Last updated 13 August 2026 · Brian Williams Design trading as LexisGrid · ABN 26 541 146 059
1. Who we are
LexisGrid is operated by Brian Williams Design trading as LexisGrid (ABN 26 541 146 059), an Australian business. In this policy, "we", "us" and "our" mean LexisGrid. "You" means a business that subscribes to LexisGrid, and where relevant, a person who contacts one of our customers through a LexisGrid-powered channel.
We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
2. Two kinds of information
It matters which of these we're talking about, so we separate them clearly.
Customer information (about the business that subscribes)
- Contact details of the account owner and team members — name, business name, email, phone
- Business profile content you load in — services, prices, opening hours, policies and FAQs
- Billing details, processed by our payment provider (we do not store full card numbers)
- Account usage data — logins, settings changes, dashboard activity
End-customer information (about the people who message your business)
- Names, phone numbers and email addresses provided during a conversation
- The content of conversations across chat, SMS, social channels and phone calls, including call transcripts and summaries
- Appointment details created through LexisGrid
For end-customer information, you are the data controller and we are the processor. We handle that information on your instructions, to deliver the service you have asked for.
3. How we use information
- To operate the service: answering enquiries, checking availability, creating bookings, capturing leads and reporting on your dashboard
- To connect to the calendar, CRM and messaging channels you have authorised
- To provide support, investigate faults and improve reliability
- To bill you and manage your account
- To meet legal and regulatory obligations
We do not sell personal information. We do not use your business profile, your customers' details or your conversation content to train general-purpose AI models for other customers or third parties.
4. Separation between businesses
Every LexisGrid account is logically separated. Your business profile, your customers, your conversations and your dashboard are accessible only to your account. Another LexisGrid customer cannot see, search or retrieve your data, and your receptionist cannot answer using another business's information.
5. Who we share information with
We share information only where it is necessary to run the service:
- Infrastructure and AI providers that process conversation content to generate replies, under contractual confidentiality and security obligations
- The systems you connect — your calendar, CRM and messaging platforms, at your direction
- Payment and accounting providers for billing
- Professional advisers, or authorities where we are required by Australian law
Some of these providers may store or process data outside Australia. Where that happens, we take reasonable steps to ensure the recipient handles the information consistently with the Australian Privacy Principles.
6. Recording and consent for phone calls
If phone answering is enabled on your account, calls answered by LexisGrid may be recorded, transcribed and summarised. Australian call-recording law varies by state and territory. It is your responsibility as the business operating the phone line to ensure callers are appropriately notified. We provide a configurable notification message for this purpose and recommend you keep it enabled.
7. How long we keep it
We keep account information for as long as your subscription is active, and for a reasonable period afterwards to meet tax, accounting and legal obligations. Conversation records and lead data are retained for the period configured on your account, or until you ask us to delete them. On cancellation, you can request an export of your data and its subsequent deletion.
8. Security
We use encryption in transit, access controls, and role-based permissions, and we restrict staff access to customer data to those who need it to provide support. No system is perfectly secure, but we take our obligations seriously and will notify you and the OAIC as required if an eligible data breach occurs.
9. Your rights
You may request access to the personal information we hold about you, ask us to correct it, or ask us to delete it. Where you are an end customer of a business that uses LexisGrid, please contact that business directly in the first instance, as they control that information — we will assist them in responding.
To make a request, email admin@lexisgrid.com. We will respond within a reasonable period, and generally within 30 days.
10. Cookies and analytics
Our website uses cookies and similar technologies for essential site function, to operate the chat widget, and to understand how the site is used. You can control cookies through your browser settings, though disabling them may affect the chat widget.
11. Complaints
If you believe we have mishandled your personal information, contact us at admin@lexisgrid.com and we will investigate. If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
12. Changes to this policy
We may update this policy from time to time. Material changes will be notified to account owners by email, and the "last updated" date above will always reflect the current version.
13. Contact
Brian Williams Design trading as LexisGrid · ABN 26 541 146 059 · admin@lexisgrid.com