Who this policy covers.
Kaizen ICT Pty Ltd, called Kaizen, we or us on this page, takes routine work off the people in a business so they can get back to customers and growth.
This policy covers this website, Upside, our free consultation, 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 book a consultation: first name, last name, email, phone, business name, team size, the job you want to talk about, your website if you give it, the time you choose and your time zone. We also record the internet address the booking came from, so we can limit repeat bookings and misuse.
- When you ask for a consultation through a Facebook or Instagram form: the details in the form, such as your name, email, phone, business, team size and the job you want to talk about, and which of our ads you came from. Meta collects them under its own privacy policy and passes them to us, and we email you a link to pick a time.
- Before the consultation, from public sources: information about your business and your role in it that Upside finds on your website and through a web search, such as what the business does, where it works, its news and reviews, and public mentions of you in your work, such as your role or an industry award. We do not look for information about your private life, and we do not use LinkedIn.
- During the consultation: a written transcript of what you and Upside say, the figures you give, such as hours, rates and what you would put in, and a summary of the job and the numbers.
- 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, internet address, browser information and error details.
Please leave sensitive or secret information out.
Do not give Upside passwords, access keys, customer records, health information or confidential material. Talk about the shape of the work without naming other people.
Why we use it.
We use information to run your consultation, prepare and send your summary, prepare a proposal and price, follow up with you, answer enquiries, protect and maintain the website and Upside, and meet legal obligations.
We do not sell or rent personal information.
What happens when you talk to Upside.
Upside is Kaizen’s expert-trained AI. It runs a free consultation of up to 15 minutes about one job in your business. It does not make decisions for your business and it does not quote prices. A person at Kaizen prepares any proposal.
Before the consultation
- If you give your website, Upside reads its public pages first, so the consultation starts with your business.
- Upside then searches the web for your business and for your role in it. The searches use your name, your business name, your website and the domain of your email address, such as yourbusiness.com.au. It looks only for business and professional information, and it skips LinkedIn.
- It writes short notes, with the sources it used. Your name, business, team size, the job you described and those notes are given to the AI model so the consultation is relevant. Public information can be out of date, so Upside checks anything it is unsure of with you.
- Your phone number and full email address are not given to the AI model.
During the consultation
- Your voice goes to the AI model as you speak, so Upside can listen and reply.
- The conversation is transcribed as it happens, and the transcript is saved with your booking.
- Kaizen does not save a recording of your voice.
- The consultation ends by itself at 15 minutes. Upside may end it sooner if it is not going anywhere.
After the consultation
- We email you a summary with your numbers and a first step.
- Kaizen’s team receives a report with your booking details, the notes Upside made beforehand and their sources, your numbers and the transcript, so someone can come back to you with a proposal and a price.
Upside uses Microsoft’s Azure OpenAI service. Microsoft states that the conversation is not used to train its models or OpenAI’s, and is not shared with OpenAI. Kaizen uses a global deployment, so the conversation may be processed in any country where Microsoft runs the model. Microsoft may keep limited data in the United States to check for misuse. You can read Microsoft’s data, privacy and security terms for its AI models.
The web search before your consultation runs through Microsoft Bing. The search queries are sent to Bing, outside the Azure service described above, and Bing handles them under the Microsoft Privacy Statement.
What we keep, and for how long.
Your booking, the notes Upside made before the consultation, the transcript, the summary and the team’s report are kept in Kaizen’s booking system, which is hosted in Australia, and in Kaizen’s email. Your contact details, the job you described and the consultation’s numbers and scope also go to the team’s chat, so someone can follow up. The transcript stays in the booking system. The booking link we send you is private. Anyone with it can join your consultation, so do not share it.
We keep these records for as long as reasonably needed to follow up, prepare and deliver any work, manage the relationship and meet legal obligations, and then delete them. You can ask us to delete them sooner.
Mara, our earlier planning tool, has been replaced by Upside. Plans Mara saved could be reopened for 30 days, and expired plans are removed.
Cookies, tracking and security.
This website and Upside do 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 encrypted storage. No internet service can promise absolute security. Email us promptly if you think your information or booking link has been exposed.
Access, corrections and complaints.
You can ask what personal information we hold about you, request access, or ask us to correct or delete 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, Upside, our providers or the way we handle information changes. The current date will always appear at the top of this page.
Questions, requests and complaints can be sent to: