Privacy, consent and data handling
Transparent settings for consent, storage and retention. How AI Collab handles your data aligned to Australian expectations.
Consent patterns
Call recording is ON by default. Callers hear a consent message before recording begins. You control the wording and can disable recording per number or call type.
What we collect
We collect call audio, transcripts, caller phone numbers, timestamps, and any data shared during the call (name, address, job details). We do not collect payment card data.
Data flows
Call data flows through our Tradie Talk Pro™ platform, is transcribed in real-time, and pushed to your job management system via secure API. Transcripts are stored in encrypted cloud infrastructure.
Access control
Only authorised team members can access transcripts and recordings via the dashboard. Access is logged and auditable. We do not share your data with third parties except as required to deliver the service.
You control the settings
Retention
Transcripts are retained for 90 days by default. You can set shorter or longer retention periods to meet your business and compliance needs. Deleted data is purged within 30 days.
Recording toggle
Call recording can be enabled or disabled per phone number, per time of day, or globally. Changes take effect immediately. When recording is off, transcripts are still generated for booking purposes but audio is not stored.
Data export
You can export transcripts, call logs and recordings at any time via the dashboard or API. Data is provided in standard formats (CSV, JSON). You own your data and can take it with you if you cancel.
Access, correction and deletion
Customer requests
If a caller contacts you to access, correct or delete their data, you can action this via the dashboard or contact support. We respond to valid requests within 30 days in line with Australian Privacy Principles.
Your account
As the account owner, you can access all data associated with your account, update settings, and request full deletion. Account deletion permanently removes all data within 30 days.
How we protect your data
Encryption
Data is encrypted in transit (TLS 1.2+) and at rest (AES-256). API keys and integration credentials are stored encrypted and never logged in plain text.
Infrastructure
We use enterprise-grade cloud providers with SOC 2 Type II compliance. Servers are located in secure data centres with redundant backups and disaster recovery plans.
Access logging
All access to customer data is logged with user ID, timestamp and action. Logs are retained for audit purposes and reviewed regularly for anomalies.
Vendor management
Third-party services (voice, transcription, hosting) are vetted for security and compliance. We execute Data Processing Agreements where required.
International transfers
Some service providers (e.g., cloud voice platforms) may process data outside Australia. Where this occurs, we ensure appropriate safeguards are in place via Standard Contractual Clauses or equivalent mechanisms.
We'll confirm data location and cross-border arrangements during onboarding so you can assess fit with your compliance requirements.
What we track on this website
This website uses minimal cookies to maintain your session and remember preferences. We do not use third-party advertising cookies. Analytics may be used to understand site usage (page views, referrers) but no personally identifiable information is collected without your consent.
You can disable cookies in your browser settings. Doing so may affect your ability to use certain features of the site.
Questions or complaints?
If you have questions about how we handle data, or wish to make a complaint, contact us at hello@ai-collab.com.au.
We'll respond within 5 business days and work with you to resolve the issue. If you're not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC).
Disclaimer
This privacy policy is current as of January 2025. We may update it from time to time. Material changes will be communicated via email. Continued use of the service after changes take effect constitutes acceptance of the updated policy.
Questions about privacy?
We're happy to talk through our data handling practices and how we can meet your compliance requirements.