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1. Purpose and relationship to other terms

This Acceptable Use Policy (AUP) sets the rules for using My AI Sidekick's products, websites, AI systems, integrations, phone numbers, automations, and related services (the Services). It forms part of your agreement with us (the Agreement), which includes our Terms of Service and Privacy Policy. If there is a conflict, the Agreement prevails, except that this AUP governs how the Services may be used.

My AI Sidekick is operated by Amanda Joy Coldwell (sole trader), ABN 74 392 276 062, trading under the registered business name My AI Sidekick (registered with the Australian Securities and Investments Commission), based in Townsville, Queensland, Australia.

2. Who this applies to

This AUP applies to:

• Customers — the entity or individual that contracted with My AI Sidekick;
• their personnel, contractors and representatives; and
• End Users who interact with the Customer via the Services (for example, calls, emails, SMS, forms or chat handled by My AI Sidekick automations).

Customers are responsible for their users' and End Users' compliance with this AUP.

3. Key definitions

• Customer Data: data you or your users provide to or through the Services (e.g., contacts, recordings, transcripts, CRM data, content).
• Service Data: telemetry, logs, diagnostics, quality metrics and derived analytics generated by the Services.
• Input: prompts, instructions, documents, audio and other material you submit.
• Output: content generated by the Services in response to Input.
• Feedback: suggestions, ideas or comments about the Services.
• Underlying Platforms: third-party platforms used to deliver the Services, including but not limited to GoHighLevel and connected telephony, messaging and email providers.
• Relevant Laws: includes the Privacy Act 1988 (Cth) and Australian Privacy Principles, Spam Act 2003 (Cth), Do Not Call Register Act 2006 (Cth), Telecommunications (Interception and Access) Act 1979 (Cth), state and territory surveillance and listening devices laws, the Australian Consumer Law, and any equivalent laws where you or your End Users are located.

4. Your responsibilities

You must:

• use the Services lawfully and in compliance with this AUP, Relevant Laws, and applicable industry codes and regulator guidance;
• provide all required notices and obtain consents from End Users (including for call recording, SMS marketing, and use of AI, where required);
• maintain appropriate security — unique named accounts, strong passwords, multi-factor authentication where offered, least-privilege access, and timely off-boarding of staff who leave;
• ensure Customer Data is accurate, free of malware, and that you have all necessary rights and permissions to use it with My AI Sidekick;
• promptly co-operate with My AI Sidekick on abuse, security or privacy investigations and any remedial steps required.

5. Prohibited conduct

5.1 Unlawful, harmful or abusive activities

You must not use the Services to: violate any law; harass, threaten, defame, discriminate against or incite violence toward any person or group; disseminate hateful or extremist content; share sexually exploitative content; or distribute child sexual abuse material.

5.2 Privacy, recording and AI transparency

• Do not record or monitor communications without required notices and consents under applicable surveillance and listening devices laws (requirements vary by state and territory).
• You must not engage in misleading or deceptive conduct, or make false or misleading representations (including by omission), in connection with your use of the Services.
• You must not represent AI-generated communications as being from a human where doing so would mislead or deceive the End User.
• Do not upload or process Personal Information without a lawful basis or in ways that breach the Privacy Act or our Privacy Policy.

5.3 Messaging, calling and outreach

• Comply with the Spam Act 2003 (Cth) — including consent, sender identification, and a functional unsubscribe in every commercial electronic message.
• Comply with the Do Not Call Register Act 2006 (Cth) — honour opt-outs and suppression lists.
• No number spoofing, identity misrepresentation, or deceptive caller ID practices.
• No robocalling or auto-dialling at scale without a lawful basis and appropriate consents.

5.4 Sensitive and regulated data

Unless (A) you have a lawful basis and (B) My AI Sidekick has given prior written approval (or the Service expressly enables an approved capture flow), you must not input, upload, transmit, store, record, or otherwise process with or through the Services — or provide to My AI Sidekick or our subprocessors — any of the following:

• full payment card numbers (PAN) or CVV;
• Tax File Numbers (TFNs);
• Medicare numbers;
• passport, driver licence, or other government-issued ID numbers;
• health or biometric data; or
• other special-category or sensitive data.

This prohibition applies to all channels, including calls and recordings, voicemail, messaging, email, chat, file uploads, APIs, webhooks, CRM syncs, and support requests.

Where My AI Sidekick has expressly approved a compliant capture flow, you remain responsible for meeting all applicable standards (e.g., PCI DSS for card data), using tokenisation, DTMF masking, or redaction where applicable, minimising data collected, and obtaining all required notices and consents. My AI Sidekick may automatically filter, redact, delete, or block restricted data and is not obliged to store, process, recover, or restore it.

