Privacy policy.
How we collect, use, and protect your information. Written plainly, because privacy policies should be readable.
Last updated October 2026Brain Buddy AI respects your privacy. This policy explains what information we collect when you visit our website or use our services, how we use that information, and the choices available to you.
This policy applies to all visitors of brainbuddy.ai, to customers of Brain Buddy AI Studio at studio.brainbuddy.ai, and to clients who engage our managed SEO, AEO, and GEO services.
Who we are
Brain Buddy AI Pty Ltd (ABN 81 673 063 155) operates the website brainbuddy.ai and the Brain Buddy AI Studio platform at studio.brainbuddy.ai, and delivers managed SEO, AEO, and GEO services to Australian businesses. Our registered office is located at Stone & Chalk, Tech Central Innovation Hub, Level 1, 477 Pitt St, Haymarket NSW 2000, Australia.
When we say "we", "us", or "our" in this policy, we mean Brain Buddy AI Pty Ltd. When we say "you" or "your", we mean anyone who visits our website or uses our services.
What information we collect
We collect information in three main ways. First, analytics data: when you visit our website, Google Analytics 4 (GA4) collects anonymised usage data including pages viewed, time on site, device type, browser, approximate geographic location, and referral source. GA4 uses first-party cookies to distinguish unique visitors. We do not enable Google Signals or advertising features.
Second, form submissions: when you complete a contact form, audit request, or enquiry form on our site, we collect the information you provide. This typically includes your name, email address, phone number, business name, website URL, and any message you include.
Third, chatbot conversations: if you interact with our AI chatbot, we collect the content of those conversations to improve our service and respond to your enquiry. Conversations may be stored in our database for follow-up purposes.
How we use your information
We use your information to respond to enquiries and deliver the services you have requested. Analytics data helps us understand how visitors use our website so we can improve content, navigation, and performance. Form submissions are used to contact you about our services, schedule consultations, and send relevant materials you have requested.
We may also use your email address to send occasional updates about our services, new features, or industry insights. You can unsubscribe from these communications at any time by clicking the unsubscribe link in any email or by contacting us directly.
AI agent data
When you deploy a Brain Buddy AI agent on your website through our Studio platform, we process conversation data between the agent and your website visitors. This data is used to power the AI agent's responses and functionality, to suggest changes to the agent's instructions when our team runs an improvement review, and to provide you with analytics and conversation insights.
You are responsible for ensuring your website visitors are informed about the use of AI agents and any data collection that occurs through them.
Google user data
Some of our features connect to a Google account, and only when you choose to connect one. This section explains what Google user data those features access, how we use, store and share it, and how to remove our access. It covers the Google Sheets integration in Studio and the Google Analytics, Google Search Console and Google Business Profile connections we use for managed SEO clients.
Google Sheets (Studio). When you connect Google Sheets to a Brain Buddy AI agent, you sign in with Google and grant access only to the spreadsheet Brain Buddy AI creates for your leads, along with your Google account email address. When you connect, we create a new spreadsheet in your Google Drive, named after your business, with a Leads tab and a header row. If you connect again later, we keep using that spreadsheet, or create a new one if the account you connect cannot open it. We use that access only to add a row to that spreadsheet each time your agent captures a new lead. The row holds the date, the visitor's name, email address and phone number, where the visit came from, and a link to the conversation in your Studio dashboard. Before adding a row we check the names of the tabs in that spreadsheet, so we can add the Leads tab back if it has been removed. We do not read the rows in that spreadsheet, and we never open any other file in your Google Drive. Your Google email address is shown in Studio so you can see which account is connected.
Google Analytics and Google Search Console (managed SEO). When you, or our team with your permission, connect your Google Analytics or Google Search Console account, we receive read-only access to the reports for the properties and sites selected. We use this data only to deliver and report on the SEO work you engaged us for: your monthly reports, keyword and ranking tracking, and content performance analysis. Some of that analysis uses Anthropic's Claude AI model, which receives the relevant Search Console figures (search queries, pages, clicks, impressions and average positions) and returns insights for your account.
Google Business Profile (managed SEO). The same connection asks for access to your Google Business Profile. Google does not offer a read-only Business Profile permission, so the consent screen describes full access, but we only read: the business accounts you can access and, for each location, its name, address, phone number, categories, website, map location, store code and profile description. We use these details to check and report on your local search presence. We never create, edit or delete a listing, and these details are not sent to an AI model.
