Privacy policy

About this policy

This policy explains how Keo Collective Pty Ltd T/A The Lead Engine (ABN 13 702 528 603, ACN 702 528 603) ("we", "us"), handles personal information. It follows the Australian Privacy Principles in the Privacy Act 1988.

Lead Engine handles two kinds of personal information, and we treat them differently:

About you: the people who sign up for the lessons or the CRM, and visitors to our own website. We decide how this is used, and this policy covers it in full.
About your clients: the people a Lead Engine business adds to its CRM, or who fill in a form on that business's microsite. The business decides how this is used. We look after it on the business's behalf and only use it to run Lead Engine for that business. See "Information businesses keep in Lead Engine" below.

What we collect about you

Sign-up details: your name, business name, email, mobile, profession and your answers to our sign-up questions.
Your account: your sign-in email, team members' names and emails, your settings and your Company page (for example services, licence or registration numbers, owner bio and photo, reviews, service area).
Lessons: which lessons you've opened and finished, and your answers to lesson questions.
Payments: your plan, token packs, invoices and payment status. Card details go straight to our payment provider, Stripe. We never see or keep your full card number.
How you use Lead Engine: pages viewed, features used, device and browser type, IP address and error logs. We use these to keep the service secure and working, and to offer help if you're not getting set up.
Messages with us: emails, calls and support requests.
Connected accounts: if you connect a social media account through Buffer, we keep the access token needed to post for you, never your password.

How we collect it

Mostly from you: when you sign up, fill in your Company page, use the CRM or contact us. Some comes from your device when you use our website or CRM (see "Cookies and similar tools"). If you sign up through a link from one of our campaigns, we note which campaign brought you.

How we use your information

To set up and run your account, lessons and CRM.
To send the lessons and messages you asked for, by email and text.
To bill you and keep financial records.
To build your campaigns from your Company page details.
To give support, fix problems and keep Lead Engine secure.
To improve Lead Engine, using usage information where possible without identifying you.
To tell you about changes to Lead Engine, your account or these policies.
To send you marketing about Lead Engine, if you agreed. You can unsubscribe from any marketing email or text at any time. We'll stop within 5 working days.

Information businesses keep in Lead Engine

When a business uses Lead Engine, it adds people to its CRM: its clients, enquiries, referral partners and people who fill in its microsite forms. For this information:

The business is responsible for it. The business decides what to collect and how to use it, and must have its own privacy policy and the consent needed to email or text people.
We only handle it to run Lead Engine for that business. For example, storing it, sending that business's emails and texts, showing its pages and working out its page analytics.
We don't sell it, use it for our own marketing or share it with other businesses.
Unsubscribes: every email and text sent through Lead Engine includes a way to unsubscribe. When someone unsubscribes, Lead Engine stops sending that business's campaigns to them.
Questions about your information: if you're one of a business's clients, contact that business first. If you can't reach them, contact us and we'll help where we can.

We don't sell personal information. We share it only with the service providers that help run Lead Engine, and only what each one needs:

Cloudflare: hosts Lead Engine and stores its data. It also sends email, runs the security check on our forms and provides basic website analytics.
Stripe: processes plan and token pack payments.
Texto: an Australian text message provider that sends texts to the mobile numbers they're addressed to.
Buffer: posts to social media accounts, only if a business connects one.
Anthropic: provides the AI model used by optional writing features ("Polish with KEO" and "Write one for me"). It receives the words being written, the campaign details and the business details needed to write them. We don't send it the business's list of people.
ElevenLabs: turns our lesson scripts into spoken narration. It receives lesson text only, never personal information.

We may also share information if the law requires it, to protect people's safety, or with professional advisers (for example our accountant or lawyer) who must keep it confidential.

Information stored or sent overseas

Some of our service providers store or process information outside Australia, mainly in the United States and in other countries where Cloudflare runs its network. We choose providers with strong security and privacy commitments, and we only share what they need to provide their service.

Cookies and similar tools

Signing in: we use a cookie to keep you signed in. Lead Engine doesn't work without it.
Saving your place: your browser may store small settings, such as lesson progress, on your device.
Security: Cloudflare's security check (Turnstile) helps stop automated sign-ups. It may read technical details from your browser.
Analytics: we count visits to our pages and to businesses' microsites, and whether campaign emails are opened or clicked. We use this to show businesses how their campaigns are going. We don't use advertising cookies to follow you across other websites.

Keeping information safe

Information is sent over encrypted connections (HTTPS) and stored with our hosting provider. Access inside Lead Engine is limited by sign-in, and each business can only see its own data. Only a small number of our people can access account data, and only when they need to, for example to fix a problem you've reported.

If a data breach is likely to cause serious harm, we'll tell the people affected and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.

How long we keep it

While your account is open, we keep your information so the service works.
After you cancel, you can still sign in and download your people list for 90 days. After that we delete your account data, including the people in your CRM.
We keep billing and tax records for as long as the law requires (usually 5 years).
Backups are overwritten on a regular cycle, so deleted information can remain in backups for a short time.

Seeing or correcting your information

You can see and change most of your information in your CRM (Settings and Company). You can also ask us for a copy of the personal information we hold about you, or ask us to correct it. Email hello@keocollective.com. We'll reply within 30 days. We may need to confirm who you are first. If we can't do what you ask, we'll tell you why.

Children

Lead Engine is for businesses, and our own services are not for people under 18.

Complaints

If you have a concern about how we've handled your personal information, email hello@keocollective.com with the details. We'll acknowledge it within 5 working days and aim to resolve it within 30 days.

If you're not happy with our response, you can complain to the Office of the Australian Information Commissioner (OAIC): oaic.gov.au or 1300 363 992.

Changes to this policy

We may update this policy as Lead Engine changes. The date at the top shows the latest version. If a change matters to you, we'll email you before it starts.

Contact us

Keo Collective Pty Ltd T/A The Lead Engine

ABN 13 702 528 603 · ACN 702 528 603

Suite 1208, 530 Little Collins Street, Melbourne VIC 3000

Phone: 03 9088 8054 · Email: hello@keocollective.com