Privacy Policy

ProCited is an AI Visibility consultancy specialising in AI Visibility Optimisation (AIVO).

This Privacy Policy explains how [insert legal entity name], trading as ProCited, collects, holds, uses and discloses personal information in connection with this website, enquiries and the consultancy services we provide.

We handle personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 and the Australian Privacy Principles where they apply to us.

This policy applies to website visitors, prospective clients, clients, suppliers, professional contacts and other individuals who interact with ProCited.

It does not apply to information that is not personal information under applicable law.

The kinds of personal information we may collect depend on how you interact with us.

They may include:

• Identity and contact information: your name, job title, business name, email address, telephone number and business address.
• Enquiry and communication information: messages, meeting notes, preferences, feedback and correspondence.
• Business and project information: website details, service information, market information, business profiles, project requirements and client-approved materials.
• Account and transaction information: proposals, contracts, billing information, payment details and transaction records where we provide paid services.
• Website and technical information: IP address, browser type, device information, referring pages, pages viewed, approximate location, timestamps and cookie or analytics identifiers.
• Publicly available information: business information, professional profiles, publications, directories, reviews and other publicly accessible material relevant to AI Visibility research.
• Other information: information you choose to provide or that is reasonably necessary for our work and business operations.

In most cases, we only need business contact details and business-related information to handle an enquiry or engagement.

We do not generally need sensitive personal information, and we do not want passwords submitted through an ordinary website form.

Please do not provide sensitive personal information, such as information about health, ethnicity or criminal history, unless we have specifically requested it for a lawful and necessary purpose and you choose to provide it.

We may collect personal information:

• directly from you through forms, email, telephone calls, meetings, proposals, contracts and project work
• from your employer, authorised representative, referral partner or another person involved in an engagement
• from publicly available websites, professional profiles, directories, publications, search results, reviews and AI-generated responses
• automatically when you use our website, through cookies, server logs and analytics technologies
• from service providers that support our website, communications, scheduling, billing, analytics and business operations.

Where practical, you may interact with us without identifying yourself or by using a pseudonym.

This may not be practical where we need to prepare a proposal, enter into a contract, verify authority, deliver services or comply with legal obligations.

We may collect, hold, use and disclose personal information to:

• respond to enquiries and communicate with you
• assess whether and how we can provide services
• prepare proposals, contracts, reports, content and other deliverables
• provide AI Visibility Strategy Sessions, AI Visibility Audits, AI Conversation Strategy, Echo Creation, Ongoing Echo Growth and related consultancy services
• manage client, supplier and professional relationships
• process invoices and payments
• operate, secure, analyse and improve our website and services
• maintain business records and administer our operations
• send service information or marketing communications where permitted
• prevent fraud, misuse, security incidents or unlawful activity
• comply with legal obligations and resolve disputes
• carry out another purpose with your consent or as otherwise permitted by law.

ProCited's work may involve reviewing how publicly available information appears in search engines, AI assistants and other third-party platforms.

We may submit business-related prompts, review generated responses and record visible sources, mentions, recommendations or errors for research and service delivery.

Most AI Visibility research focuses on public or client-approved information and how that information is represented across the wider web.

We do not intentionally submit passwords, highly sensitive personal information, customer records or confidential documents to third-party AI systems through ordinary research prompts.

Where an engagement requires the use of client-supplied non-public information with an AI tool, we will only do so where:

• the client has expressly authorised the specific use
• the use is lawful
• the information is reasonably necessary for the agreed work
• an appropriate process has been agreed.

Third-party AI and search platforms operate under their own terms and privacy practices.

Clients should not provide confidential or personal information for use in those systems unless an agreed process is in place.

Our website may use cookies and similar technologies to operate the website, remember preferences, understand traffic, improve performance and protect security.

Depending on the tools used on the live website, these may include:

• Essential technologies: required for security, website forms and core site functions.
• Analytics technologies: used to understand how visitors find and use the website.
• Preference technologies: used to remember settings or choices.
• Marketing technologies: used only where they have been implemented and are permitted.

You can manage cookies through your browser and, where available, through consent controls offered on the website.

Blocking some technologies may affect website functionality.

The published version of this policy should identify the actual analytics, form, scheduling, advertising and consent tools used by ProCited.

A separate Cookie Notice may also be provided where appropriate.

We may disclose personal information where reasonably necessary to:

• website hosting, cloud storage, email, CRM, analytics, form, scheduling and technology providers
• payment, accounting and invoicing providers
• contractors, consultants and specialist service providers assisting with an engagement
• professional advisers, including legal, accounting, insurance and security advisers
• a client and authorised people involved in the engagement
• government agencies, regulators, courts or law-enforcement bodies where required or authorised by law
• a purchaser, investor or adviser in connection with a proposed business transaction, subject to appropriate confidentiality arrangements
• another person with your consent or as otherwise permitted by law.

We do not sell personal information.

Some technology and service providers may store, process or access personal information outside Australia.

The locations depend on the providers used for hosting, email, analytics, CRM, cloud storage, scheduling, payment processing and project delivery.

Where Australian privacy law applies to an overseas disclosure, we will take the steps required by law.

The countries or regions in which overseas recipients are likely to be located include:

[Insert verified countries or regions after reviewing all service providers.]

We take reasonable steps appropriate to our circumstances to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

These measures may include:

• access controls
• authentication and password protection
• secure technology providers
• backups
• contractor and adviser confidentiality requirements
• review of information-handling practices.

No internet transmission or storage system is completely secure.

You should not send passwords, customer records, highly sensitive personal information or confidential documents through an ordinary website form or unencrypted email unless an agreed secure process is in place.

Where required by law, we will notify affected individuals and the Office of the Australian Information Commissioner of an eligible data breach.

We retain personal information only for as long as reasonably necessary for the purposes described in this policy.

We may also retain information where necessary to:

• maintain business and project records
• manage contracts and payments
• resolve disputes
• comply with legal, tax, insurance and professional obligations.

When personal information is no longer required, we take reasonable steps to delete it or de-identify it, subject to legal and legitimate record-retention requirements.

ProCited should maintain documented retention periods for enquiries, contracts, invoices, project records, client-supplied reports, analytics data and backups.

We may send you information about ProCited's services, insights or events where you have consented or where otherwise permitted by law.

Submitting an enquiry does not automatically subscribe you to marketing communications.

You can unsubscribe from marketing communications at any time by using the unsubscribe link provided or by contacting us.

Transactional and service communications may still be sent where they are necessary to manage an enquiry, contract or active engagement.

You may request access to personal information we hold about you.

You may also ask us to correct personal information that is inaccurate, out of date, incomplete, irrelevant or misleading.

Contact the ProCited Privacy Contact using the details below.

We may need to verify your identity and authority before providing access or making a correction.

We will respond within a reasonable period and explain any lawful reason for refusing a request.

If you have a privacy question or believe ProCited has mishandled your personal information, contact the ProCited Privacy Contact below.

Please provide enough information for us to understand and investigate the issue.

We will:

• acknowledge and assess the complaint
• investigate where appropriate
• communicate the outcome within a reasonable period.

If you are not satisfied with our response, you may be entitled to contact the Office of the Australian Information Commissioner or another applicable regulator.

Our website may link to third-party websites, AI platforms, directories, publications or service providers.

ProCited does not control the privacy practices of those third parties.

You should review the privacy policy of each third party before providing personal information.

ProCited's website and services are not designed for children.

We do not knowingly seek to collect personal information from children through this website.

We may update this policy when our practices, providers, services or legal obligations change.

The current version will be published on this page with its last-updated date.

Privacy enquiries, access requests, correction requests and complaints can be directed to: