Privacy Policy

The information we collect depends on how you interact with AgenticSole.

Information you provide directly

When you contact us, request a demo, subscribe to our services or communicate with our team, we may collect information such as:

• Your name
• Business name
• Email address
• Phone number
• Job title or role
• Business address
• Information about your business
• Information you provide through contact or enquiry forms
• Any other information you voluntarily provide to us

Information collected through AI receptionist interactions

Where an AI receptionist is used by one of our customers, calls handled by the AI may involve the collection of information such as:

• Caller name
• Phone number
• Call date and time
• Information provided during the conversation
• Appointment or booking details
• Service or enquiry details
• Call transcripts, where enabled
• Call recordings, where enabled
• Information required to complete a request or booking

The exact information collected depends on how the relevant business has configured its AI receptionist.

Technical information

When you use our website, we may automatically collect certain technical information, including:

• IP address
• Browser type and version
• Device type
• Operating system
• Pages visited
• Approximate location derived from IP address
• Referral information
• Website usage and interaction data
• Date and time of visits

We use this information primarily to operate, secure and improve our website and services.

We may collect personal information in several ways, including:

• When you submit a form on our website
• When you contact us by phone, email or other communication channels
• When you request a demo
• When you become a customer
• When you use an AgenticSole-powered AI receptionist
• When you communicate with an AI receptionist
• Through cookies and similar technologies
• From integrations or third-party services used to provide our services
• From information provided to us by our business customers

Where practical and appropriate, we collect personal information directly from the individual it relates to.

We collect and use personal information for purposes such as:

• Providing and operating our services
• Configuring and supporting AI receptionists
• Responding to enquiries
• Booking and managing appointments
• Capturing and routing customer enquiries
• Providing customer support
• Communicating with customers and prospective customers
• Processing transactions and managing accounts
• Improving the performance and reliability of our services
• Monitoring and maintaining security
• Detecting and preventing fraud, misuse or unauthorised access
• Understanding how our website and services are used
• Improving our products and user experience
• Sending relevant service or marketing communications where permitted
• Meeting legal and regulatory obligations

We will not use personal information for purposes that are unrelated to the purpose for which it was collected unless permitted or required by law.

Our AI receptionist technology is designed to handle business calls and customer enquiries on behalf of our customers.

Depending on the configuration of the service, an AI receptionist may:

• Answer incoming calls
• Respond to customer questions
• Collect contact details
• Understand the purpose of a call
• Capture enquiry or service information
• Schedule appointments
• Send or trigger follow-up communications
• Transfer calls to a human team member
• Create records in connected business systems

The information handled during a call may be provided by the caller themselves.

Where call recording or transcription is enabled, the relevant business using the AgenticSole service is responsible for ensuring that its use of those features is appropriate and that any required notices or consents are provided to callers.

Some AgenticSole services may support call recording and/or transcription.

Where these features are enabled, recordings and transcripts may be used to:

• Provide the requested service
• Maintain call records
• Review conversations
• Improve service quality
• Troubleshoot technical issues
• Support customer service
• Generate call summaries or follow-up actions

Call recordings and transcripts may contain personal information provided during the conversation.

Where recording or transcription is enabled, the relevant customer is responsible for configuring the service appropriately and providing any notices required by applicable law.

If you believe a call involving you has been recorded or transcribed through an AgenticSole-powered service, you should first contact the business you were communicating with. You may also contact us using the details provided in this Privacy Policy.

AgenticSole uses artificial intelligence to provide automated receptionist and communication services.

AI systems may process information provided during conversations in order to understand requests and perform actions configured by the relevant business.

Our AI receptionist is designed to assist with tasks such as answering enquiries, collecting information and scheduling appointments.

It is not intended to make decisions that determine a person's legal rights or other similarly significant matters.

Where our services are configured or developed in a way that involves automated decision-making that may significantly affect an individual's rights or interests, we will update our privacy practices and provide any information required by applicable privacy law.

We may disclose personal information where reasonably necessary to provide our services or operate our business.

