Privacy policy

Last updated: 19 October 2026

Who we are

Ninepm is a done-for-you service for independent gyms, studios and clinics in Australia, New Zealand, the UK, Ireland, the US and Canada. We set up and run automatic replies to new Instagram DMs and website enquiries, inside the tools the business already owns.

Ninepm is operated by an Australian sole trader. Our ABN is available on request.

In this policy, "we" means Ninepm. "You" means a business that uses our service, or anyone who contacts us.

How our work is done

Our replies and reports are prepared by AI agents and overseen by our team. A person does not write each reply. The business approves every reply template before it goes live.

What we collect

From your business

• Business details. Your business name, location, hours, services and prices, and the name and Instagram handle of the person we deal with.
• Your booking link, or the next step you want new enquiries sent to.
• The content of enquiries handled in your accounts. This is the text of new Instagram DMs and website form enquiries, and the sender's name or handle as it shows in your tools.
• Counts for your weekly report, such as how many new enquiries came in and how many replies went out.

When you pay

Checkout runs on Stripe. Stripe processes your card details. We never see your card number. Stripe shares with us what we need to manage your plan, such as your name, email, billing country and whether a payment went through.

When you message us

Your Instagram handle, your business name and anything you choose to tell us.

For the free audit

We look at public information only, such as your Instagram profile, website and Google profile. We never send fake enquiries.

Why we collect it

• To set up and run your automatic replies in your voice.
• To send each new enquiry your booking link or the right next step.
• To prepare your weekly Monday summary.
• To bill you and manage your plan.
• To reply to your messages and keep a written record of what we agreed.
• To prepare your free audit.

We don't sell personal information. We don't use it for advertising.

Whose information it is

Enquiries sent to your business belong to your business and the people who sent them. We handle that information on your behalf, only to provide the service. You decide what your templates say.

Where it's stored

• Inside your own tools. Enquiries and replies stay in your Meta Business Suite inbox, in ManyChat if you use it, in your website form tool and in your booking system. Those accounts belong to you.
• In our working files. We keep notes, draft templates and report counts in our own working files.
• With Stripe, for billing.

Some of these providers may store or process information outside your country.

Who we share it with

• Meta, because the service runs inside your Instagram and Meta Business Suite.
• Stripe, to take payments and manage your plan.
• ManyChat, if you use it.
• AI model providers, which process message text so our agents can draft replies and prepare reports. We send only the text needed for the task.
• Hosting and file storage providers that run this website and hold our working files.
• Anyone the law requires us to share it with.

Each of these providers handles information under its own privacy policy.

How long we keep it

• We delete our working copies within 90 days of the service ending.
• Enquiries and replies inside your own tools stay there, under your control.
• Billing records are kept by Stripe, and by us for as long as tax law requires.

How we keep it safe

• Partner access. We connect through partner access in Meta Business Suite. We never ask for your passwords. If someone asks for your password and says they're from Ninepm, it isn't us.
• Least access. We ask only for the access the job needs.
• You stay in control. You can see and remove our access at any time in your Meta Business Suite settings. Removing our access stops the service.

Health clinics

We don't need clinical or health details to do our work. We ask that reply templates avoid them. Templates point people to your booking system or your team, and don't ask about symptoms or treatment. Your own team handles any conversation about health or treatment.

Your rights

You can ask us to:

• show you the personal information we hold about you
• correct it
• delete it

Message us on Instagram at @ninepmhq. We reply in writing within 30 days. We may need to check who you are first. If we can't do what you ask, for example because the law says we must keep a record, we tell you why.

If you sent an enquiry to a business that uses Ninepm, that business is in charge of your information. Contact them first. We help them act on your request.

Australia: the Australian Privacy Principles

We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth). If you're unhappy with how we handled your information, tell us first so we can fix it. You can also complain to the Office of the Australian Information Commissioner (OAIC).

UK and Ireland: GDPR basics

If you're in the UK or Ireland, the UK GDPR or the EU GDPR applies.

• Enquiries in your accounts. Your business is the controller. We act as your processor and use that information only on your instructions, to run the service.
• Your business and billing details. We are the controller. We rely on our contract with you, our legal duties such as tax records, and our legitimate interest in running our service and preparing the free audit from public information.
• Extra rights. You can also object to how we use your information, ask us to restrict it, and ask for a copy in a portable format.
• Complaints. You can complain to the Information Commissioner's Office (ICO) in the UK, or the Data Protection Commission in Ireland.
• Transfers. Our providers may process information outside the UK and EU. Where they do, we rely on the safeguards those providers offer, such as standard contractual clauses.

Cookies

This site sets no cookies and runs no tracking or analytics. Our web host may keep basic server logs, such as IP address and time of visit, to keep the site running and secure. Links to Instagram and Stripe take you to their sites, which follow their own cookie and privacy policies.

Changes to this policy

We may update this policy. When we do, we change the date at the top. If a change affects how we handle your information, we tell current clients by message before it applies.

Contact

Message us on Instagram at @ninepmhq. Everything happens in writing, by Instagram DM or email. We don't do calls.

See also our Terms of service.