Privacy Policy
1. Introduction
Know The Road and Kaytee are committed to protecting your privacy and handling personal information responsibly.
This Privacy Policy explains how personal information is collected, held, used and disclosed when you interact with our website, communications, products and services, including when you use Kaytee.
Know The Road is a business operated by S & J Broadbent Pty Ltd.
Kaytee is a separate business owned and operated by St Jo Gewilida Pty Ltd as trustee for the JB Family Trust. Kaytee services, including Kaytee AI services, are provided by that entity.
Kaytee is made available through the Know The Road website and member environment. Information you provide when using Kaytee is handled as part of the Kaytee service and in accordance with the Kaytee-specific provisions of this Privacy Policy.
In this Privacy Policy, “we”, “us” and “our” refer to S & J Broadbent Pty Ltd in relation to Know The Road products and services, and St Jo Gewilida Pty Ltd as trustee for the JB Family Trust in relation to Kaytee products and services, as applicable.
We are committed to handling personal information responsibly and in accordance with applicable Australian privacy requirements.
2. Information We Collect
We may collect personal information that you voluntarily provide to us, including:
- name;
- email address;
- telephone number;
- company or organisation name;
- information submitted through contact forms;
- information contained in enquiries or correspondence;
- transaction and payment-related information associated with purchases and subscriptions;
- account, membership and subscription information;
- information provided when purchasing or accessing our products or services;
- information provided during conversations with Kaytee; and
- information contained in documents or other material you choose to provide to Kaytee.
Depending on how Kaytee is used, information provided in conversations or documents may include personal information about you or other individuals and may occasionally include sensitive information.
When using Kaytee, you should only provide personal or sensitive information that is reasonably necessary for the task you are asking Kaytee to perform and that you are authorised to provide.
We may also collect technical and usage information, including:
- IP address;
- browser type;
- device information;
- pages visited;
- time spent on pages;
- referring websites; and
- information about how our websites and services are accessed and used.
3. How We Collect Information
We may collect information when you:
- submit a contact form;
- contact us by email or telephone;
- subscribe to updates or communications;
- create or use a member account;
- purchase or access one of our products or services;
- interact with Kaytee;
- upload information or documents to Kaytee; or
- browse or interact with our website.
Some technical and usage information may be collected automatically through website, platform and analytics technologies.
4. How We Use Your Information
We may use personal information to:
- provide and administer our products and services;
- respond to enquiries and provide information you have requested;
- communicate with you regarding our products and services;
- authenticate users and manage member access;
- process payments and administer subscriptions;
- enable Kaytee to process and respond to user requests;
- provide customer and technical support;
- maintain the security, operation and integrity of our websites and services;
- understand and improve website performance and user experience; and
- meet legal and regulatory obligations.
We do not sell, rent or trade your personal information.
How we use Kaytee conversations
We treat the content of your Kaytee conversations as confidential.
We do not access, read, download or analyse individual customer conversations except in the limited circumstances described below.
We do not use the content of your Kaytee conversations for marketing, profiling, commercial research or general business intelligence.
Administrative access to the content of individual customer conversations is restricted to limited circumstances, including where:
- you specifically request in writing that we investigate or assist with a conversation and we confirm that request in writing;
- access is reasonably necessary to investigate a security incident or suspected misuse of the service;
- access is reasonably necessary to protect the security, operation or integrity of Kaytee; or
- access is required by law.
Where we access the content of an individual customer's conversation under these circumstances, that access is recorded in our AI Agent Information Access Register.
Information disclosed through Kaytee is not provided to or used by Know The Road's consulting or auditing operations merely because Kaytee is accessed through the Know The Road website.
5. Kaytee and Artificial Intelligence
Kaytee is an artificial intelligence service provided by St Jo Gewilida Pty Ltd as trustee for the JB Family Trust using specialist third-party AI and cloud technology infrastructure.
When you interact with Kaytee, information you provide is processed by technology providers that enable Kaytee to receive and process your request and generate a response.
Depending on the AI model used to provide a particular Kaytee service or response, relevant information may also be processed by third-party AI model providers.
We assess the privacy and information-security arrangements of the technology providers used to deliver Kaytee and configure those services in accordance with our privacy and AI governance requirements.
AI model training
We configure the technology used to provide Kaytee so that customer interactions are not used by our AI platform provider for AI model training.
We do not use your Kaytee conversations, uploaded documents or other customer information to train our own AI models.
Information uploaded by us to Kaytee's Knowledge Base is not used by our AI platform provider for AI model training.
6. Kaytee User Memory
Some artificial intelligence services can create persistent memories about users based on information provided during previous conversations.
Where a Kaytee service does not require persistent user memory to provide its intended function, we disable that functionality as part of our approach to data minimisation.
Kaytee Reception's persistent User Memory function is disabled. Kaytee Reception is therefore not configured to extract information from your conversations to create a separate persistent user profile.
