Privacy Policy

1. Introduction

This Privacy Policy explains how Kalpavriksha AI collects, uses, stores, discloses, and protects personal information.

Kalpavriksha AI is an Australian business that provides AI automation, websites, CRM systems, reputation management, paid advertising, lead generation systems, and business growth services.

This Privacy Policy applies when you:

• Visit our website
• Submit a contact form
• Book a Free AI Growth Audit
• Use our website chat widget
• Speak with our AI receptionist or team
• Request a proposal or become a client
• Interact with our emails, SMS messages, ads, or online forms
• Communicate with us by phone, email, SMS, website, social media, or other channels

By using our website or services, you agree to the collection and handling of your personal information as described in this Privacy Policy.

2. Business Details

Business Name: Kalpavriksha AI
Location: Australia
Business Type: AI automation, websites, CRM, reputation management, paid advertising, and business systems services

Contact details are listed on the Kalpavriksha AI website.

3. What Is Personal Information?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable. This may include information such as:

• Name, email address, phone number
• Business name, job title, website URL
• Location or service area
• Communication history
• Booking and enquiry details
• Information submitted through forms, chat, calls, or emails

4. Information We Collect

Kalpavriksha AI may collect personal information including:

• First name, last name, email address, phone number
• Business name, website, address or service area
• Industry, business goals, and business challenges
• Current website, CRM, review, GBP and advertising status
• Appointment booking details
• Call recordings or call summaries where applicable
• Chat transcripts and email/SMS communication history
• Proposal and onboarding information
• Payment status (not full card details — processed by third-party payment providers)
• Technical information about website usage

5. Information Collected Through Our Website

When you visit our website, we may collect technical and usage information such as:

• IP address, browser type, device type
• Pages visited, time spent, referring website
• Form submissions and click activity
• Approximate location
• Cookie, tracking, UTM campaign, and analytics data

This information helps us understand website performance, improve user experience, and measure marketing effectiveness.

6. Information Collected Through Forms

When you submit a form, we may collect the information you provide, including name, email, phone, business name, website, service interest, business challenge, and any additional message. Forms may include contact forms, Free AI Growth Audit forms, booking forms, onboarding forms, and lead generation forms.

7. Information Collected Through AI Chat and AI Voice

Kalpavriksha AI uses AI chat assistants and AI voice assistants to help answer questions, collect enquiry details, qualify leads, and support bookings. When you interact with an AI assistant, we may collect your name, contact details, business details, service interest, questions asked, chat transcripts, call summaries, call recordings (if enabled), and booking details.

8. Information Collected From Clients

If you become a client, we may collect additional information needed to provide services, including business information, brand assets, platform access details, CRM details, customer journey information, advertising goals, service descriptions, images, logos, videos, approval notes, and project communication history.

Where access to third-party platforms is required, we prefer secure access methods such as user invitations, role-based access, or secure password sharing tools.

9. Customer Lists and Review Campaigns

For reputation management or review request campaigns, clients may provide customer lists including names, email addresses, phone numbers, and service dates.

Clients are responsible for ensuring they have the right to provide customer information to Kalpavriksha AI and that it can lawfully be used for the intended purpose. We use customer lists only for the agreed service purpose.

10. How We Collect Personal Information

We may collect personal information when you visit our website, submit a form, book a call, use the chat widget, speak with our AI receptionist, call or SMS us, email us, respond to outreach, interact with our ads, use our services, or send business information or assets.

We may also collect information from third-party platforms including Google, Google Business Profile, Google Ads, Google Analytics, Meta/Facebook, Instagram, GoHighLevel, booking platforms, and CRM platforms.

11. How We Use Personal Information

Kalpavriksha AI may use personal information to respond to enquiries, book calls or appointments, provide Free AI Growth Audits, prepare proposals, provide services, set up CRM systems, manage automation workflows, run review request campaigns, manage paid advertising, improve our website and services, comply with legal obligations, and protect our business operations.

12. Marketing Communications

We may use your contact details to send relevant business communications such as follow-up emails, service information, educational content, offers, and booking reminders — only where permitted.

You can unsubscribe or opt out at any time by using the unsubscribe link, replying with an opt-out request, or contacting us directly. Transactional or service-related messages may still be sent where necessary.

13. SMS Communications

Kalpavriksha AI may use SMS for responding to enquiries, booking reminders, missed call text-back, lead follow-up, review request campaigns, client service updates, and appointment reminders. Where SMS is used for marketing purposes, we will comply with applicable consent and unsubscribe requirements. You can opt out by replying "STOP" where applicable.

