Privacy Policy

1. About this policy

This policy explains how we handle personal information collected through immeka.com: when you browse the site, chat with Ask Immeka, subscribe to our newsletter, book a call or contact us, and when you become a client. It covers immeka.com, not the websites of our other businesses.

Immeka Technologies (ABN 15 639 304 073) is a business name of Immeka Pty Ltd (ACN 639 304 073). In this policy, “we”, “us” and “our” mean Immeka Pty Ltd.

Immeka is a small business under the Privacy Act 1988 (Cth), so the Australian Privacy Principles don’t currently apply to us. This policy describes what we actually do with your information.

2. What we collect

When you contact us

If you email us, call us or book a call, we collect what you give us: usually your name, email address, phone number, business name and what you need help with.

When you chat with Ask Immeka

The messages you type and, if you want Richard to reply, your name and email address (and your phone number if you ask for a call back). Section 4 explains how the chat works.

When you subscribe to our newsletter

Your email address and, if you give it, your first name.

When you browse the site

• Our hosting provider records each request to the site (your IP address, browser, the page requested and the time) so we can keep the site secure and fix faults.
• If you click Accept on our cookie banner, Google Analytics records how you use the site: the pages you visit, how you arrived, and your device, browser and approximate location. If you click Decline, or don’t choose, Google Analytics doesn’t load. Our Cookie Policy has the details.

When you become a client

Contact and billing details so we can invoice you, and the information you share with us during a project. If a project gives us access to your systems or your customers’ information, our agreement with you sets out how we handle it.

What we don’t need

We don’t ask for sensitive information, such as health, racial, religious or financial account details, and we ask you not to send it. You don’t have to tell us who you are to ask a question: you can chat with Ask Immeka without giving your name or email address. We only need your contact details to reply to you.

3. How we use it

• To reply to your enquiry, prepare a proposal and arrange calls
• To deliver our services and invoice our clients
• To send our newsletter, only if you subscribe
• To protect the site and Ask Immeka from bots and misuse
• To understand how the site is used and improve it, only if you accept analytics cookies
• To meet our legal obligations, such as keeping tax records

We don’t sell personal information, share it for advertising, or use it to train AI models.

4. Ask Immeka, our AI agent

Our home page offers Ask Immeka, an AI agent that answers questions about our services, helps you describe what you need, and passes your enquiry or a call-back request to Richard. If you use it:

• There is no sign-in. When you click into the chat, a Cloudflare Turnstile check helps confirm you are not a bot before the chat starts.
• The agent’s replies are generated by Google’s Gemini AI model, which we use through Google Cloud’s Vertex AI service. Under its Google Cloud terms, Google does not use the conversation to train AI models. To speed up replies, Google may hold parts of it in memory for up to 24 hours, and if its automated safety systems flag a message as possible misuse, Google may keep that message for up to 90 days to investigate.
• To prevent misuse, we count how many chats and messages are used. These counts are stored with Google Cloud Firestore and hold no conversation content. Where a count is per visitor, it is linked to a one-way scrambled form of your IP address, never the address itself. It expires after an hour and is deleted within a day.
• When you ask Richard to reply or call you, your details, a summary of your needs and the full conversation are emailed to us so that Richard can review your enquiry personally. We keep that email as a record of your enquiry (see section 8).
• If you don’t ask for a reply, we don’t keep the conversation: it isn’t saved on our servers or emailed to us. Your browser keeps a copy until you close the tab.
• Ask Immeka doesn’t make decisions about you. It can’t quote prices, accept work or send you anything on our behalf. Richard reads every enquiry and decides how to respond.

Please don’t share passwords, payment details, health information or other sensitive information in the chat. If you would rather not use the agent, you can email or call us instead.

5. Who we share it with

We share personal information only with the service providers that run our business, and only what each needs:

• Google Cloud hosts the site, runs Ask Immeka’s AI model and chat counters, and keeps the site’s request logs.
• Cloudflare runs the Turnstile bot check before a chat starts.
• Brevo sends the site’s emails (chat enquiries to us, our newsletter and welcome email) and holds our newsletter list. It may record whether our emails are delivered and opened.
• Microsoft 365 is our email, where enquiries arrive and are kept.
• Cal.com runs our booking calendar. If you book a call, Cal.com’s privacy policy applies to what you enter there, and the booking details are sent to us.
• Google Analytics provides site statistics, only if you accept analytics cookies.

We may also share information with our professional advisers, such as our accountant or lawyer, when we need their help, and with others when the law requires it. We don’t share it with anyone else without your consent.

6. Where it’s stored

Some of these providers store or process information outside Australia:

• Singapore: the site and the chat counters (Google Cloud).
• United States and other countries: Ask Immeka’s AI model (Google Cloud’s global service, which can run in any country where Google has capacity), the site’s request logs, the bot check (Cloudflare’s worldwide network), Google Analytics and Cal.com.
• European Union: Brevo.

7. How we protect it

We use established providers that encrypt information in transit. Only the people who need it (currently Richard) can access it, and we collect only what we need. No system is completely secure. If a breach is likely to cause you serious harm, we’ll tell you and explain what you can do.

8. How long we keep it

• Enquiries, including chat enquiries emailed to us: for as long as we need them to deal with your enquiry and keep a record of it. We delete enquiries that didn’t lead to work two years after our last contact.
• Client and billing records: seven years, as company and tax law require.
• Newsletter: until you unsubscribe. Brevo then keeps your address on a do-not-email list so you aren’t emailed again.
• Request logs: 30 days.
• Google Analytics data: up to 14 months.
• Chat counters linked to your scrambled IP address: an hour, and deleted within a day.

9. Your choices

You can:

• ask what personal information we hold about you, and for a copy
• ask us to correct it
• ask us to delete it, unless the law requires us to keep it (such as tax records)
• unsubscribe from our newsletter using the link in any of our emails
• change your cookie choice at any time with Cookie settings, also at the bottom of every page

To ask, email us. We’ll reply within 30 days at no charge, and may need to confirm who you are first.

10. Questions and complaints

If you have a question or concern about how we’ve handled your information, please email us. We’ll acknowledge it within a week, look into it, and give you a written answer within 30 days.

11. Children

Our site is for businesses and isn’t directed at children. We don’t knowingly collect personal information from anyone under 18.

12. Changes to this policy

We’ll update this policy when the way we handle personal information changes. The date at the top shows when it last changed.

13. Contact us

• Email: contact@immeka.com
• Phone: +61 414 079 632
• Postal address (mail only): Suite 17, 89-97 Jones Street, Ultimo NSW 2007

This Privacy Policy was last updated on 1 November 2026.