Privacy Policy — BrokerBuddie.ai
Effective Date: 19 May 2025
Last Updated: 19 May 2025

1. Introduction

Welcome to BrokerBuddie.ai ("we", "our", "us"). We are an AI-powered platform designed to support finance professionals, brokers, and their teams with automation, compliance, and productivity tools.

This Privacy Policy explains how we collect, use, share, and safeguard your personal information. We’re committed to handling your data responsibly, securely, and transparently.

By using BrokerBuddie.ai, you agree to this Privacy Policy and our Terms of Service.

2. Information We Collect

We collect the following categories of data:

2.1 Information You Provide

When you create an account, subscribe, or contact us, we may collect:

  • Full name

  • Email address

  • Phone number

  • Company name

  • Mailing address (if applicable)

  • Login credentials (hashed and encrypted)

  • Payment details (processed by secure third-party providers; not stored by us)

2.2 Automatically Collected Information

When you use our platform, we may automatically collect:

  • IP address

  • Browser and operating system type

  • Device identifiers

  • Platform usage data (e.g. clicks, features used, session duration)

  • Referrer URLs

  • Cookies and tracking data (see Section 6)

2.3 Third-Party Integrations

If you connect third-party accounts (e.g. Google, LinkedIn, Instagram, Zoho), we may collect:

  • Authentication tokens

  • Public profile information

  • Email addresses

  • Social media analytics and engagement data

You can disconnect integrations anytime via your dashboard or through the third-party’s own settings.

3. How We Use Your Information

We process your information to:

  • Deliver, operate, and maintain our services

  • Verify identity and secure accounts

  • Manage billing and payments

  • Send important notifications, updates, and support messages

  • Personalise your user experience

  • Analyse platform usage for improvements

  • Enforce our Terms of Service and prevent abuse

  • Meet legal and regulatory obligations

We process data based on legitimate business interests, your consent, or legal requirements.

4. Data Sharing & Storage

We do not sell your personal information. We may share it as follows:

4.1 Service Providers

We engage trusted third parties who help operate BrokerBuddie.ai, such as:

  • Payment processors (e.g. Stripe, PayPal)

  • Hosting providers (e.g. AWS, DigitalOcean)

  • Analytics tools (e.g. Google Analytics)

  • Communication platforms (e.g. SendGrid, Campaign Monitor, Zoho)

  • CRM and customer support tools

4.2 Data Hosting Location

All BrokerBuddie.ai systems and data are hosted in Australia:

  • Files and documents are stored on Amazon S3 (Sydney region)

  • Platform infrastructure and databases run on DigitalOcean servers in Sydney

This ensures that user data remains within Australian borders, in compliance with Australian Privacy Principles (APPs) and data sovereignty laws.

4.3 Legal & Compliance

We may disclose data if required to:

  • Comply with applicable laws or government requests

  • Protect our legal rights, users, or property

  • Prevent or investigate potential misuse or fraud

  • Ensure public or individual safety

4.4 Business Transfers

If BrokerBuddie.ai undergoes a merger, acquisition, or sale, your information may be transferred to the new entity.

5. Data Retention

We retain your personal data only as long as necessary to provide services, comply with laws, or resolve disputes. When no longer needed, data is securely deleted or anonymised.

You may request data deletion at any time (see Section 9).

6. Cookies & Tracking Technologies

We use cookies and tracking technologies to:

  • Keep you logged in

  • Monitor usage and performance

  • Remember preferences

  • Conduct analytics and marketing activities

You can control cookies through browser settings, but disabling them may affect functionality.

7. Your Privacy Rights

Depending on your location, you may have the right to:

  • Access the personal data we hold about you

  • Request corrections or updates

  • Request deletion of your data

  • Object to or restrict processing

  • Receive a copy of your data in portable format

GDPR (EU/UK Residents)

You also have the right to:

  • Withdraw consent at any time

  • Be informed of automated decision-making

  • Lodge a complaint with a data authority

CCPA (California Residents)

You have the right to:

  • Know what information we collect

  • Request deletion of your data

  • Opt out of data sales (we do not sell data)

  • Be free from discrimination for exercising your rights

To exercise your rights, contact privacy@brokerbuddie.ai.

8. AI & Data Use

BrokerBuddie.ai uses AI services (e.g., OpenAI, Google Cloud, Anthropic) to power document processing, content generation, and automation features.

Some user data may be transmitted to these providers during real-time processing. However:

  • We have explicitly opted out of allowing data to be used for model training

  • Processing occurs in encrypted, stateless sessions

  • Data is not stored by AI providers unless required for technical compliance or saved by you

Business users may configure their own API keys under applicable vendor data terms.

9. Data Security

We employ industry-standard security measures to protect your information, including:

  • SSL/TLS encryption for data in transit

  • Two-factor authentication (2FA)

  • Role-based access control

  • Regular security audits and monitoring

  • Daily backups and secure development practices

While we take extensive precautions, no method of internet transmission is completely secure. Use of BrokerBuddie.ai is at your own risk.

10. Data Breach Response Policy

In the event of a data breach involving personal information, BrokerBuddie.ai will:

  1. Investigate and contain the incident immediately.

  2. Notify affected users as soon as practicable, in compliance with Australian Notifiable Data Breach (NDB) requirements and other applicable laws.

  3. Report the breach to the Office of the Australian Information Commissioner (OAIC) and other relevant authorities if required.

  4. Take corrective action to prevent recurrence, including technical and procedural reviews.

We maintain an internal incident response plan to manage and mitigate any such events promptly and effectively.

11. International Data Transfers

Our services are primarily designed for users in Australia. If you access BrokerBuddie.ai from outside Australia, your information may still be processed within Australia under this Privacy Policy.

We will take reasonable steps to ensure that any international data transfer complies with applicable data protection laws.

12. Policy Updates

We may modify this Privacy Policy at any time to reflect technological, regulatory, or business changes. The most recent version will always be available on our website, with the updated “Effective Date.”

If we make significant changes, we may notify you via email or in-app.

13. Contact Us

For privacy concerns, data requests, or questions about this policy:

BrokerBuddie.ai Privacy Officer
📧 Email: privacy@brokerbuddie.ai
🏢 Address: Ground Floor, 100 Douglas Parade, Williamstown VIC 3016, Australia

14. Additional Legal Protections

  • Compliance: This policy complies with the Australian Privacy Principles (APPs), GDPR, and CCPA.

  • Lawful Basis: We process data based on consent, contract necessity, or legitimate business interest.

  • Retention of Rights: We reserve the right to amend or clarify this policy at any time to meet compliance standards.

  • Dispute Resolution: Any disputes regarding this Privacy Policy shall be governed by the laws of Victoria, Australia, and resolved through the courts of Melbourne.

This Privacy Policy is designed to protect both our users and BrokerBuddie.ai while ensuring compliance with global privacy standards.

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