AI and Data Policy

Last updated: November 2026.

This page explains how we handle data for the AI receptionist and chatbot services. It is a plain-English summary, not legal advice. The written service agreement prevails.

1. What we collect

• Caller and visitor details: name, phone, email, business, suburb and the reason for the call.
• Call audio, transcripts and summaries where recording is enabled.
• Chat transcripts and lead details.
• Booking details and calendar or job-system references.
• Technical logs needed to run and secure the service.

2. AI disclosure

Callers should be told they are speaking to an AI at the start of the call. The client approves the wording. If the caller asks for a human, the setup should transfer or take a message according to the client's rules.

3. Call recording and consent

Calls are recorded only where consent is obtained or where the law allows it. The client decides whether recording is on. A non-recorded path or callback should be available where required. The client is responsible for its own recording notices and consent wording.

4. How data is used

• To answer the call or chat and complete the requested action.
• To book, reschedule or cancel an appointment.
• To send a summary or notification to the business.
• To check quality, fix issues and improve the setup.
• To meet legal and accounting obligations.

5. Service providers

We use providers for telephony, speech-to-text, text-to-speech, AI models, hosting, email, CRM and analytics. They may process data in Australia or overseas. The current provider list and processing locations are available on request. We do not sell personal information.

6. Retention

We keep call recordings, transcripts and chat data for the period set out in the service agreement, or a shorter period where requested and technically possible. We delete or de-identify data when it is no longer needed, unless we are required to keep it.

7. Access and security

Access is limited to people who need it to provide the service. We use access controls, secure storage and reasonable technical measures. No system is perfectly secure.

8. Your rights

You can ask for access to your personal information, ask for a correction, or ask for deletion where we are not required to keep it. Contact info@cloudnext.dev.

9. Client responsibilities

The client is responsible for the accuracy of its service information, pricing rules and escalation contacts, for its own privacy notices, and for any consent required for recording, SMS or marketing. Do not use the AI for emergency, medical, legal or financial advice.

10. Contact

Questions about AI and data can be sent to info@cloudnext.dev.