Privacy policy

Who we are

Cobotic is a trading name of No Stone IT Services, ABN 97 650 010 530 ("we", "us"). This policy covers cobotic.com.au and the services we sell under the Cobotic name. We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

What we collect

• Website use. Google Analytics and Microsoft Clarity record the pages you visit, what you click, how you scroll, your browser and device, and your approximate location. Clarity also makes recordings of how the page was used. Both set cookies or similar browser storage.
• A link reference. Links in our emails can carry a short reference to your business. If you arrive through one, your browser keeps that reference so we can see which of our pages people from your business viewed.
• Contact form. Your name, work email, company and message.
• Test Drive. The ticket export you choose to upload, after contact names, email addresses, phone numbers, IP addresses and signature blocks are removed in your browser. To see the report you give your name, work email, MSP name and monthly ticket volume.
• Bookings. Your name, email, the time you book and anything you tell us about the call.
• Emails. What you send us when you reply to us or write to us.
• Business contact details. Your name, role, business, company registration details, and work email or phone, plus facts about your business such as its size, the systems it uses and the roles it is hiring for. We get these from public sources such as company websites, LinkedIn and Companies House, and from our business data provider, Apollo.io, so we can contact you about Cobotic.
• Client service. When an MSP engages us, we work in its PSA, which holds its staff's and clients' details. We handle that information for the MSP, under our agreement with it.

You can browse this site without telling us who you are. We need your name and email to reply to you or send you a Test Drive report.

Why we use it

• To reply to you, book and run calls, and send what you asked for.
• To run the Test Drive and show you its report.
• To deliver our services to MSP clients.
• To understand how the site is used and make it better.
• To contact businesses about Cobotic. Every email gives you a simple way to tell us to stop, and we do.

We do not sell personal information.

Who we share it with

We share personal information only with the service providers that run parts of our business, and only for that purpose:

• Cloudflare, which hosts this website and the Test Drive and checks for bots.
• Google, for Google Analytics.
• Microsoft, for Microsoft Clarity and our email.
• Formspree, which receives contact form and Test Drive details and passes them to us by email.
• Anthropic, whose AI models process ticket text for the Test Drive and for client AI workflows.
• Apollo.io, our business data provider, which also holds our outreach contact list and sends our outreach emails from our mailboxes.
• Resend, for the emails Cobotic sends clients, including alerts.
• Stripe, for payments.
• Xero, for our accounts.

We may also disclose information where the law requires it.

Overseas disclosure

Several of these providers process data outside Australia, including in the United States. Anthropic processes ticket text outside Australia, and it may be processed in the United States or other countries. Google, Microsoft, Cloudflare, Formspree and Apollo.io may store or process data in the United States and other countries.

If you are in the UK or EU, we are based in Australia, so we handle your personal information outside the UK and EU. Where UK or EU law requires a safeguard for a transfer to one of our providers, we rely on the safeguard that provider offers, such as standard contractual clauses or its certification under the UK or EU data framework with the United States. Email us for details of the safeguard and a copy of it.

How we store and protect it

Your tickets stay in your PSA. To run an AI workflow, we send the ticket text that workflow needs to Anthropic. Anthropic, not Cobotic, stores that text and the result. Anthropic deletes them from its systems within 30 days, unless it needs to keep them longer to enforce its Usage Policy or to comply with the law. If its automated safety systems flag content, Anthropic may keep the text and the result for up to 2 years and its safety scores for up to 7 years. Anthropic does not train its models on this data.

We take reasonable steps to protect personal information from misuse, loss and unauthorised access.

For clients, we keep the owner's name and email for 30 days after the service stops, and invoices and billing records for 5 years from the invoice. Our database restore points keep deleted items for up to 30 more days. They then clear.

One-way hashes of your PSA address and card fingerprint, to enforce one First Month per business, kept 3 years after your account is deleted.

For outreach, we keep business contact details for up to 12 months after we last contact you, unless you become a client. If you ask us to stop, we keep only your email address, your business and the date you asked, so we do not contact you again.

We keep other personal information only as long as we need it for the purposes above, or as the law requires. If a data breach is likely to cause serious harm, we will notify you and the Office of the Australian Information Commissioner as the Notifiable Data Breaches scheme requires.

Our security and data handling page has more detail.

Cookies and analytics

You can block or delete cookies in your browser settings, and the site still works. Google offers a browser add-on that stops Google Analytics collecting your visits. We do not use these tools for advertising.

Access and correction

You can ask for a copy of the personal information we hold about you, or ask us to correct it. Email us and we will respond within 30 days. If we cannot give you access, we will tell you why.

If you are in the UK or EU

This section applies if you are in the United Kingdom or the European Union. It adds to the rest of this policy. The business named under "Who we are" controls your personal information.

Why we may use it. We contact people who run IT service businesses about Cobotic because we have a legitimate interest in telling them about a product that can help their business. We use work details only, send a small number of emails, and stop as soon as you ask. We use the other information in this policy to do what you ask us to, to deliver our services under contract, or for our legitimate interest in running and improving our business.

Where your details came from. If we emailed you before you contacted us, we got your name, role, business and work email from our business data provider, Apollo.io, and from public sources such as your company website, LinkedIn and Companies House.

Your right to object. You can tell us at any time to stop using your details for marketing. Reply "stop" to any of our emails, or email [email protected]. We will stop, and we will not contact you again.

Your other rights. You can ask us for a copy of your personal information, and ask us to correct it, delete it or limit how we use it. You can also object to any use we base on our legitimate interests. Email us and we will reply within one month.

Complaints

If you think we have mishandled your personal information, email us with the details. We will look into it and reply in writing within 30 days.

If you are not satisfied with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

If you are in the UK, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. If you are in the EU, you can complain to the data protection authority in your country.

Contact us

Email [email protected].

For support, email [email protected].

Or write to us at Level 18, 360 Queen Street, Brisbane City QLD 4000.

No Stone IT Services, trading as Cobotic. ABN 97 650 010 530.

Changes to this policy

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