Privacy

Privacy, in plain language.

What Kaizen collects, why we need it and what happens when you talk to Mara.

Last updated 27 August 2026

The short version.

  1. Browse without introducing yourself.

    You can read the public website without giving Kaizen your name.

  2. Mara asks for five details first.

    First name, role, company, business type and work email make the conversation relevant and let us send the plan.

  3. Your email stays with Kaizen.

    The AI model receives your business context and conversation, but not your work email.

  4. Your plan has a clear route home.

    It appears on screen, and we use your email to send copies. A private Plan ID may reopen it for up to 30 days.

Who this policy covers.

Kaizen ICT Pty Ltd, called Kaizen, we or us on this page, helps businesses make important work visible, repeatable and less dependent on one person.

This policy covers this website, Mara and enquiries made through the website. Work we perform for a customer may also be covered by a signed agreement with its own privacy terms.

What we collect.

What we collect depends on what you choose to do.

  • When you use Mara: first name, role, company, industry or business type, work email, conversation content and the plan Mara prepares.
  • When you contact us: the details in your email or other correspondence.
  • When the website runs: basic technical and security records created by our hosting providers, such as request times, IP address, browser information and error details.

Please leave sensitive or secret information out.

Do not give Mara passwords, access keys, customer records, health information or confidential material. Describe the shape of the work without naming people or exposing protected information.

Why we use it.

We use information to run the Mara conversation, prepare and deliver your plan, follow up about the brief, answer enquiries, protect and maintain the website, and meet legal obligations.

We do not sell or rent personal information.

What happens when you talk to Mara.

Mara is Kaizen’s guided AI planning tool. She helps you examine one piece of work and prepare possible next steps. She does not implement a change or make a significant decision for your business.

Before the conversation

  • Your contact and business details are sent to Kaizen so we can deliver the plan and follow up.
  • Your first name, role, company and industry or business type are provided to the AI model as conversation context.
  • Your work email is not provided to the AI model.

During the conversation

  • The full conversation is sent to the AI model so Mara can respond in context.
  • Your browser holds the visible transcript while the session is active.
  • Kaizen’s application does not save that transcript as a lead or plan record.
  • Kaizen sends model requests with API response storage turned off.

Kaizen currently uses OpenAI’s API. OpenAI states that API data is not used to train its models by default unless a customer chooses to share it. Limited content and metadata may still be kept for security and abuse monitoring under OpenAI’s current data controls. You can read OpenAI’s API data controls.

Your completed plan and how long we keep it.

When you finish, the plan is shown in your browser. Kaizen then tries to send a copy to you and our team by email. If delivery fails, the plan remains on screen. The conversation transcript is not included in those messages.

If private plan storage succeeds, the plan is encrypted before it is stored. The saved record contains the plan and its dates. It does not contain your contact details, business profile, transcript or session token.

Your Plan ID works like a temporary key. Anyone with it can open the plan, so keep it private. Access expires after 30 days. Kaizen removes expired records when our system encounters them, although copies in provider infrastructure, backups or deletion queues may take longer to disappear. Keep the on-screen or emailed plan if you need a lasting copy.

Emails, enquiry records and security records may be kept for as long as reasonably needed to manage the relationship, troubleshoot the service and meet legal obligations.

Who helps us provide the service.

We share information only where it is reasonably needed to run the website, provide Mara, communicate with you or comply with the law. Recipients may include:

  • Kaizen staff and contractors who need the information for their work
  • OpenAI for the participant context and conversation
  • Microsoft 365 for email delivery
  • cloud hosting and private storage providers
  • professional advisers, regulators or authorities where required

Some providers use global infrastructure and may process information outside Australia, including in the United States. Their own contracts, privacy terms and security controls also apply.

Cookies, tracking and security.

This version of the website does not use advertising cookies or analytics tags. Our providers may still create strictly necessary technical records to deliver pages, protect the service and investigate faults or misuse.

We use access controls, server-side credentials and encryption for saved plans. No internet service can promise absolute security. Email us promptly if you think your information or Plan ID has been exposed.

Access, corrections and complaints.

You can ask what personal information we hold about you, request access or ask us to correct it. We may need to confirm your identity first, and legal exceptions can apply.

If you have a privacy complaint, tell us what happened and what outcome you are seeking. We will investigate and respond within a reasonable time. If you are not satisfied, you can contact the Office of the Australian Information Commissioner.

Changes and contact.

We will update this policy when our website, providers or information handling changes. The current date will always appear at the top of this page.

Questions, requests and complaints can be sent to:

admin@kaizenict.com.au