Privacy Policy

01. Who we are

Mavixa LTD is a company incorporated in the United Kingdom. Our address is Office 22009, 182–184 High Street North, East Ham, London, United Kingdom, E6 2JA. We operate mavixa.com.au and the Mavixa Outreach System. We provide website development, digital services and automation services, including solutions for clients in Australia and other markets.

For privacy matters, contact hello@mavixa.com.au or write to the address above. For personal data we determine the purposes and means of processing, Mavixa LTD is the controller. For some client-managed solutions, Mavixa LTD may act as a processor on the client’s instructions.

02. Information we collect

Depending on your interaction with us, we may collect:

• Contact and business details: names, email addresses, phone numbers, clinic or company names, job titles, and enquiry messages.
• Project information: website URLs, booking workflows, integrations, communications, support requests, and material you provide for an audit or proposal.
• Technical and usage data: IP addresses, browser and device details, referral pages, approximate location, and logs generated when you use our website or services.
• Marketing information: professional contact information sourced from public business websites or business directories, our correspondence, and contact preferences.
• AI service data: where a clinic uses Motion or another configured automation, content submitted to that clinic's assistant, which may include appointment requests, symptoms or other health-related information.

03. How we use information

We use personal information as reasonably necessary to respond to enquiries, provide audits and proposals, deliver agreed services, support and secure our systems, troubleshoot issues, maintain business records, and send relevant business communications where permitted. We may use aggregated or de-identified information to assess and improve service performance.

We do not sell personal information to advertisers. We do not use patient health information collected through a client clinic’s assistant for unrelated marketing.

The Mavixa Outreach System is used to manage business-to-business prospect records, draft and schedule relevant outreach, detect replies and delivery failures where supported, and synchronize approved lead information with Google Sheets when enabled. The platform is not intended to access unrelated personal messages for marketing research.

04. Motion AI and patient information

Motion AI may help clinics answer questions, capture enquiries and support appointment requests. Information processed on behalf of a clinic is subject to that clinic's instructions, its own privacy notice and applicable agreements. Depending on the service arrangement, the clinic may be the primary organisation responsible for deciding why and how patient information is used, while Mavixa acts as a service provider.

Information submitted to an AI assistant may be processed using third-party hosting, AI-model, messaging, booking or communications providers configured for that clinic. AI-generated replies can be inaccurate and are not a substitute for professional medical diagnosis, emergency services or clinical advice. Do not submit emergency information to a website chat assistant; contact appropriate emergency services or your healthcare provider.

Clinics using Motion should make their own privacy disclosures, obtain any required consents, and establish appropriate authorisations for sensitive information before deploying the service.

05. Cookies, analytics and tracking

Our website and related campaigns may use essential cookies, performance or analytics technologies, and similar identifiers where enabled. These help maintain site functionality, understand broad usage patterns and measure whether communications are working. Marketing outreach may include open-tracking pixels or link metrics where lawful and enabled; such measurements can be imprecise because email applications may block or pre-fetch images.

You can manage cookies through your browser. Disabling some technologies may affect site functionality. If a consent preference tool is presented, its controls apply to the technologies described there.

06. Business outreach and opting out

We may contact relevant business representatives using professional contact details obtained through direct enquiries, referrals or publicly available business sources. We aim to make those messages relevant and identify the sender. You may request that we stop contacting you at any time by replying to the message or emailing hello@mavixa.com.au. We may retain minimal suppression information to honour your request.

07. Google account and API data

If an authorised Mavixa user connects a Google account to the Mavixa Outreach System, the app requests the permissions shown during Google consent. Depending on the configured integration, these may include basic Google account identity (email and profile identifiers), permission to send messages through Gmail, read-only Gmail access to identify replies and delivery-failure notices, and access to Google Sheets for syncing prospect records and email activity.

Access and use

• Gmail send: to send messages requested or scheduled by an authorised user when Gmail sending is enabled. When direct Hostinger SMTP is configured, sending occurs through that provider instead; a connected Google account may still be used for reply detection.
• Gmail read-only: to examine relevant inbox message metadata and, if needed for classifying a reply or bounce, message content associated with the outreach workflow. This permission may technically allow wider inbox read access; our intended use is limited to workflow-related detection and troubleshooting.
• Google Sheets: to read lead records from configured spreadsheets and write outreach status, tracking and reply-related fields where enabled.
• Account identity: to associate the correct connected account with the authorised mailbox or integration.

Storage and sharing

We may store connected account identifiers, encrypted OAuth access and refresh tokens, Gmail message and thread identifiers, relevant communication metadata, lead details and synchronization logs on servers used to operate the system. Access is restricted to authorised personnel and essential service providers. Google user data is not sold, shared with data brokers, or used for personalised advertising. We do not use Google Workspace API data to develop or train general-purpose AI or machine-learning models.

Limited Use

Our use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide or improve the user-facing functionality described in this policy, for security and compliance, or as otherwise permitted by that policy.

Control, disconnection and deletion

Authorised users can request disconnection of a Google account and removal of related stored authorisation credentials by contacting hello@mavixa.com.au. Google access can also be revoked through Google Account third-party connections. Revocation stops future Google API access after existing credentials cease to work, but it does not automatically delete business records already created in the system. Deletion requests are handled subject to legitimate recordkeeping, security and legal obligations; backup copies may persist for a limited operational period.

We retain integration credentials only while needed to support authorised connections or until access is revoked, deleted or otherwise no longer required. Other account and outreach records are retained according to operational needs and applicable obligations; users may request details or deletion by email.

08. Service providers and disclosures

We may share information with trusted providers involved in website hosting, email delivery, analytics, customer support, scheduling, AI processing, security, and integrations, only as needed to operate our services. We may also disclose information when required by law, to investigate security incidents, or with your direction or consent. Third-party websites and services linked from our site have their own privacy practices.

09. International processing

Our business is incorporated in the United Kingdom and serves clients internationally, including in Australia. We and our service providers may access or process personal information in the UK and other countries. Where UK data protection law requires safeguards for international transfers, we assess and use an appropriate transfer mechanism or exception. Additional country-specific privacy requirements may apply depending on the data and services involved.

10. Security and retention

We use reasonable technical and organisational safeguards appropriate to our operations, including access controls and secured connections where available. No online service can guarantee absolute security. We retain information for as long as reasonably needed for the purposes described here, contractual commitments, legal obligations, dispute resolution, or security, after which we delete or de-identify it where practicable.

11. Your choices and rights

Depending on the circumstances and applicable law, you may have rights to request access, rectification, erasure, restriction, portability or to object to processing, and to withdraw consent where consent is the basis for processing. We may ask you to verify your identity and may have lawful reasons to retain some information. For a privacy request or marketing objection, email hello@mavixa.com.au. Individuals in the UK may also raise concerns with the Information Commissioner’s Office. Australian privacy requirements may also apply to certain processing.

If your request concerns information provided to a client clinic through its own service, contact that clinic where it determines the purposes and means of processing.

12. Children and third-party links

Our website primarily serves businesses and healthcare providers and is not directed at children. Clinics are responsible for designing appropriate processes where their patient services involve minors. Links to external sites are provided for convenience; we are not responsible for their independent privacy policies.

13. Updates and contact

We may update this policy to reflect changes to our services, practices, or legal requirements. The effective date above identifies this version. For questions, complaints or privacy requests, email hello@mavixa.com.au.