Privacy Policy | Ascend Automation

Effective Date: 4 December 2025

Last Updated: 4 December 2025
Business Name: Ascend Automation
ABN: 20828796926
Address: 19 Chipla Way, Parkwood WA 6147
Email: [email protected]
Phone: 0468 044 472
Website: ascendautomation.com.au

1. Introduction

Ascend Automation (“we”, “us”, “our”) provides CRM setup, AI-driven automation systems, marketing workflows, and digital tools for service-based businesses across Australia, primarily plumbing businesses.

This Privacy Policy outlines how we collect, use, store, and protect your information when you:

Use our website

Submit an onboarding form

Use our Starter or Growth systems

Provide business details for account setup

Interact with our automations, CRM platform, or communications

By using our services, you agree to this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We may collect:

Name

Email address

Phone number

Business name

Business number and ABN

Business address

Business website URL

Google Business Profile link

Branding assets (logos, images)

2.2 Business Information

For CRM and workflow setup, we may collect:

Service areas

Business hours

Appointment/calendar availability

Customer communication preferences

2.3 Client Customer Information

If you use our CRM/automation systems, we may process information belonging to your customers, including:

Name

Email address

Phone number

Appointment details

Messages and communication history

This data is processed solely on your behalf.

2.4 Technical Information

We may collect:

IP address

Browser details

Device type

Site usage and analytics

Cookies and tracking data

2.5 Website Creation & Redesign

If you engage us for website creation or redesign services, we may collect branding assets, logos, images, written content, website credentials, analytics access, and other materials necessary to design, build, or optimise your website. All intellectual property and content you provide remains owned by you. Any website materials we create as part of your project are licensed to you for use in your business.

2.6 Call Tracking & Analytics

If you are on our Growth System, we may enable call tracking through our CRM platform to help measure marketing performance and improve lead management.
The call tracking feature may collect:

Caller ID

Phone number

Call duration

Call status (answered, missed, or voicemail)

Time and date of calls

Attribution or source data (e.g., ads, landing pages)

No call recordings are captured or stored.

This information is processed solely on your behalf to support your business operations. Your customers’ call data will not be used for any purpose other than providing the services you request.

You are responsible for informing your customers that call analytics may occur where required by applicable laws.

2.7 AI Phone Agent

If you enable our optional AI Phone Agent, you acknowledge that outbound calls may be generated using AI-powered automation. Call audio is not recorded or stored unless you explicitly request and enable call recording features. Call metadata (such as caller ID, phone number, call duration, call status, and timestamps) may be processed solely on your behalf to support your business operations.
You are responsible for informing your customers that automated or AI-assisted calls may be made as part of your business operations, where required by applicable laws.

3. How We Use Your Information

We use your information to:

Set up and configure your CRM/sub-account

Create workflows, pipelines, and booking systems

Manage appointment reminders, notifications, and automated messages

Provide customer support

Improve our systems and services

Communicate with you during onboarding and service delivery

Deliver Growth services (e.g., ads setup) if applicable

We do not sell or rent your information.

4. How We Protect Your Information

We use industry-standard security measures including:

Secure servers

Encrypted systems where appropriate

Access-restricted CRM environments

Password-protected platforms

We take reasonable steps to protect your information from loss, misuse, or unauthorized access.

5. Sharing Your Information

We may share your information with trusted service providers, including:

GoHighLevel (CRM platform)

LeadConnector/Twilio (messaging)

Stripe (billing)

Google or Meta (if you grant Growth access)

We only share what is necessary to deliver our services.

5.1. Third-Party Service Providers & Subcontractors

Ascend Automation may engage trusted third-party contractors or service providers to help deliver specific components of your service, including (but not limited to) website creation/redesign, advertising support, technical integrations, or CRM customisation.
These providers may require limited access to assets you supply (such as branding materials, website credentials, domain access, analytics platforms, or business information) solely for the purpose of completing the agreed work.

All subcontractors are required to follow strict confidentiality and data-handling standards.
We do not permit subcontractors to use your information for any purpose other than delivering the requested services.
You acknowledge and consent to Ascend Automation using third-party service providers where necessary to fulfil your project requirements.

6. Your Rights

You may request:

Access to your personal information

Correction of inaccurate information

Deletion of your data

Withdrawal of consent for marketing

A copy of your stored data

Contact us at: [email protected]

7. Data Retention

We retain information only as long as necessary for service delivery, legal requirements, or business purposes.
You may request deletion anytime.

8. Cookies

Our website may use cookies for functionality and analytics.
You may disable cookies in your browser settings.

9. Third-Party Links

We are not responsible for the privacy practices of external websites we link to.

10. Updates to This Policy

We may update this Privacy Policy at any time.
The updated version will always be available on our website.

11. Contact Us

For privacy questions or requests:
📧 [email protected]