Privacy policy

1. Who we are

MaxConnex (ABN 20 923 373 612) is an Australian business providing AI visibility, website, search and advertising services, mainly for healthcare practices. This policy explains how we handle personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles. You can contact us at contact@maxconnex.ai or on 0422 355 449.

2. Information we collect

Information you give us, when you fill in a form, book a call, buy an audit or email us:

• Your name, email address, phone number, business name and website
• Details about your business that you choose to share, such as your sector, locations, goals and advertising budget
• Payment details, which go straight to Stripe. We never see or store your card number.

Information collected automatically when you visit, unless you decline tracking (see section 8):

• Pages viewed, how you arrived (including from an AI assistant or an ad), device and browser type, and approximate location
• Whether you completed a form, a booking or a purchase, so we can measure our advertising

We do not ask for health information, and our forms are not designed to collect it. Please do not send us information about patients.

You can browse this site without telling us who you are. We need your name and contact details to prepare an audit or reply to an enquiry.

3. How we use it

• To prepare the audit, report, quote or call you asked for, and to reply to you
• To deliver and bill for our services
• To research the public information about your business that an audit needs
• To measure and improve this website and our advertising
• To send our newsletter, only if you ticked the box to receive it. Every email has an unsubscribe link.

4. Who we share it with

We do not sell your personal information. We use these service providers to run the business:

• HubSpot: our customer database, where your enquiry is stored (United States)
• Stripe: payments (United States)
• Calendly: call bookings (United States)
• Google: email, Google Analytics and Google Tag Manager (United States)
• Meta: measuring Facebook and Instagram advertising (United States)
• PostHog: website analytics (European Union)
• Vercel: website hosting (United States)
• Resend: sends us a backup copy of your enquiry if our customer database is briefly unavailable (United States)
• Supabase and Vercel: our own measurement of visits from AI assistants, and records from our ChatGPT app (Japan)
• Anthropic and OpenAI: AI tools we may use to research the public information about your business when preparing an audit (United States)

So your information may be held or processed in the United States, the European Union and Japan. We take reasonable steps to make sure these providers handle it in line with the Australian Privacy Principles. We may also disclose information where Australian law requires it. Section 9 explains which providers our ChatGPT app uses.

5. How we keep it safe, and for how long

We take reasonable steps to protect your information from misuse, interference, loss and unauthorised access. Everything is sent over HTTPS, and access to our systems is limited to the people who need it. We keep enquiry and client records while we are in touch with you, and financial records for as long as Australian tax law requires. When we no longer need information, we delete it or remove what identifies you.

6. Access and correction

You can ask to see the personal information we hold about you, or ask us to correct or delete it. Email contact@maxconnex.ai. We will respond within 30 days and there is no charge.

7. Complaints

If you think we have mishandled your information, email us first and we will respond within 30 days. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner on 1300 363 992.

8. Cookies and tracking

This site uses cookies and similar browser storage. When you first visit, a notice explains this and lets you accept or decline. If you decline, we switch off the analytics and advertising tools below, on that page and every page after. Forms, bookings and payments work either way. You can change your choice at any time: open cookie settings.

Stripe and Calendly set their own cookies on their own pages, under their own policies. You can also block or delete cookies in your browser settings.

9. MaxConnex ChatGPT app (AI Visibility Check)

AI Visibility Check is a free app, made by MaxConnex, that you can use inside ChatGPT. It is not made or endorsed by OpenAI. This section explains what the app does with information. We handle it under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, and the rest of this policy also applies.

What the app does

You give the app a business name, website, suburb and category. The app then:

• reads that business's public homepage, and standard public files such as robots.txt
• asks ChatGPT, through OpenAI's API, one general local question, for example "Who is the best dentist in Pagewood?" The question does not name the business.
• uses Anthropic's Claude to pick out the business names in ChatGPT's answer
• shows you a score, the question it tested, the businesses that were named, and up to three gaps

What we collect and keep

For each check, we store:

• the business name, website, suburb and category you entered
• the score and results of the check
• a one-way hash of the anonymous identifier that ChatGPT gives the app for your account. A one-way hash is a scrambled code that cannot be turned back into the original identifier. We use it only to apply the daily limit on checks.

The app does not ask for, collect or store your name, email address, phone number or other contact details, and we do not receive the rest of your ChatGPT conversation.

The business you check may be recorded in HubSpot, our customer database, as a business that may be interested in our services. That record holds public business information only: the business name, website domain, suburb, category and score. It does not hold information about you.

The app is for checking businesses. Please do not enter information about patients, customers or other people.

Why we use it

• To run the check and show you the results
• To apply the daily limit and prevent misuse of the app
• To report on how the app is used overall
• To understand which businesses may want help with AI visibility
• To contact a business that was checked, using its publicly listed business details, about how we could help. Any email we send follows the Spam Act 2003 and includes a way to opt out, and we stop contacting a business that asks us to.

Who processes it

• OpenAI: receives the test question, which includes the suburb and category, to produce ChatGPT's answer (United States)
• Anthropic: receives ChatGPT's answer and the name of the business being checked, so Claude can pick out the other business names (United States)
• Supabase: stores the check records (Japan, Tokyo region)
• Vercel: runs the app (United States)
• HubSpot: holds the business records described above (United States)

Your use of ChatGPT itself is covered by OpenAI's own terms and privacy policy. If you choose to book a walkthrough from the app, you book on Calendly, under Calendly's terms and privacy policy, and we handle the details you enter there as described in sections 2 to 4.

How long we keep it

We keep check records for up to 24 months, for usage reporting and to prevent abuse, and then delete them or remove what identifies them. Business records in HubSpot are kept while they are relevant to our business, and are deleted on request.

Deleting your information

To ask us to delete check records, or the record of a business, email contact@maxconnex.ai with the business name and website that was checked. Because the app does not know who you are, we find check records by the business details rather than by your name. We will respond within 30 days. Sections 6 and 7 explain how to ask for access or correction, and how to make a complaint.

10. Client data

When we work with a healthcare practice, we may access analytics, search and business profile data belonging to that practice. We do not access, collect or process patient records or clinical information, and our systems are not designed to hold them.

11. Changes to this policy

We update this policy when our practices change. The date at the top shows the latest version.