Depending on the service, information may be shared with:

• Our employees and authorised personnel
• Technology and infrastructure providers
• AI and voice technology providers
• Cloud hosting and storage providers
• Communication and messaging providers
• Calendar, CRM or business software integrations
• Payment providers
• Analytics and security providers
• Professional advisers
• Government agencies or regulators where required by law

We do not sell personal information to third parties.

We only disclose personal information where there is a legitimate business or legal reason to do so.

Some of the technology providers we use to operate our website or services may store or process information outside Australia.

This may include providers involved in:

• Cloud infrastructure
• AI processing
• Voice services
• Analytics
• Customer relationship management
• Communications
• Software integrations

Where personal information is disclosed to an overseas recipient, we take reasonable steps to ensure that the information is handled appropriately and in accordance with applicable privacy obligations.

Countries where relevant service providers may be located: [Insert actual countries after reviewing your vendors and data flows.]

Our website may use cookies and similar technologies to help us operate and improve the website.

These technologies may collect information such as:

• Pages visited
• Time spent on pages
• Browser and device information
• General website usage
• Traffic sources
• Interactions with website features

We may use analytics and similar services to understand website performance and improve the user experience.

You can usually control cookies through your browser settings. Disabling certain cookies may affect how some parts of our website function.

[Add the actual analytics/cookie providers you use, such as Google Analytics, if applicable.]

If you provide your contact details to us, we may use them to send information about our products, services, updates, offers or other relevant business communications where permitted by law.

You can opt out of marketing communications at any time by:

• Using the unsubscribe option included in the communication; or
• Contacting us directly.

Opting out of marketing communications will not prevent us from sending important service-related or transactional messages where necessary.

We take reasonable steps to protect personal information from:

• Misuse
• Interference
• Loss
• Unauthorised access
• Unauthorised modification
• Unauthorised disclosure

Depending on the type of information and service involved, security measures may include access controls, authentication, encryption, monitoring and secure infrastructure.

However, no method of transmission or storage can be guaranteed to be completely secure.

If we become aware of a data breach involving personal information, we will respond in accordance with applicable laws and regulatory requirements.

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, to provide our services, resolve disputes, maintain business records, or meet legal and regulatory obligations.

Retention periods may vary depending on:

• The type of information
• Why it was collected
• The service being provided
• Our relationship with the customer
• Applicable legal requirements

Where personal information is no longer required, we will take reasonable steps to securely delete or de-identify it, where appropriate.

You may request access to personal information we hold about you.

To make a request, contact us using:

Email: support@agenticsole.com

We will generally respond to access requests within a reasonable period and may need to verify your identity before providing access.

In some circumstances, we may be unable to provide access where permitted or required by law. If this happens, we will explain the reason where we are able to do so.

We take reasonable steps to ensure that personal information we hold is accurate, complete and up to date.

If you believe information we hold about you is inaccurate, incomplete or out of date, you can ask us to correct it.

Please contact:

support@agenticsole.com

We may ask you to provide information that helps us identify the relevant records and verify your identity.

If you believe we have mishandled your personal information or breached applicable privacy obligations, we encourage you to contact us first so we can investigate and resolve the issue.

Please send your complaint to:

Please provide enough information for us to understand your concern, including any relevant dates, communications or other details.

We will review your complaint and respond within a reasonable period.

If you are not satisfied with our response, you may be able to make a complaint to the Office of the Australian Information Commissioner (OAIC).

Our website or services may contain links to third-party websites, applications or services.

Those third parties have their own privacy practices and policies.

We are not responsible for the privacy practices of third-party websites or services that we do not control.

We recommend reviewing their privacy policies before providing personal information.

Our services are intended for businesses and are not directed at children.

We do not knowingly collect personal information from children through our website for purposes unrelated to providing our services.

If you believe a child has provided personal information to us, please contact us so that we can review and take appropriate action.

We may update this Privacy Policy from time to time to reflect changes to our services, technology, business practices or legal obligations.

When we make changes, we will update the "Last updated" date at the top of this page.

Where appropriate, we may also provide additional notice of significant changes.

We encourage you to review this Privacy Policy periodically.

If you have questions about this Privacy Policy or how we handle personal information, please contact us.