RECEPTION/AI

Privacy Policy

Last updated: [DATE] · Version 1.0

⚠ Draft for legal review. Prepared as a starting point and not reviewed by an Australian lawyer. Replace every [BRACKETED] placeholder before publishing.

This policy explains how [LEGAL ENTITY NAME] (ABN [ABN]) handles personal information in connection with the Reception/AI service. We have written it to align with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

Two kinds of people are covered here. Customers are the businesses that subscribe to Reception/AI. Callers are the people who telephone those businesses and speak to the automated receptionist. We handle information about both, but for different reasons and in different ways.

What we collect

Who	What we collect	Why
Customers	Name, business name, email, phone number, business address, billing details (held by our payment processor), and the business information you enter for the receptionist to use.	To create and run your account, answer your calls, bill you and provide support.
Callers	The calling number, the time and length of the call, a written transcript of the conversation, any audio retained, and any details the caller provides such as their name, contact number, address or the reason for calling.	To answer the call, take a message, arrange a callback or booking, and give our customer a record of what was said.
Everyone	Technical information such as IP address, browser type and log data.	Security, fault diagnosis and preventing misuse.

Calls are transcribed

The service converts speech to text so it can understand and respond, and it keeps a written transcript so our customer has a record. Audio may also be retained.

Where we hold caller information, we generally do so on behalf of the customer whose telephone number was dialled. That customer decides what is collected and how it is used. We encourage every customer to include a notice in their greeting telling callers that the call is answered by an automated service and is recorded or transcribed.

Who we share information with

We do not sell personal information. We share it only with the service providers we need to operate, and only for that purpose:

Telephony provider — connects calls and provides numbers. [Twilio Inc., United States]
AI provider — converts speech to text and generates responses. [Anthropic PBC, United States]
Payment processor — handles subscriptions and card details, which we never see or store. [Stripe, Inc.]
Hosting provider — runs our servers. [Render Services, Inc., United States]
Email and SMS delivery — sends your call summaries. [PROVIDER]

We may also disclose information where the law requires it, or to establish or defend a legal claim.

Information sent overseas

Several of the providers above process information in the United States and possibly other countries. By using the service you acknowledge that call content, transcripts and account information may be processed outside Australia. We take reasonable steps to ensure our providers handle information consistently with the Australian Privacy Principles, but overseas recipients may be subject to different laws.

How long we keep it

Call records, transcripts, messages and bookings are kept while the customer's subscription is active, and for [90] days after it ends.
Account and billing records are kept for [7] years where tax law requires it.
Customers can delete individual records from their dashboard at any time.

Keeping it secure

We use encrypted connections, access controls, and regular backups. No system is completely secure, but we take reasonable steps to protect information from misuse, loss and unauthorised access. If a data breach occurs that is likely to cause serious harm, we will respond in accordance with the Notifiable Data Breaches scheme.

Access, correction and complaints

You may ask us for a copy of the personal information we hold about you, or ask us to correct it, by emailing [PRIVACY EMAIL]. We will respond within a reasonable period, normally 30 days.

If you are a caller and want access to, or removal of, information collected during a call, contact the business you telephoned first, since the information is held on their behalf. If that is not practical, contact us and we will assist.

If you are unhappy with how we have handled your information, tell us first so we can try to fix it. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Cookies

We use only the cookies and local storage needed to keep you signed in and remember your display preferences. We do not use advertising or third-party tracking cookies.

Changes

We may update this policy. The current version is always available at this address, and we will tell customers about material changes by email or in the app.

Contact

[LEGAL ENTITY NAME]
ABN [ABN]
[ADDRESS]
[PRIVACY EMAIL]