Privacy Policy

Effective Date: 01/04/2026
Last Updated: 01/04/2026

1. Introduction

Hexa Design Pty Ltd (“Hexa Design”, “we”, “us”, “our”) is committed to protecting the privacy, confidentiality, and integrity of personal information entrusted to us.
This Privacy Policy outlines how we collect, use, disclose, store, and protect personal information in accordance with:

• The Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs)
• Applicable international privacy frameworks, including GDPR-aligned principles

By engaging with Hexa Design, including via our website, communications, or AI-driven systems, you consent to the practices described in this policy.

2. Scope of This Policy

This policy applies to all interactions with Hexa Design, including:

• Website enquiries and forms
• Email, phone, SMS, and messaging platforms
• AI-powered assistants and automated systems
• Client onboarding, proposals, and project delivery
• Third-party integrations used to facilitate services

3. Information We Collect

We collect only information necessary to deliver a premium, professional service.

3.1 Personal Information

May include:

• Full name
• Email address
• Phone number
• Company / business name
• Position or role
• Project details (location, scope, budget, timeline)

3.2 Technical & Interaction Data

• IP address and browser metadata
• Website interaction data (cookies, analytics)
• Communication logs (email, SMS, chat transcripts)

3.3 AI Interaction Data

When interacting with our AI systems (e.g., “Maya”):

• Conversation content
• Intent and enquiry classification
• Scheduling and callback preferences

This data is used strictly to enhance service delivery and responsiveness.

4. How We Collect Information

We collect information through:

• Direct client interactions
• Website forms and enquiry submissions
• Messaging platforms (e.g., SMS, WhatsApp, Messenger)
• AI assistants and automated workflows
• Third-party integrations used for scheduling and communication

5. Purpose of Collection

We use personal information to:

• Respond to enquiries and provide consultations
• Prepare proposals, designs, and documentation
• Schedule meetings, callbacks, and site visits
• Deliver and manage projects
• Improve operational efficiency and service quality
• Maintain internal records and client history
• Comply with legal and regulatory obligations

We do not collect or use personal data for speculative or unrelated purposes.

6. AI & Automation Transparency

Hexa Design utilises advanced AI systems to enhance client experience and operational efficiency.
This includes:

• Intelligent enquiry handling
• Automated scheduling and follow-ups
• Context-aware communication routing

Important:

• AI systems assist, they do not replace human oversight
• Decisions impacting clients are reviewed or governed by human operators where required
• AI outputs are designed to reflect Hexa Design’s professional standards

7. Disclosure of Personal Information

We may disclose personal information to trusted third parties strictly where necessary to deliver our services.
Key Service Providers Include:

• OpenAI: AI processing and language models
• Meta Platforms: Facebook / Instagram messaging services
• Twilio: SMS and communication infrastructure
• Google: Calendar, email, and cloud services
• Automation Platforms (e.g., n8n): workflow orchestration

These providers may process data in jurisdictions outside Australia.

We ensure that:

• Providers are reputable and widely adopted enterprise platforms
• Data sharing is limited to what is operationally required
• Reasonable safeguards are in place

8. International Data Transfers

Due to the global nature of modern digital infrastructure, your information may be transferred and stored overseas.
Where this occurs, we take reasonable steps to ensure:

• Comparable privacy protections are applied
• Data handling aligns with Australian Privacy Principles
• Reputable, secure platforms are used

9. Data Security

We implement commercially reasonable safeguards, including:

• Secure cloud-based systems
• Access controls and authentication protocols
• Encrypted communication channels where applicable
• Internal process controls to limit unnecessary data access

However, no system is completely immune to risk. We continuously improve our security posture.

10. Data Retention

We retain personal information only as long as necessary for:

• Active projects and client relationships
• Legal, accounting, or compliance obligations
• Business records and service continuity

When no longer required, data is securely deleted or anonymised.

11. Your Rights

Subject to applicable laws, you may request to:

• Access your personal information
• Correct inaccurate or outdated data
• Request deletion of your data (where legally permissible)
• Withdraw consent for certain uses

Requests can be made via the contact details below.

12. Cookies & Website Analytics

Our website may use cookies and analytics tools to:

• Improve user experience
• Understand website usage
• Optimise performance and content

You can control cookies through your browser settings.

13. Third-Party Links

Our website may contain links to external sites.
We are not responsible for the privacy practices of those sites and encourage you to review their policies independently.

14. Policy Updates

We may update this Privacy Policy periodically to reflect:

• Regulatory changes
• Technology updates
• Business improvements

The latest version will always be available on our website.

15. Contact Us

For privacy-related enquiries or requests:
Hexa Design Pty Ltd
📧 info@hexadesign.com.au

16. Complaints

If you believe your privacy has been breached, you may contact us directly.
If unresolved, you may lodge a complaint with:
Office of the Australian Information Commissioner (OAIC)
Website: https://www.oaic.gov.au