Privacy policy
Last updated 24 September 2026
Who we are
Latent Systems Pty Ltd (ABN 50 701 660 433) is an AI development agency based in Australia. We build and run custom software and AI systems for businesses. In this policy, “we” and “us” mean Latent Systems. Questions about privacy go to steve@latentsystems.co.
We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988.
Information from this website
When you use latentsystems.co, we collect:
- What you enter in the audit request form: your name, email address, and optionally your industry and what is taking your time. We use it to reply to you and arrange the audit, and keep it in our own sales records.
- Anonymous usage data from PostHog, our analytics provider: pages viewed and clicks, so we can see how the site is used. We do not identify individual visitors. PostHog uses browser storage to tell visits apart and stores this data in the United States.
- Technical data that Cloudflare, which hosts the site, processes to deliver and protect it, such as your IP address and browser type.
Systems we build and run for clients
When a business hires us, we connect the tools it already uses, such as its booking system, payment provider, accounts and messaging, to a system built for that business. That data can include personal information about the business’s own customers, such as names, phone numbers, bookings, payments and messages.
We handle that information on our client’s behalf and only on their instructions, to provide the service they asked for. The client decides what is connected and can disconnect any tool at any time.
Some clients connect their WhatsApp Business number to their system through Meta’s WhatsApp Business Platform. A client does this themselves, through Meta’s own signup screen, and only then can our app access their WhatsApp account. Once connected, our app can access:
- the client's WhatsApp Business account details, phone number and message templates
- messages sent and received on that number, and whether each message was delivered and read
- the name and WhatsApp number of each customer who messages the business
We use this only to run the client’s service. For example, to:
- send customers the messages the client has set up, such as booking confirmations, deposit payment links and reminders
- answer common customer questions on the client's behalf with an AI assistant, which hands the conversation to the client's staff when a person is needed
- show the client's team each conversation and whether a customer has paid their deposit
We do not sell WhatsApp data, use it for advertising, use it to train AI models, or share it with anyone except the service providers listed below that are needed to run the client’s service. The client’s staff can keep replying from the WhatsApp Business app, and the client can disconnect at any time in the WhatsApp Business app under Settings, Account, Business Platform.
Who we share it with
We do not sell personal information. We share it only with the service providers that run our website and our clients’ systems:
- Meta, which runs WhatsApp and the WhatsApp Business Platform
- Anthropic, whose AI models draft replies and summaries in the systems we build
- hosting and database providers, including Cloudflare
- PostHog, for website analytics
- Telegram and our email provider, which notify us of new website enquiries
Some of these providers store data outside Australia, including in the United States and the European Union. We choose providers that protect information to a standard comparable to the Australian Privacy Principles. We may also disclose information where the law requires it.
How long we keep it
We keep website enquiries while we are in contact with you and for our business records, and delete them sooner if you ask. We keep data in a client’s system for as long as the client uses the service. When a client ends the service or asks us to, we delete their data, including WhatsApp data, within 30 days, unless the law requires us to keep it.
Deleting your data
To have your data deleted, email steve@latentsystems.co with the subject “Data deletion” and tell us the email address or phone number it relates to. We confirm by email once it is done, within 30 days.
If you are a customer of one of our clients, for example you messaged a business on WhatsApp, that business controls your data. Ask them directly, or email us and we will pass your request to them and act on their instructions.
Security
Access to personal information is limited to the people who need it to do the work. Data travels over encrypted connections, and the keys that connect our systems to other services are kept in a secrets manager, never in code.
Your rights and complaints
You can ask for a copy of the personal information we hold about you, or ask us to correct it, by emailing steve@latentsystems.co. If you have a complaint about how we handled your information, email us first and we will respond within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.
Changes to this policy
We update this policy when the way we handle information changes, and change the date at the top of the page when we do.