Privacy Policy

1. Who we are

This Privacy Policy explains how Black Box Bots Pty Ltd (ABN 18 786 398 358) ("BBB", "we", "us", "our") handles personal information. We provide a done-for-you outbound outreach service for businesses.

Contact: Harrison Smith, Sydney, NSW, Australia, harrison@blackboxbots.com. We treat personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and we act as if the Privacy Act applies to us in full regardless of our size.

2. Whose information we handle

We handle personal information about two groups:

• Our clients and their staff: the businesses that engage us, and the people who work there.
• Prospects (leads): individuals our clients ask us to contact on their behalf, or whose business contact details we source for a client's outreach campaign.

3. What personal information we collect

From clients: name, business email, phone, business name and ABN, billing details, writing samples and materials you provide, and account login details.

About prospects: name, business email address, job title, employer, business phone, public professional profile information (for example LinkedIn), publicly available company information, and records of outreach sent and responses received.

We do not seek to collect sensitive information (such as health, race, or political views). Please do not send it to us.

4. How we collect it

• Directly from you when you contact us, onboard, or use our systems.
• From you when you supply lead lists for a campaign.
• From reputable third-party business data providers (for example Apollo) and public sources, where we source leads for a campaign.
• Automatically from our website (see Cookies, section 10).

5. Why we collect and use it

• To provide, operate, and improve our outreach service.
• To research prospects and personalise outreach messages sent on a client's behalf.
• To send outreach and manage replies, bookings, and reporting.
• To bill clients and manage our relationship with them.
• To meet our legal obligations, including under the Spam Act 2003 (Cth).

Where we send marketing or outreach messages, we do so on behalf of and in the name of our client, who authorises that sending. Every message includes an unsubscribe facility.

6. Who we share it with

We use trusted third-party service providers ("subprocessors") to run our service. These may include: email sending and deliverability tools (for example Smartlead, Google Workspace, Zapmail), LinkedIn outreach tools (for example AimFox), lead data providers (for example Apollo), email verification (for example MillionVerifier), AI research and drafting providers (for example Anthropic, Perplexity), hosting and database (for example Supabase, Netlify), and email delivery for our own notifications (for example Resend).

We share personal information with these providers only as needed to deliver the service. We do not sell personal information.

7. Overseas disclosure

Several of our subprocessors are located overseas, including in the United States. By using our service or providing information to us, you acknowledge that your information may be stored or processed outside Australia. We take reasonable steps to ensure overseas recipients handle personal information consistently with the APPs.

8. Direct marketing and your opt-out

Outreach we send on a client's behalf always includes a way to opt out. If you opt out (for example by replying STOP or using an unsubscribe link), we honour it promptly and permanently, and we add you to a suppression list so you are not contacted again through our systems. You can also email harrison@blackboxbots.com at any time to opt out or to ask us not to contact you.

9. Access, correction, and deletion

You can ask us:

• what personal information we hold about you,
• to correct it if it is wrong, or
• to delete it.

Email harrison@blackboxbots.com and we will respond within a reasonable time (and within any period required by law). We will not charge you to make a request, and we will not make it difficult. Where a client supplied your details, we may direct part of your request to that client as the controller of that data.

10. Cookies and website analytics

Our website uses cookies and basic analytics to understand traffic and improve the site. You can disable cookies in your browser. We use PostHog for anonymous, aggregate analytics.

11. Data security

We take reasonable steps to protect personal information from misuse, loss, and unauthorised access. This includes encryption of sensitive credentials at rest, access controls, and reputable hosting. No system is perfectly secure, but we work to keep your information safe.

12. How long we keep it

We keep personal information only as long as needed for the purposes above or as required by law. When a client engagement ends, we return or delete that client's lead data on request. Suppression (do-not-contact) records are kept as long as needed to honour opt-outs.

13. Complaints

If you think we have mishandled your personal information, email harrison@blackboxbots.com and we will investigate. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

14. Changes to this policy

We may update this policy from time to time. The current version is always on our website with the "last updated" date above.

See also our Terms of Service.