Other Kaytee services may use persistent memory where it provides a genuine functional benefit. Where a Kaytee service uses this functionality, information about its use will be provided to users of that service.
7. Documents Uploaded to Kaytee
Some Kaytee services allow users to upload documents or other information for review or assistance.
Documents provided to Kaytee are processed for the purpose of providing the service or completing the task requested by the user.
We do not access or use customer documents for marketing, profiling, commercial research or general business intelligence.
We do not use customer-uploaded documents to train our own AI models, and we configure our AI platform so that customer interactions and content are not used by the platform provider for AI model training.
Documents uploaded through Kaytee are processed and stored within the third-party technology infrastructure used to provide the Kaytee service.
Users should take reasonable care not to provide personal or sensitive information that is unnecessary for the task and should ensure they have appropriate authority to provide information relating to other individuals.
8. Website Analytics and Cookies
Our website may use cookies and similar technologies to improve functionality and understand how visitors use the site.
Cookies and related technologies may collect information such as:
- pages viewed;
- time spent on the website;
- browser information;
- device information; and
- website interactions.
You can disable cookies through your browser settings, although some website features may not function correctly.
We may use analytics services such as Google Analytics to help us understand website performance and visitor behaviour.
9. Disclosure to Service Providers
We use third-party service providers to operate our websites, communications, payments, membership services and Kaytee.
These providers may process personal information on our behalf where reasonably necessary to provide their services.
Providers may include:
- website hosting and membership platforms;
- cloud infrastructure providers;
- payment processors;
- email and communications providers;
- analytics providers;
- AI technology platforms; and
- AI model providers.
We do not disclose personal information to third parties for them to independently market products or services to you.
Where we use service providers to process personal information, we take reasonable steps appropriate to the nature of the service and information involved to assess their privacy and information-security arrangements.
10. Overseas Storage and Processing
Some of the technology providers we use are located outside Australia or store or process information outside Australia.
Information processed through Kaytee is stored or processed using technology infrastructure located in the United States.
Information may also be processed outside Australia by other technology providers involved in delivering Kaytee, including AI and cloud technology providers.
Where personal information is disclosed to an overseas recipient, we take reasonable steps as required by applicable Australian privacy law in relation to the handling of that information.
11. Data Security
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.
Our approach includes administrative, technical and organisational controls and consideration of the privacy and security arrangements of third-party technology providers.
Information processed and stored within the third-party technology infrastructure used to provide Kaytee is encrypted in transit and at rest.
Access by our personnel to customer Kaytee conversations is restricted under our internal AI governance framework.
However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.
12. Retention and Deletion
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, to provide our products and services, or to meet applicable legal, security and regulatory requirements.
Information processed through third-party technology providers may also be subject to those providers' applicable retention and deletion arrangements.
Information processed through Kaytee may be retained by the technology providers used to deliver the service for as long as reasonably necessary to provide their services or for other legitimate purposes in accordance with their applicable privacy and retention arrangements.
You may contact us to request access to, correction or deletion of personal information associated with your Kaytee account. Where a deletion request applies, we will action the request or facilitate it with the relevant technology provider, subject to applicable legal requirements and the provider's technical and retention requirements.
13. Access and Correction
You may request access to personal information we hold about you and request correction if you believe that information is inaccurate, out of date, incomplete, irrelevant or misleading.
You may also contact us regarding deletion of personal information where applicable.
To make a request, please contact us using the details provided below.
We may need to verify your identity before providing access to or changing personal information.
14. Privacy Complaints
If you have a concern or complaint about how we have collected, used, disclosed, stored or otherwise handled your personal information, please contact us using the details below.
We will acknowledge and investigate privacy complaints and aim to provide a response within 30 days. If we require additional time due to the complexity of the matter, we will let you know.
If you are not satisfied with our response, you may have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).
15. Third Party Websites
Our website may contain links to third-party websites.
We are not responsible for the privacy practices, content or security of third-party websites and encourage you to review their privacy policies separately.
16. Changes To This Privacy Policy
We may update this Privacy Policy from time to time, including where our products, technology providers or privacy practices change.
The current version will be published on our website and will show the date on which it was last updated.
Where a change materially affects how we handle personal information, we may also notify affected users through an appropriate communication channel.
17. Contact Us
If you have questions, requests or complaints about this Privacy Policy or how your personal information is handled, please contact:
Privacy Contact
Email: admin@knowtheroad.com.au
Melbourne, Victoria, Australia
For matters relating to Know The Road services:
Know The Road
A business operated by S & J Broadbent Pty Ltd
For matters relating to Kaytee:
Kaytee
A business owned and operated by St Jo Gewilida Pty Ltd as trustee for the JB Family Trust
Website: www.knowtheroad.com.au
Last Updated: September 2026