How we store it. Google access tokens are stored in our database, where access is restricted to our servers and authorised staff. They are never shown to other users. All data is encrypted in transit and at rest. Studio data, including Google Sheets tokens and AI agent conversations, is hosted in Supabase's Tokyo (ap-northeast-1) region. Website and managed SEO data, including the Google tokens and details for Analytics, Search Console and Business Profile, is hosted in Supabase's Sydney (ap-southeast-2) region.
How we share it. We do not sell Google user data, use it for advertising, or use it to build profiles of you. We share it only with the service providers that help us deliver these features (Supabase for hosting and Anthropic for the analysis described above), only as needed to provide them, or where the law requires it. Our team views your Google Analytics, Search Console and Business Profile data only to deliver the SEO service you engaged us for, and does not view Google Sheets data unless you ask us to (for example, for support), it is needed for security, or the law requires it.
AI models. We do not use Google user data to develop, improve or train generalised AI or machine learning models. Anthropic processes the Search Console data described above only to return results to us, under commercial terms that do not allow it to train its models on that data.
Removing access. You can disconnect Google Sheets at any time in your agent's Google Sheets settings in Studio, which deletes the stored Google tokens straight away. Rows already added stay in your spreadsheet, which you own. You can also remove Brain Buddy AI's access to your Google account at any time at https://myaccount.google.com/permissions, and you can ask us at info@brainbuddy.ai to delete stored Google Analytics, Search Console or Business Profile tokens and data, which we will do within 30 days.
Brain Buddy AI's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.
Third-party services
We use a small number of trusted third-party services to operate our website and deliver our services. Google Analytics 4 (provided by Google LLC) processes anonymised website analytics data. Google's privacy policy applies to data processed by GA4.
Supabase (provided by Supabase Inc.) hosts our database and authentication services. Form submissions and managed SEO client data are hosted in Supabase's Sydney (ap-southeast-2) region. Studio data, including AI agent conversations, is hosted in Supabase's Tokyo (ap-northeast-1) region.
Anthropic (provided by Anthropic PBC) supplies the AI models that power Brain Buddy AI agents and some of our SEO analysis. It processes conversation content and, as described under Google user data, Search Console figures only to return results to us, and does not train its models on that data.
Resend (provided by Resend Inc.) handles transactional email delivery. When we send you an email response to a form submission or enquiry, Resend processes your email address and the email content.
We do not sell, rent, or trade your personal information to any third party. Each service provider listed above processes data only as necessary to provide their specific function.
Data retention
We retain analytics data in Google Analytics for 14 months, after which it is automatically deleted. Form submissions and chatbot conversations are retained for as long as they remain relevant to an active client relationship or enquiry, and are deleted within 12 months of the relationship ending. Google access tokens are kept until you disconnect the integration or ask us to delete them.
If you request deletion of your data at any time, we will action that request within 30 days, subject to any legal obligations that require us to retain certain records.
Data security
We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access. All data transmitted between your browser and our website is encrypted using TLS (HTTPS). Database access is restricted to authorised personnel and protected by row-level security policies.
While we take security seriously, no method of transmission or storage is completely secure. We cannot provide an absolute assurance of security, but we are committed to following industry best practices.
Your rights under the Australian Privacy Act
Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), you have the right to access the personal information we hold about you. You may request a copy of your data at any time by contacting us at the email address below.
You also have the right to request correction of any personal information that is inaccurate, out of date, incomplete, or misleading. If you believe we have breached the APPs, you may lodge a complaint with us, and we will investigate and respond within 30 days. If you are not satisfied with our response, you may escalate the complaint to the Office of the Australian Information Commissioner (OAIC).
Changes to this policy
We may update this privacy policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the "Last updated" date at the top of this page. We encourage you to review this page periodically.
Contact us
If you have any questions about this privacy policy, wish to access or correct your personal information, or want to make a complaint, please contact us.
Email: info@brainbuddy.ai
Brain Buddy AI Pty Ltd, Stone & Chalk, Tech Central Innovation Hub, Level 1, 477 Pitt St, Haymarket NSW 2000, Australia.