Privacy policy

Privacy Policy

AI Automata Pty Ltd (ACN 684 984 076)

Website: https://aiautomata.com.au

 

Last updated: April 2025

 

This Privacy Policy outlines how AI Automata Pty Ltd (“AI Automata”, “we”, “our”, or “us”) collects, uses, stores, and discloses personal information. It applies to all users of our services, including our website visitors, clients, and any individuals whose data may be processed via our AI systems and platforms.

 

By using our services or visiting our website, you agree to the terms of this Privacy Policy.

 

1. Overview of Our Services

 

AI Automata specialises in the development and deployment of customised AI-powered voice agents and automation services. Our solutions are tailored for businesses across a wide range of industries, including healthcare, legal, financial services, trade-based businesses, and professional services.

 

Our website (https://aiautomata.com.au) includes an interactive AI Inbound Voice Agent, which allows users to interact via voice or chat. All such interactions are recorded for quality assurance purposes, including but not limited to:

•       Call logs

•       Chat transcripts

•       Audio recordings

 

We provide this agent to demonstrate and deliver our AI technology to clients and visitors, as well as improve the quality of our service and offerings.

 

2. Types of Information We Collect

 

Depending on how you interact with our services, we may collect:

•       Personal information: Name, email address, phone number, and other contact details

•       Sensitive information (only where relevant and permitted): e.g. health-related details, date of birth, or financial data (only as required for booking or client onboarding purposes)

•       Device and usage data: IP address, browser type, device ID, operating system, usage patterns

•       Call and transcript data: Content and metadata of calls and chats handled by our AI agents

 

We do not intentionally collect unnecessary or excessive personal information. Our systems are designed in accordance with the principle of data minimisation.

 

3. How We Collect Information

 

Information is collected through:

•       Direct input by users via our AI voice or chat agents

•       Client integrations and third-party data flows (e.g. Practice Management Systems)

•       Use of our website, email communications, or service interactions

•       Temporary post-call data processing where enabled

 

4. Purpose of Collection and Use

 

We collect and use personal information for purposes including:

•       Providing and improving our AI solutions and automation services

•       Recording and processing call data for quality assurance and training purposes

•       Communicating with clients and their customers regarding appointments, bookings, enquiries, or service requests

•       Providing email summaries and post-call reports to clients

•       Ensuring compliance with relevant laws and obligations

•       Analysing patterns to enhance service quality and performance

 

We do not use personal information for direct marketing unless explicit consent has been given.

 

 

 

 

 

 

 

5. Data Storage and Transmission

 

Data may be stored or processed on secure third-party cloud platforms. This includes, but is not limited to, services such as:

•       Retell AI (for AI model execution)

•       Make.com (for automated reporting workflows)

•       ChatDash.com (client access dashboards)

 

These platforms may be located outside Australia. Where offshore processing occurs, we ensure that appropriate security safeguards and contractual controls are in place.

 

Clients are responsible for informing their customers that their data may be processed or stored overseas and must obtain all necessary consents.

 

6. Sensitive Industries and Opt-Out Features

 

We cater to clients across various regulated industries. Special provisions apply for:

 

Healthcare and Allied Health

Clients must comply with the Privacy Act 1988 (Cth), state health records legislation, and all relevant privacy and health information laws. Storage of identifiable health information is disabled by default. AI is configured to integrate in real-time with the client’s Practice Management System (PMS), where applicable. Storage of recordings or transcripts can be disabled via written request.

 

Legal Services

Law firms must ensure that any use of AI agents preserves legal professional privilege and client confidentiality. Privileged communications must not be stored externally unless specific client authorisation and appropriate safeguards are in place.

 

Financial Services

Clients in financial planning, broking, or credit services must comply with ASIC and AFSL/ACL obligations. AI interactions must not constitute financial advice unless subject to human review and appropriate disclaimers.

 

Opt-out requests for call recording, data retention, or external storage must be submitted in writing prior to deployment.

 

7. Data Retention and Deletion

•       Data (including transcripts and audio) through client interaction with our AI Inbound Voice Agent may be retained for up to two (2) months unless early deletion is requested

•       Clients may request deletion of data at any time by emailing info@aiautomata.com.au

•       AI-specific programming data (e.g. prompts, logic, structure) may be retained indefinitely, as it does not contain personal or sensitive information and is essential for service quality improvement

 

8. AI-Specific Programming Data

We may collect and retain programming-related data, including AI prompts and coding logic used to build your AI solution. This data:

•       Does not contain personally identifiable information

•       May be analysed and reused in future service offerings to improve AI quality and performance

•       Remains the intellectual property of AI Automata

 

9. Client Responsibilities

Clients are responsible for:

•       Obtaining all required consents from individuals whose data may be collected or processed via our systems

•       Updating their own privacy policies and call scripts to reflect their use of AI systems, call recordings, or data transmission

•       Notifying us immediately in the event of a suspected data breach involving our systems

 

Clients must ensure that their employees and contractors who use our systems understand and comply with these obligations.

 

 

 

 

 

 

 

10. Security

We maintain strict access control, encryption, and monitoring standards to safeguard your data. However, clients are responsible for:

•       Safeguarding their API keys, login credentials, and access authorisations

•       Implementing appropriate internal policies and role-based access for users of the AI system

 

 

11. Third-Party Websites and Integrations

Our website and services may contain links or integrate with third-party services. This Privacy Policy does not apply to those platforms. We are not responsible for the privacy practices of third parties.

 

12. Access and Correction

You may request access to, or correction of, your personal information at any time by contacting us at info@aiautomata.com.au. We will respond within a reasonable period and may charge a fee for providing access where permitted under law.

 

13. Complaints

If you believe your privacy has been breached or have any concerns, please contact us at info@aiautomata.com.au. If we are unable to resolve your complaint, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

 

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be published on our website. Continued use of our services after changes are published constitutes your acceptance of the updated terms.

 

Contact Us

If you have any questions or would like to exercise your rights under this Privacy Policy, you may contact:

 

AI Automata Pty Ltd

Email: info@aiautomata.com.au

Website: https://aiautomata.com.au