HeimMax Proprietary Ltd (ABN 39 695 981 161) (“HeimMax”, “we”, “us”, “our”) is committed to protecting your personal information. This policy explains what we collect, how we use it, and your rights.

What we collect

When you contact us, book a discovery call, or work with us, we may collect:

Your name, email, phone number, and business details
Information you provide about your business during discovery and project work
Information you send through our contact form, tell us on a phone call, or give our booking tool (Cal.com)
Technical data when you visit our website (IP address, browser type, pages viewed) via standard analytics tools

Our contact form and phone line

When you use the contact form on this site, your name, email, phone number (if you give it) and message are processed by our website host, Vercel, in Sydney, and emailed to our inbox through Resend, an email service based in the US that relays the email through servers in Japan. Resend may keep a copy of the sent email for a limited time under its own policy. The email then sits in our Google Workspace inboxes. We don’t keep enquiries anywhere else, and we delete enquiry emails after 2 years.

When you call us on 0480 890 977, the call is answered by Max, our AI receptionist, which tells you it’s an AI at the start of the call. Max can put you through to us, text you a link to book a call, or take a message. If you leave a message, it’s recorded after a spoken notice and transcribed. The recording and transcript are stored in Sydney and deleted from that system after 30 days. The phone network, Twilio, holds the recording in the US until our system collects it. We’re also sent the message by email and text, and those copies stay in our inboxes and on our phones until we delete them. To run the call, your number, your voice and the conversation pass through Twilio, Anthropic (the AI model behind Max), Deepgram (transcription) and ElevenLabs (Max’s voice), which process it outside Australia, mostly in the US.

How we use it

We use your information to:

Respond to your enquiries and deliver services you’ve engaged us for
Send you proposals, reports, and communications relating to projects
Improve our services and website
Meet our legal obligations

Who we share it with

We don’t sell your information. We may share it with:

Service providers we use to handle visitor and enquiry data, including Cal.com (discovery call bookings), Resend (contact form email), the phone and AI services named above, and Vercel (our website host). These are bound by their own privacy obligations.
Government or regulatory bodies if required by law
Your team, only with your permission, during project delivery

When we work with clients we engage, we use additional tools including Google Workspace and AI tools like Claude to deliver our work. These tools are bound by their own privacy and security obligations.

Where it’s stored

Your information is stored in cloud services we use to run HeimMax. These services may store data in Australia or overseas. We choose providers with strong security and privacy practices.

How long we keep it

We keep your information for as long as needed to deliver services and meet our legal obligations. We delete or de-identify information when it’s no longer required. Contact form enquiries are kept for 2 years. Phone messages are deleted from our receptionist system after 30 days, and the copies sent to our email and phones are kept until we delete them, as set out above.

Your rights

Under the Australian Privacy Act, you have the right to:

Access the personal information we hold about you
Ask us to correct information that’s wrong or out of date
Ask us to delete your information (subject to legal obligations)
Make a complaint about how we’ve handled your information

Cookies and analytics

Our website uses standard analytics tools (e.g. Google Analytics) to understand how visitors use it. You can disable cookies in your browser settings if you prefer.

Changes to this policy

We may update this policy from time to time. Material changes will be posted on this page with an updated date.

Contact us

Questions about your privacy or this policy? Call us on 0480 890 977 or use the contact form at heimmax.com/contact.

If you’re not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner: oaic.gov.au.