Last updated: 25 October 2026

These Booking Terms and Privacy Notice apply when you book a meeting, discovery session, consultation or similar appointment with Kiyo Group PTY LTD ABN 95 675 980 999, trading as Kiyo Group and, where relevant, its associated business brands, including NextDocs and Shyne AI (“Kiyo Group”, “we”, “us” or “our”).

By submitting a booking, you confirm that you have read and accepted these terms.

1. Purpose of the meeting

The purpose of an initial meeting is to understand your business, objectives, challenges and potential requirements, and to explore whether Kiyo Group’s consulting, artificial intelligence, automation, CRM, document or related services may be suitable.

An initial meeting is preliminary and exploratory. It does not create a consulting engagement, partnership, agency relationship or other ongoing professional relationship.

Any paid work, pilot, assessment or implementation will be subject to a separate proposal, scope of work or services agreement.

2. Free discovery meetings

Unless expressly stated otherwise on the booking page, the initial discovery meeting is provided without charge.

A free discovery meeting does not include detailed solution design, technical implementation, formal recommendations or deliverables. These may be offered separately following the meeting.

3. Information you provide

You agree to provide accurate and reasonably complete information when making your booking.

Please do not submit passwords, access credentials, confidential client records, health information, financial account information or other sensitive information through the booking form.

If confidential or sensitive information may need to be discussed, please tell us first so that an appropriate confidentiality or information-handling arrangement can be considered.

You confirm that you are authorised to provide any business or personal information submitted on behalf of another person or organisation.

4. Meeting confirmation and communications

We may contact you using the email address or telephone number supplied in your booking to:

• Confirm the appointment;
• Send calendar invitations and meeting links;
• Provide reminders;
• Request information relevant to the meeting;
• Notify you about changes to the appointment; and
• Follow up regarding matters discussed during the meeting.

These operational communications relate to your requested appointment and are separate from optional marketing communications.

5. Rescheduling and cancellations

If you cannot attend, please use the cancellation or rescheduling link in your confirmation email or contact us as soon as reasonably possible.

We may reschedule or cancel a meeting due to illness, availability, technical problems or other reasonable circumstances. If that occurs, we will attempt to notify you and arrange another suitable time.

Repeated non-attendance may affect our ability to accept future bookings.

6. Online meetings and technical issues

Meetings may be held using third-party video-conferencing, calendar, booking or communication platforms.

Although we take reasonable care when selecting these services, we cannot guarantee that every meeting will be uninterrupted, error-free or available on every device or network.

If a technical problem prevents the meeting from proceeding, we will make reasonable efforts to reconnect or reschedule it.

7. Recording, transcription and AI-generated notes

We may use meeting-assistance technology to produce transcripts, summaries, action items or internal meeting notes.

We will notify you before recording or transcribing a meeting where appropriate. You may ask us not to record or transcribe the meeting, or request that automated meeting-assistance technology be disabled.

AI-generated transcripts and summaries may contain errors and should not be treated as an exact record. Important commercial, legal, technical or financial decisions must be confirmed separately in writing.

Where meeting information is processed by an external technology provider, that provider may process or store information according to its own terms, security practices and privacy policy.

8. Personal information we collect

When you make a booking, we may collect information including:

• Your name;
• Email address;
• Telephone number;
• Company and job title;
• Meeting date and time;
• Information included in the booking form;
• Calendar and meeting information;
• Correspondence and follow-up notes; and
• Where permitted, meeting recordings, transcripts or summaries.

We collect this information to administer your booking, communicate with you, conduct the meeting, understand your requirements, improve our services and follow up on potential work.

We aim to collect only the information reasonably required for these purposes.

9. How information may be stored and processed

We may use service providers to operate our website, booking system, CRM, email, calendar, video meetings, cloud storage and AI-assisted meeting tools.

These providers may process or store information in Australia or in other countries where their systems or service providers operate.

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure. However, no internet-based system can be guaranteed to be completely secure.

The OAIC states that organisations covered by the Australian Privacy Principles must take reasonable steps to protect personal information. oaic.gov.au

10. Disclosure of information

We may disclose information:

• To employees, contractors or advisers who reasonably require it;
• To technology providers supporting our booking and meeting processes;
• When required or authorised by law;
• To protect our legal rights or the safety of others; or
• With your consent.

We do not sell your personal information.

11. Marketing communications

Booking a meeting does not automatically subscribe you to marketing communications.

We will only send optional marketing communications when we have an appropriate basis to do so, including where you have provided consent. Marketing messages will include a way to unsubscribe.

Australian commercial email and SMS rules generally require consent, sender identification and a working unsubscribe facility. acma.gov.au

You may withdraw your marketing consent at any time by using the unsubscribe link or contacting us.

12. Access, correction and privacy enquiries

You may contact us to:

• Ask what personal information we hold about you;
• Request correction of inaccurate information;
• Ask a question about how your information is handled;
• Withdraw optional marketing consent; or
• Raise a privacy concern.

Some information may need to be retained where required for legal, security, recordkeeping or legitimate business purposes.

13. Confidentiality

We will treat information discussed during the meeting with reasonable care. However, an initial discovery meeting is not automatically subject to a formal confidentiality or non-disclosure agreement.

If your discussion will involve commercially sensitive, proprietary or confidential information, please contact us before the meeting so that an appropriate agreement can be considered.

14. General information—not professional advice

Information discussed during an initial meeting is general and preliminary. Unless separately agreed in writing, it does not constitute legal, tax, accounting, financial, cybersecurity or other regulated professional advice.

You should obtain appropriate independent professional advice before relying on information discussed during the meeting.

15. No guaranteed outcome

We may discuss possible efficiencies, savings, improvements, revenue opportunities or project outcomes. Any such discussion is preliminary and may depend on assumptions, information supplied by you, technical feasibility and other factors.

No particular commercial, technical, financial or operational outcome is guaranteed unless expressly agreed in a signed written agreement.

16. Intellectual property

Each party retains ownership of its pre-existing intellectual property, materials, methods, systems and confidential know-how.

A discovery meeting does not transfer ownership of intellectual property to either party. Any intellectual-property arrangements relating to future paid work will be set out in the relevant proposal or services agreement.

17. Limitation relating to the booking service

To the extent permitted by law, Kiyo Group is not responsible for loss arising solely from:

• A cancelled or rescheduled initial meeting;
• Incorrect booking information supplied by you;
• Failure of third-party calendar or meeting systems; or
• Reliance on preliminary or AI-generated meeting information that has not been confirmed in writing.

Nothing in these terms excludes rights or remedies that cannot lawfully be excluded under applicable Australian law.

18. Changes to these terms

We may update these terms periodically to reflect changes to our services, technology or legal obligations.

The version that applies to your booking is the version published on this page at the time the booking is submitted.

19. Governing law

These terms are governed by the laws of New South Wales, Australia. The parties submit to the jurisdiction of the courts of New South Wales and applicable Commonwealth courts.

20. Contact us

For booking, privacy or information-handling questions, contact: