Privacy Policy
This policy explains how we collect, use, store and share personal information when you visit syztem.ai, enquire about or use our services. We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
What we collect
- Enquiry and account details — your name, business name, email, phone number, and what you tell us about your business.
- Service data — when we set up and run the Syztem for your business, the system processes your customers' enquiries, bookings, messages, call recordings and transcripts, invoices and reviews on your behalf. You remain the owner and the controller of that customer information; we process it to deliver the service you have engaged us for.
- Website data — pages visited, device and browser type, approximate location, referring site, and interactions, collected through cookies and similar technologies.
Calls and recordings
Calls handled by the AI receptionist are recorded for quality, training and dispute purposes, and callers are told this at the start of the call. Recordings and transcripts are kept for 30 days and then deleted, unless you ask us in writing to keep a specific recording longer for a dispute or complaint.
How we use information
- To respond to your enquiry, arrange a walkthrough and prepare a proposal.
- To set up, run, monitor and improve the service for your business.
- To send service notices, reports and invoices.
- To send marketing about our own services where you have agreed or would reasonably expect it. You can opt out at any time using the link in the message or by emailing us.
- To measure and improve our website and advertising.
Cookies, analytics and advertising tags
Our site uses cookies and tags from Google (Google Ads conversion tracking and analytics) and Meta (Meta Pixel) to measure visits and the effectiveness of our advertising, and to show relevant ads to people who have visited our site. You can control cookies through your browser settings, opt out of Google personalised advertising at adssettings.google.com, and manage Meta ad preferences in your Meta account settings. Blocking cookies may limit some site features.
Who we share information with
We do not sell personal information. We share it only with service providers who help us deliver the service — our platform provider (including telephony, SMS, email and AI processing), payment processors, and analytics and advertising providers named above — and where the law requires. Some providers store data outside Australia, including in the United States. We take reasonable steps to ensure they handle information in a way consistent with Australian privacy law.
Security and retention
We protect information with access controls, encryption in transit and reputable hosting. We keep information for as long as needed to provide the service and meet legal and accounting obligations, then delete or de-identify it. When your service ends, we export your customer data to you on request and delete our working copies within 30 days unless the law requires otherwise.
Access, correction and complaints
You can ask to access or correct your personal information, or make a privacy complaint, by emailing [email protected]. We respond within 30 days. If you are not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.
Changes
We may update this policy from time to time. The current version is always at syztem.ai/privacy.html.