business information your team gives me, and the customer details the tools read to write each email (for example names, contact details, quote details and call notes).
You can enquire without giving your real name, but I'll need a way to contact you to call you back.
Why I collect it
To call you back and arrange our call.
To prepare your audit and talk it through with you.
To set up, run and support any tools you ask me to build.
To send invoices and keep the records the law asks me to keep.
I won't use your details to send you marketing, and I won't sell or rent them to anyone.
The services I use, and where data goes
I use a small number of outside services to run the business. Some of them store or process data outside Australia.
NetlifyHosts this website and receives the enquiry form. Based in the United States.
Google WorkspaceMy business email and documents. Google stores data in the United States and other countries.
Google FontsThis website loads its fonts from Google, which receives your browser's IP address when the page loads.
Google GeminiFor clients only. The AI model that drafts emails. It processes the deal or customer details needed for each draft. Processed by Google, which may happen outside Australia.
Your own systemsFor clients only. The tools work inside your CRM and your team's Gmail, under your accounts and your settings.
I choose services with business terms that keep your data private and don't allow them to use it to train their AI models.
AI and your customers' details
The tools only read the information needed to write each email.
They don't make decisions that affect anyone. They write drafts, and a person on your team reads and sends each booking and quote email.
The one email that sends on its own is the reply to a new website enquiry. It's a fixed message you approve before it goes live, and it never mentions price.
Every email the tools write is logged on the customer's record, so you can always see what went out.
If a tool comes out of your business, I remove its access to your systems.
Client data I handle
When I build tools for a business, the customer details the tools read belong to that business. I only use them to do the work the business asks for, and when the work ends I delete what I hold and remove the tools' access.
Emails from me
If I email you after a call, it will say who I am and how to reach me, and you can ask me to stop at any time. I'll stop within five working days.
How I protect it
I take reasonable steps to protect your information from misuse, loss and unauthorised access. That includes keeping it in password-protected business accounts and limiting what each tool can reach to what it needs.
How long I keep it
I keep your details while they're needed for the reasons above, and for as long as tax and business record laws require. After that I delete them.
Seeing or fixing your information
Email ethan@vividai.com.au to ask what I hold about you, to correct it or to have it deleted. I'll reply within 30 days.
Cookies and tracking
This website doesn't use cookies, analytics or advertising trackers. If that changes, I'll update this policy first.
Complaints
If you're unhappy with how I've handled your information, email me first and I'll work with you to fix it. If that doesn't resolve it, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.
Changes to this policy
If I change how I handle your information, I'll update this page and the date at the top.