Privacy Policy

1. Introduction

Sam the Virtual Receptionist ("Sam", "we", "us", or "our") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered virtual receptionist service.

We are an Australian company and comply with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) and applicable state and territory privacy legislation.

2. Information We Collect

We collect the following types of information:

2.1 Account Information

• Business name and contact details
• Email address and phone number
• Billing and payment information
• Business operating hours and service areas

2.2 Call Data

• Caller phone numbers
• Call recordings and transcripts
• Call duration and timestamps
• Information provided by callers during conversations

2.3 Technical Information

• IP addresses and browser information
• Device identifiers
• Usage data and analytics

3. How We Use Your Information

We use the collected information to:

• Provide and operate our virtual receptionist service
• Process and manage incoming calls on your behalf
• Send you call summaries, notifications, and service updates
• Process payments and manage your subscription
• Improve our AI and service quality
• Comply with legal obligations
• Prevent fraud and ensure security

4. Data Storage and Security

All data is stored on servers located in Australia. We implement industry-standard security measures including encryption in transit and at rest, access controls, and regular security audits to protect your information.

Call recordings are encrypted and stored securely. You can access, download, or delete your call recordings through your dashboard at any time.

5. Disclosure of Information

We may disclose your information to:

• Service providers who assist in operating our service (e.g., cloud hosting, payment processing)
• Professional advisers (lawyers, accountants, auditors)
• Government authorities when required by law
• Third parties with your explicit consent

We do not sell your personal information to third parties.

6. Your Rights

Under Australian privacy law, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information (subject to legal requirements)
• Opt-out of marketing communications
• Lodge a complaint with the Office of the Australian Information Commissioner (OAIC)

7. Caller Privacy

When callers contact your business through Sam, we collect their phone number and the content of their conversation. This information is shared with you (the business owner) and used to provide the service. Callers are informed at the start of each call that they are speaking with an AI assistant and that the call may be recorded.

8. Cookies and Tracking

We use cookies and similar technologies to improve your experience on our website. You can control cookie preferences through your browser settings. Essential cookies required for the service to function cannot be disabled.

9. Data Retention

We retain your data for as long as your account is active or as needed to provide services. Call recordings are retained for 90 days by default, unless you configure a different retention period. After account closure, we retain data for up to 7 years as required for legal and regulatory compliance.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by email or through a notice on our website. Your continued use of the service after changes are posted constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us: