Privacy policy

Shoutout Digital is the trading name of The Trustee for Shoutout Digital Unit Trust, ABN 76 940 404 243. We are a marketing agency based in Perth, Western Australia. We help dental and other healthcare practices across Australia grow. Our team and our AI agents run parts of that work, such as ad campaigns and website chat.

Contact us about privacy at hello@shoutoutdigital.com.au.

It covers three groups of people:

1. People who visit our website or contact us. We decide how we use their details.
2. People who use the AI chat on a practice's website, or whose calls to a practice we record. The practice owns those records. We handle them for the practice.
3. Practice owners and staff who become our clients.

From our website forms and contact page

Name, email, phone number, practice name and your message. When you send a form, it is saved in GoHighLevel, our contact records system, and our team gets an email about it.

When you book a strategy session

Name, email, phone number and practice name. Bookings run through GoHighLevel, which also sends the booking emails: a confirmation with a calendar invite, a reminder the day before and a reschedule link. We do not send text messages about bookings.

When you ask for a free account audit

Your contact details, your practice details and your mobile number. Before we take the request, we text a code to your mobile to check the number is yours. You give us your Google Ads account number and accept the manager link request from our audits account. We only look. Our audit makes no changes, every action is logged, and we unlink within 7 days unless you hire us. Only campaign and performance data is copied. Our audit software checks your ads and landing pages against Google Ads good practice and Ahpra's advertising rules, and asks Google PageSpeed to test the speed of your landing pages. An OpenAI model then reviews the results with your campaign data and ad wording, and decides your traffic lights, your top fix and the plain-English explanation. Every figure in your report comes from your account data, and the model has no way to change anything in your account. Your report is a private page in our client dashboard that only opens with its link. We send you that link by email and text, and we record when the report is opened and which sections are opened. These opens are linked to your practice's report, not to a named person. We copy your score, traffic lights, top fix and the waste figure onto your contact record in GoHighLevel so our emails can show them. We text you while your access is pending and when your report is ready, and our team may email you about it. Reply STOP to any text and we stop.

When you use an AI chat we run for a practice

The chat asks for:

• your name
• your phone number
• your email
• the reason for your enquiry
• optionally, whether you are a new or existing patient

The chat never asks for a Medicare number, a health fund number or a date of birth. Before the chat starts, it shows you a notice and asks you not to share Medicare or health fund numbers. If someone shares one anyway, the chat removes it.

The notice names Shoutout Digital as the operator of the chat. The chat hands your enquiry to the practice's front desk. It does not book appointments and it does not give medical advice.

Phone calls

We record only patient calls to a practice's tracked ad phone numbers. A notice plays at the start of each call. The recordings are stored in GoHighLevel, and only our team and the practice can listen to them. We do not record our own sales calls.

Information from your browser

Our budget calculator saves your 12-month plan in your own browser. It stays on your device and is not sent to us.

Information about a practice's results

Practices tell us how many new patients they have. We use these as numbers only. We publish growth percentages and never publish patient counts or patient details.

What you type as the reason for an enquiry can reveal health information, for example a dental problem. Health information is sensitive information under the Privacy Act. We ask for the reason only so the practice can answer you, and we ask you to share only what is needed. By sending an enquiry, you agree that we and the practice may use what you write to reply to you.

• To answer your enquiry and pass it to the right practice
• To book and run strategy sessions
• To carry out a free account audit
• To provide our services to clients and report to them
• To keep our website and systems safe and working
• To meet legal duties

After a free account audit we send a few short emails about your report over the next week. The audit page and form say so. Each email has our name and contact details and an unsubscribe link. You can unsubscribe at any time, or reply "stop", and we stop.

We do not sell personal information.

OpenAI does not train its models on the chat text or audit data. API data is not used for training by default under OpenAI's API data terms, and model training is switched off on the account our audits use.

We also share information when the law requires it.

Some of the services above are run by companies based overseas, mainly in the United States, and may store or process information outside Australia. We use them only to provide the services described in this policy.

When we handle chat enquiries and call recordings for a practice, the practice owns those records. We act for the practice. We handle the records only to provide our service to it, and each client's onboarding form says so.

Only the people on our team who need the information can see it. Our website and the services we use send information over encrypted connections. If a data breach is likely to cause serious harm, we will tell the people affected, the practice concerned and the Office of the Australian Information Commissioner (OAIC), as the law requires.

Yes. Email hello@shoutoutdigital.com.au. We will reply within 30 days and, where the law allows, give you access or correct it. If the record belongs to a practice, we will tell you and pass your request to that practice.

Email hello@shoutoutdigital.com.au. We will look into it and reply within 30 days. If you are not happy with our reply, you can complain to the OAIC at oaic.gov.au.

We use Google Analytics, through Google Tag Manager, to see how people use our website, such as which pages they visit and how they found us. Google Analytics sets cookies in your browser to do this. We use these reports to improve the site, not to identify you. We do not use advertising cookies.

You can block or delete cookies in your browser settings, or install the Google Analytics opt-out add-on.

Yes. We will post the new version on this page and change the effective date at the top.

How our agents treat patient data is explained in plain English on AI and patient data.