How We Handle
Your Data
A plain-English statement for organisations working with Impactiv8, AI Mega Success and Lead Activator.
We teach businesses to run on AI, so we're careful about what that means for the information you trust us with. Here's how it works. The full detail is in our Privacy Policy and Terms of Service; this page is the short version for the person who has to sign off.
What we collect
Only what we need to do the work.
- ★To book and deliver a session: your organiser's name and contact details, attendee names and email addresses (for the invitation and the recording link), and any pre-session survey responses.
- ★In a session: whatever your team chooses to share on screen or in discussion. Where we're building with your own tools, that means the accounts and content you open in front of us. We don't take copies unless you ask us to.
- ★If you use Lead Activator: your account details, and the customer and contact data you put into the platform.
We don't ask for sensitive information and we don't need it.
What stays private
- ★Your session is yours. A private workshop, training or coaching session is recorded so your team can rewatch it. That recording goes to your organisation and nobody else. It is not shared with other clients, used in our marketing, or added to any public library.
- ★What we see stays with us. Anything your team shows us in a session (your accounts, content, systems, customer information) is used only to help you in that session. We don't reuse it, teach from it, or mention your organisation as a client without your written permission.
- ★AI tools don't learn from you. We use AI assistants (Claude and ChatGPT) to draft, summarise and organise, always on business accounts with training on our data switched off. Nothing about your organisation is used to train an AI model. A person reviews everything before it's sent or acted on, and no decision about you is automated.
- ★Testimonials only with consent. We don't publish your name, logo, results or quotes unless you've said yes in writing, and you can withdraw that at any time.
- ★Your NDA works for us. If your organisation has a standard confidentiality agreement or supplier form, send it over. We'll sign it.
Where your data lives and who can see it
We're an Australian company (Impactiv8 Pty Ltd, ABN 88 620 029 656) bound by the Privacy Act 1988 and the Australian Privacy Principles. Like most businesses, we run on cloud platforms, and the main ones are hosted in the United States:
- ★Lead Activator (built on HighLevel): contacts, email, SMS, forms, calendars and chat agents
- ★Zoom: live sessions and recordings
- ★Loom: short walkthrough videos we record to answer questions
- ★Membership.io (Canada and US): where we host session recordings for you to access
- ★Stripe and PayPal: payments (we never see or store card numbers)
- ★Google Workspace: email, documents and surveys
- ★Anthropic and OpenAI: the AI assistants described above
Every one of these providers has data processing terms with us that carry the Australian Privacy Principles across borders, and each is independently security-certified. Our small team, including one member based in the Philippines, accesses these systems only to deliver and support your work, with two-factor authentication on every account.
We keep session recordings for as long as you might reasonably need them, client files for the seven years our record-keeping rules require, and nothing longer than it's useful. Ask, and we'll delete what we hold about you unless the law says we have to keep it.
If something goes wrong, we have a Data Breach Response Plan. If a breach is likely to cause serious harm, we'll tell you and the Office of the Australian Information Commissioner, as the law requires, and tell you what we're doing about it.
Taking your data with you
Nothing we do locks you in.
- ★Training and coaching: the recordings, workbooks, templates and AI Skills we give your team are yours to keep and use inside your organisation after we've finished. Everything you build in your own tools stays in your tools.
- ★Lead Activator: the contacts, content, funnels and conversations you put in are yours. You can export them at any time. If you leave, we keep your account data for 90 days in case you change your mind, then delete it permanently. Ask and we'll delete it sooner.
- ★Your AI foundations: the brand voice, knowledge files and Skills we help you build are plain files on your own systems. They work with whichever AI tool you choose, now or later.
Questions
If your procurement or IT team has a security questionnaire, send it through and we'll complete it.