14. Cookies and Tracking Technologies

Our website may use cookies, pixels, tags, and similar tracking technologies for website analytics, user experience improvement, conversion tracking, advertising measurement, retargeting, and campaign attribution.

Tools may include Google Analytics, Google Tag Manager, Google Ads tracking, Meta Pixel, and CRM tracking tools. You can usually control cookies through your browser settings, though blocking cookies may affect website functionality.

15. Paid Advertising and Retargeting

Kalpavriksha AI may use advertising platforms such as Google, Facebook, Meta, and Instagram to promote our services. These platforms may use cookies or pixels to show relevant ads, measure performance, or build remarketing audiences under their own privacy policies. Kalpavriksha AI does not control all data handling by third-party advertising platforms.

16. Disclosure of Personal Information

Kalpavriksha AI may disclose personal information to trusted third parties where necessary to provide services, including CRM providers, hosting providers, email/SMS platforms, booking platforms, payment processors, analytics providers, advertising platforms, automation platforms, contractors, professional advisers, and legal or regulatory authorities where required. We only share information where reasonably necessary.

17. Third-Party Platforms

Our services may rely on third-party platforms such as GoHighLevel, Google, Google Business Profile, Google Ads, Google Analytics, Google Tag Manager, Meta/Facebook, Instagram, website hosting providers, domain providers, email and SMS providers, booking platforms, payment processors, and other software tools. These parties may collect, store, or process information under their own privacy policies. Clients and website visitors should review the relevant third-party privacy policies.

18. Overseas Disclosure

Some third-party platforms and service providers may store or process information outside Australia, including cloud software, CRM systems, advertising platforms, analytics tools, email platforms, SMS providers, and hosting providers. By using our website or services, you acknowledge that your information may be processed or stored in countries outside Australia where our service providers operate.

19. Data Security

Kalpavriksha AI takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Security measures may include password-protected accounts, role-based access, secure cloud platforms, limited access to client information, secure password sharing practices, and platform security settings.

No method of internet transmission or electronic storage is completely secure. Kalpavriksha AI cannot guarantee absolute security, but we aim to use reasonable safeguards.

20. Data Retention

We keep personal information for as long as reasonably necessary for the purpose it was collected — including responding to enquiries, providing services, managing client relationships, meeting legal obligations, resolving disputes, and improving services. When information is no longer required, we may delete, anonymise, or securely archive it.

21. Access and Correction

You may request access to personal information we hold about you, or ask us to correct information that is inaccurate, incomplete, or out of date. To make a request, contact Kalpavriksha AI using the details on our website. We may need to verify your identity before responding.

22. Unsubscribing and Opting Out

You can opt out of marketing communications by clicking an unsubscribe link, replying with an opt-out request, replying "STOP" to SMS where applicable, or contacting us directly. We will process opt-out requests within a reasonable time. Some service-related communications may still be sent where necessary.

23. Sensitive Information

Kalpavriksha AI does not generally seek to collect sensitive information such as health, race, ethnicity, religion, political opinions, criminal record, or sexual orientation. Please do not provide sensitive information unless it is necessary for the service. If sensitive information is provided without being requested, we may delete it or avoid using it where possible.

24. Children's Privacy

Kalpavriksha AI services are intended for businesses and adults. We do not knowingly collect personal information from children. If you believe a child has provided personal information to us, please contact us so we can review and take appropriate action.

25. Client Responsibility for Their Own Customers

Where Kalpavriksha AI provides services for a client, the client remains responsible for how they collect, use, and disclose their own customers' personal information. Clients should ensure they have appropriate privacy notices, consent where required, lawful basis to contact customers, and compliance with applicable marketing, privacy, and spam laws. Kalpavriksha AI may assist with technical setup, but the client is responsible for ensuring their customer data is used lawfully.

26. Links to Other Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices, content, or security of third-party websites. You should review the privacy policies of any third-party sites you visit.

27. Complaints

If you have a privacy concern or complaint, please contact Kalpavriksha AI using the details on our website. Include your name, contact details, a description of the issue, and any relevant communication or reference. We will review and respond within a reasonable time.

If you are not satisfied with our response, you may have the right to contact the Office of the Australian Information Commissioner or another relevant authority.

28. Changes to This Privacy Policy

Kalpavriksha AI may update this Privacy Policy from time to time. The updated version will be published on our website or made available on request. The date of the latest version is shown at the top of this page.

29. Contact Us

For privacy questions, access requests, correction requests, complaints, or opt-out requests, contact Kalpavriksha AI using the contact details listed on our website.

30. Final Note

This Privacy Policy is intended to explain how Kalpavriksha AI handles personal information in a clear and practical way. It should be read together with our Terms & Conditions and any client proposal, agreement, onboarding form, or service-specific notice.