Jidoka Systems (“Jidoka”, “we”, “us”, “our”) is an Australian business based in Sydney, New South Wales (ABN 72 530 010 839). We build AI and automation systems for education providers.
This policy explains what personal information we collect, why we collect it, how we look after it, and how you can access or correct it. We handle personal information in line with the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth).
The Short Version
- We only collect what we need to reply to you, run a discovery call, or deliver work you have asked for.
- We don’t sell personal information, and we don’t use it for anyone else’s marketing.
- This website doesn’t use advertising or analytics cookies.
- Student data in client projects stays in the systems the provider already runs. We never put it into consumer AI tools, and it is never used to train AI models.
- You can ask to see, correct or delete your information at any time.
What We Collect
When you contact us. Your name, work email, organisation, role, the process you’re interested in, and anything you write in your message. If you arrive from our AI readiness assessment, the topic you chose is pre-selected. You can change it before sending.
When you take the AI readiness assessment. Your answers to the assessment questions, plus the name, work email, organisation and role you give us, and whether you’re happy for us to follow up.
When you book a discovery call. Your name, email, the time you choose and any details you add in the booking form. Bookings are handled by HubSpot (see “Who we share it with”).
When you email or call us. Your contact details and the content of your message or call.
During a discovery call. Notes about the process we discussed and where it gets stuck. We ask you not to share student names or records on the call, and we don’t need them.
When we work with your organisation. Business contact details for the people we work with, plus the project information set out in our written agreement with your organisation.
When you visit this website. Our hosting provider automatically records basic technical information, such as your IP address, browser type and the pages requested, to keep the site running and secure. We don’t use this to identify you.
We don’t intentionally collect sensitive information (such as health information) through this website. Please don’t send student records, identity documents or payment details through our contact form.
The AI Readiness Assessment
You can answer the assessment questions without giving us any details. Your answers are only sent to us when you enter your name and email and ask for your report.
When you do, we use your answers and details to:
- email you your personalised report
- let Zari and Sam know a report was requested, so we can answer any questions
- keep a record of the enquiry in our CRM
We only follow up beyond sending your report if you tick the box saying we can. We don’t add you to a newsletter or marketing list. The report email itself is sent by Resend, our email delivery provider.
How We Use It
- To reply to your enquiry and arrange discovery calls.
- To scope, deliver and support work your organisation has asked us to do.
- To keep records of our business dealings, and to meet our legal, tax and accounting obligations.
- To keep this website and our systems secure.
We will only email you about your enquiry, your booking or work we are doing with you. We don’t run a newsletter or add you to marketing lists. If that ever changes, we will ask for your consent first, and every marketing email will include a way to unsubscribe.
Who We Share It With
We use a small number of trusted service providers to run the business. They only receive the information they need to provide their service to us:
- HubSpot, our CRM, which runs our enquiry records and discovery call bookings
- Our business email and document providers
- Resend, which delivers emails from our website, such as your assessment report
- Our website hosting provider (Vercel)
When we build systems for a client, some workflows use AI model providers through business-grade services whose terms do not allow the data to be used to train their models. Which providers are used, and for what, is agreed with the client in writing.
We may also disclose information where the law requires it, or to professional advisers (such as our accountant or lawyer) who are bound by confidentiality.
We don’t sell, rent or trade personal information.
Overseas Storage
Some of our service providers store or process information outside Australia, including in the United States. Where that happens, we choose providers with strong security and privacy practices and take reasonable steps to make sure your information is handled consistently with the Australian Privacy Principles.
Student and Client Data in Our Projects
When we build for an RTO or training provider, the provider stays in control of its data:
- Student and staff data stays in the systems the provider already runs, such as its student management system.
- We connect only where the provider agrees, read-only by default, and only to the fields a job needs.
- Nothing is sent to a student without a person at the provider approving it, or approving the rule that sends it.
- We never put student records into consumer AI chat tools.
- Client data is not used to train AI models.
- When a project ends, we remove our access and return or delete project data as agreed in writing.
The specific terms for each project, including how data is handled, are set out in our agreement with that provider. The provider remains responsible for its own obligations to its students.
How We Protect It
We limit who can access personal information, use reputable providers, and follow least-access principles, meaning people and systems can only see what they need to. No system is completely secure, but we take reasonable steps to protect personal information from misuse, loss and unauthorised access.
If we experience a data breach that is likely to result in serious harm, we will notify the people affected and, where required, the Office of the Australian Information Commissioner (OAIC).
How Long We Keep It
We keep personal information only for as long as we need it for the purpose we collected it, and to meet our legal, tax and record-keeping obligations. After that, we delete or de-identify it.
Cookies
This website does not use advertising or analytics cookies, and our own pages don’t store anything in your browser to track you.
The discovery call calendar on our Contact page is provided by HubSpot and may set its own cookies so the booking tool works. See HubSpot’s privacy policy for details.
Access, Correction and Deletion
You can ask to see the personal information we hold about you, ask us to correct it, or ask us to delete it. Email us and we will respond within 30 days. We may need to confirm your identity first, and in limited cases the law may require us to keep certain records.
Questions and Complaints
If you have a question or a concern about how we’ve handled your personal information, please contact us first. We will look into it and respond within 30 days.
If you’re not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.
Contact Us
Jidoka Systems Sydney, NSW, Australia admin@jidokasystems.com.au
Changes to This Policy
We may update this policy as our business or the law changes. The date at the top of this page shows when it was last updated.