Privacy Policy

This Privacy Policy explains how Hi There AI and its related entities collect, use, disclose, and protect your personal information when you visit our website, interact with our AI services, or otherwise engage with us. In this policy, “we”, “us”, and “our” refer to Hi There AI. “You” and “your” refer to website visitors, customers, and other individuals whose personal information we handle.

We comply with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). We may update this policy from time to time. Material changes will be published on our website and, where appropriate, we may notify you directly. You can learn more about the APPs at the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au.

The information we collect

Depending on how you interact with us, we may collect the following categories of personal information:

  • Identity and contact: name, business or residential address, email, phone, and fax.
  • Business details: employment or role information, ABN and ACN.
  • Financial and billing: bank account details, payment card details, invoices, and transaction records.
  • Service and interaction data: usage patterns, logs, preferences, feedback, and forms submitted.
  • Voice and transcripts: recordings and transcripts from calls or voice interactions processed by our AI systems.
  • Technical and security: device information, browser type, IP address, session IDs, API keys, authentication tokens, and system logs.

Sensitive information

We generally do not collect sensitive information. If we need to handle it, we will only do so where it is necessary for our functions, directly related to the primary purpose, with your consent, or as required or authorised by law.

How we collect information

We collect personal information in the following ways:

  • directly from you via phone, email, online forms, and in person
  • through your use of our website and AI products
  • from service providers, business partners, and publicly available sources, where lawful

When you visit our website, we may log the date and time of your visit, your IP address, pages viewed, documents downloaded, and your browser information for analytics, security, and service improvement.

Cookies and tracking technologies

We use cookies, pixels, and similar technologies to operate and improve our services, remember your preferences, measure performance, and support advertising and security. You can manage cookie settings in your browser. Disabling some cookies may affect the functionality of the website.

Why we collect and use your information

We collect, use, and disclose personal information to:

  • respond to enquiries and provide our products and services
  • process payments, manage accounts, and perform internal administration
  • operate, maintain, and improve our website and AI systems
  • train, evaluate, and enhance AI models and algorithms
  • personalise user experience and develop new features
  • detect, investigate, and prevent fraud, abuse, and security incidents
  • perform research and development
  • send marketing communications where permitted, with opt-out available at any time
  • comply with legal and regulatory obligations

AI processing and automated decision-making

Our services may involve automated processing, including speech recognition, intent detection, and routing decisions. Where automated decisions may have a material effect, we aim to provide meaningful information about the logic involved and available options. You can contact us to request further detail or human review where appropriate and permitted by law.

Direct marketing

We may use your contact details to send updates about products, features, and news that may be relevant to you. You can unsubscribe at any time using the link in our emails or by contacting us.

Disclosure of personal information

We may disclose personal information to:

  • service providers that support our operations, such as cloud hosting, storage, analytics, communications, security, and billing
  • professional advisers and insurers, where necessary
  • government authorities and regulators where required or authorised by law
  • other parties with your consent

All third parties are required to handle personal information in accordance with applicable privacy laws and appropriate confidentiality and security safeguards.

Google API Limited Use

Our use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements: https://developers.google.com/terms/api-services-user-data-policy

Overseas disclosure

We generally store personal information in Australia. If overseas disclosure is necessary, we will do so where:

  • you have provided express consent
  • the disclosure is required or authorised by law
  • the recipient is subject to privacy protections substantially similar to the APPs and appropriate contractual safeguards are in place

Security

We apply administrative, technical, and physical safeguards to protect personal information, including encryption, access controls, secure cloud infrastructure, multi-factor authentication, logging and monitoring, regular security audits and penetration testing, and staff training. Information is primarily stored electronically, with limited paper records where unavoidable.

We retain personal information for as long as needed to provide services, comply with legal obligations, resolve disputes, and enforce agreements. Where a minimum retention period applies, we will meet that requirement. When information is no longer required, we will take reasonable steps to securely destroy or de-identify it.

Notifiable Data Breaches scheme

All staff must report suspected or actual data breaches to our Privacy Officer through our incident response process. If we suspect an eligible data breach, we will promptly investigate and complete an assessment within 30 days. Where the breach is likely to cause serious harm, we will notify affected individuals where practicable and lodge a notification with the OAIC in accordance with the Notifiable Data Breaches scheme. If immediate remedial action removes the likelihood of serious harm, notification may not be required.

Keeping your information accurate

We take reasonable steps to ensure the personal information we hold is accurate, complete, and up to date. Please notify us of any changes or inaccuracies. We may also contact you to verify key details on occasion.

Access and correction

You have the right to request access to personal information we hold about you and to request corrections. We may need to verify your identity and ask you to specify the information you require. Access is free, though a reasonable administrative fee may apply for large or complex requests. If we refuse access or correction, we will provide written reasons and explain how you can make a complaint.

Children

Our services are intended for business and adult users. We do not knowingly collect personal information from children. If you believe a child has provided personal information to us, please contact us so we can take appropriate action.

Third-party websites

Our website may contain links to third-party sites. We are not responsible for the privacy practices of those sites. We recommend reviewing their privacy policies.

How to contact us or make a complaint

If you have questions about this policy, wish to exercise your privacy rights, or want to lodge a privacy complaint, please contact our Privacy Officer. We will acknowledge your enquiry and aim to resolve complaints within 30 days. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

Contact Us

For privacy enquiries or complaints, please contact us at:

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