Privacy Policy

This policy is from Fab Data Solutions Pty Ltd (ABN 37 647 641 950, ACN 647 641 950), trading as FDX Solutions, of 508 Port Hacking Road, Caringbah South NSW 2229, Australia (“FDX”, “we”, “us”). It covers FDX All-in-one AI, also called FDX OS, at www.fdx-solutions.com.

We handle personal information under the Privacy Act 1988 and the Australian Privacy Principles. We look after two groups of people:

• Our customers and their staff, the businesses that use FDX and the people they invite.
• The people those businesses deal with, such as their customers, enquiries and leads. We handle their details for the business, to run FDX for it.

• Your data is never used to train AI models.
• The AI runs through the AI provider’s business service, under terms that say it does not train on what we send it.
• Before any text reaches the AI, our masking service swaps private details for placeholders: email addresses, phone numbers, street addresses, tax file numbers, ABNs, Medicare numbers, bank and card numbers, and health notes. People’s names are not masked. If anything still looks like an email address or phone number, the request is stopped. The real details are put back only in the answer you see.
• Each business’s AI agent runs in its own separate box, and one business can never see another’s data.

• Your account: your name, email address, mobile number, time zone and role. If you sign in with Google or Microsoft, we get your name and email address from them.
• Your business: its name, settings, departments, agents, tone, opening and booking hours.
• Billing: your plan, invoices and billing email. Stripe handles your card. We never see or store your card number.
• What goes through FDX: messages, emails, website form enquiries, bookings, contacts, notes, files and your agents’ memory.
• Leads: public business listings from Google (name, address, phone number, website and rating), and an email address a business publishes on its own website, with the page we found it on.
• Use of the service: how many AI credits you use, a record of each AI request for billing, and a log of changes in your workspace showing who made them and when.
• Technical details: login cookies. When someone sends a website form, we keep a scrambled code of their internet address for a day to stop abuse.

• To run FDX: answer messages, draft emails, book appointments, find leads and write your daily summary.
• To send messages you approve, or that you set to go out on their own.
• To bill you, and to give each business only one free trial.
• To support you, keep FDX safe and stop misuse.
• To meet our legal duties, and to tell you about important changes.

We do not sell personal information, and we do not use it for advertising. We may email account owners about changes to the product. You can opt out of these emails at any time.

You can connect your own Gmail and Google Calendar, or your Outlook email and calendar. FDX only connects when you press Connect and agree on Google’s or Microsoft’s own screen, and you can disconnect at any time in Config, Channels or in your Google or Microsoft account.

• What we read: new emails in your inbox (who sent them, the subject, the text and attachments) so FDX can show them in Messages, sort them and draft a reply for you to approve; the emails in folders you open in FDX, such as Sent, Junk and Trash, read when you open them and not stored; and your calendar’s busy times and entries, so FDX only offers times you are free.
• What we write: emails you send or approve, sent from your own mailbox; calendar entries for bookings; and moving an email to Trash, Archive or back to the Inbox when you ask.
• What we never do: sell this data, use it for advertising, let people read it except where you ask us to help or the law requires it, or use it to train AI models. Text sent to the AI to sort an email or draft a reply is masked first (see Our promise about AI) and is used only for that.
• When you disconnect, we stop reading straight away and delete the stored sign in (for Outlook, it is kept only while your Outlook calendar stays connected). The emails that came from that mailbox are removed from FDX at the same time.

FDX’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

We use these companies to run FDX. They only get what they need for their part.

We may also share information when the law requires it, for example with a court or the police.

Our database, the AI agent boxes, the masking service and the voice service are in Sydney. Some of the companies above process data outside Australia, so we cannot promise that all your data stays in Australia.

Data may go to the United States (Anthropic, Google, Stripe, Meta, ElevenLabs and Vercel’s server logs), to the United States and other regions for Microsoft (depending on your own Microsoft account), to Japan (Resend, which sends and receives email) and to the United Arab Emirates (Telegram). These are the places where those companies process data. Telegram, Microsoft and Meta only get data if you connect them, and ElevenLabs only if you pick an Australian voice.

We disclose personal information overseas under Australian Privacy Principle 8. Before we do, we take reasonable steps to make sure the company handles it in line with the Australian Privacy Principles: we choose companies that take security seriously, we use their business terms, we send them only what they need, and we mask private details before anything goes to the AI.

• FDX only emails businesses that publish an email address.
• First emails and follow ups to leads always wait for the business owner’s yes.
• Every email carries the sending business’s name and details and an opt out link.
• Opt outs are honoured. The address goes on a do not contact list, which FDX checks before it drafts or sends.
• A workspace sends at most 20 emails a day.

If you got an email from a business through FDX and want it to stop, use the opt out link in the email, or contact us at hello@fdxsolutions.com.

• Each business sees only its own workspace. The database itself checks this on every request.
• Owners need two step login for sensitive changes, such as inviting people or reading the change log.
• Every change in a workspace is logged, and the log cannot be edited or deleted.
• Connection details for Telegram and calendars are stored encrypted.
• We can switch off any workspace’s AI straight away if something looks wrong.
• If a data breach is likely to cause serious harm, we will tell you and the Office of the Australian Information Commissioner, as the law requires.

• While your workspace is open, we keep its data so FDX can work.
• When you close your workspace, we delete its data.
• Backups of your agents’ memory are kept for 14 days. When you close your workspace, they are removed within 14 days.
• The audio of your daily summary is kept for 14 days.
• The scrambled internet address codes from website forms are cleared every day.
• The scrambled code that stops repeat free trials is kept after a workspace is deleted. It cannot be turned back into an email address.
• Billing records are kept for 5 years, as Australian tax law requires.

We use cookies only to keep you logged in. Your browser also saves a few settings on your device, such as the voice you picked. We do not use advertising or tracking cookies.

We count anonymous page visits on the pages of our public website, such as the home page and these Terms and Privacy pages, with Vercel Web Analytics. It uses no cookies and keeps no personal details, and nothing inside the app, the login or onboarding is counted. If you would rather not be counted, open www.fdx-solutions.com/no-track in your browser.

You can see and change most of your details in Settings. To ask for a copy of your information, or to fix or delete it, email hello@fdxsolutions.com. We will reply within 30 days.

If you are a customer or lead of a business that uses FDX, please contact that business first. We will help them answer you.

If you are worried about how we handled your information, contact us first at hello@fdxsolutions.com. We will look into it and reply within 30 days.

If you are not happy with our answer, you can complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

We may update this policy. If a change matters, we will email the account owner and show a notice in FDX at least 30 days before it takes effect.

Fab Data Solutions Pty Ltd, trading as FDX Solutions. ABN 37 647 641 950. ACN 647 641 950. 508 Port Hacking Road, Caringbah South NSW 2229, Australia. Privacy questions: hello@fdxsolutions.com.