5.5 Synthetic media and voice

No voice cloning, synthetic voices, or deepfakes depicting a real person without informed, provable consent, or in any manner that deceives or harms others. AI receptionist and assistant voices provided through the Services must be used only for legitimate business communication and within the scope of consent obtained from your End Users.

5.6 Security and network integrity

No probing, scanning, vulnerability testing, reverse engineering, scraping at scale, bypassing access controls or rate limits, denial-of-service attacks, traffic flooding, or introduction of malware.

Security research exception: only under a My AI Sidekick-approved disclosure arrangement with prior written authorisation. Report suspected vulnerabilities to [email protected].

5.7 Intellectual property and competitive misuse

Do not upload content you lack rights to use. Do not remove proprietary notices, rebrand, resell, or sublicense the Services or Outputs without written authorisation. Do not use the Services to train or fine-tune competing AI models, attempt model extraction, or run deceptive or harmful benchmarks.

5.8 High-risk and regulated uses

Do not rely on Outputs for decisions that are life-critical or safety-critical without human review. For legal, medical, financial, tax, or other regulated advice, ensure appropriate professional oversight and clear disclaimers to End Users. The Services are designed for general business operations (lead capture, scheduling, follow-up, customer communications) and are not certified for clinical, legal, or financial decision-making.

5.9 Numbers, carriers, and third-party platforms

Comply with the terms of underlying carriers and third-party platforms (for example, GoHighLevel, telephony and CPaaS providers, email and SMS gateways, calendar and CRM integrations). My AI Sidekick may act on carrier or platform abuse notices — including rate-limiting, blocking traffic, suspending features, or disabling integrations — to preserve network integrity and compliance.

5.10 Sanctions and export controls

Comply with the Australian Sanctions Regime administered by DFAT, and any applicable foreign export and sanctions controls relevant to the Services or underlying providers. Do not use the Services for sanctioned parties or in prohibited jurisdictions.

6. Fair use, throttling, and plan alignment

To protect service quality across all customers, we may apply concurrency limits, rate limits, fair-use thresholds, and storage caps across calls, messages, API requests, and recordings. Where your usage materially exceeds reasonable business patterns, or risks service stability or cost, we may (acting reasonably) throttle usage, require a plan change or add-on fees, or suspend abusive workloads after notice where practicable.

7. Emergency services

The Services are not a substitute for emergency services (000 / 112) and must not be relied upon to contact or route emergency calls. AI phone answering, chatbots, and automated responses must not be used as a primary channel for genuine emergencies. Customers must ensure End Users are made aware of this where relevant.

8. Data handling and roles

You remain the controller of Customer Data you introduce. We process it to provide, secure, and improve the Services as described in our Privacy Policy. You must honour applicable data subject rights (access, correction, deletion) that apply to you. Both parties must comply with Notifiable Data Breaches obligations under the Privacy Act where applicable, and notify each other promptly of any incident that may trigger those obligations.

9. Monitoring, investigations, and enforcement

We may monitor (automated and manual) to operate, secure, and improve the Services and to investigate suspected AUP breaches. We may remove content, block traffic, disable credentials, limit features, or suspend accounts immediately where necessary to protect users, data, or networks; to comply with law, regulator, or carrier requirements; or to address urgent risk.

For other issues, we will act reasonably and may provide steps and timeframes to remediate before taking action.

10. Notice, takedown, and appeal

If we take action under this AUP, we will (where lawful and practicable) notify the Customer with a brief reason and remediation steps. You may appeal by emailing [email protected] with context and supporting material. We will review good-faith appeals promptly.

11. Requests from authorities

We respond to valid legal process and regulator requests. If you receive a notice that may affect the Services or Customer Data held by My AI Sidekick, promptly notify us (unless legally restricted from doing so) so we can assess and respond appropriately.

12. Changes to this AUP

We may update this AUP from time to time. Material changes will be notified at least 30 days before taking effect — or sooner if required by law or to address urgent risk. Continued use of the Services after the effective date constitutes acceptance.

13. Governing law

This AUP is governed by the laws of Queensland, Australia, and the parties submit to the exclusive jurisdiction of its courts and appellate courts (without prejudice to mandatory consumer protections that may apply where you are located).

14. Contact

My AI Sidekick (ABN 74 392 276 062)

• General enquiries: [email protected]
• Technical, billing, privacy, and account support: [email protected]
• Website: myaisidekick.com.au

This Acceptable Use Policy is provided by My AI Sidekick. It does not constitute legal advice. Customers should ensure their own use of the Services complies with the laws of their jurisdiction.

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