Privacy Policy

1. Who we are

GreetbyAI is operated by Nicolas Hernandez, sole trader, ABN 82 116 063 991, of Gold Coast, Queensland, Australia. We provide an automated assistant that answers calls and messages for other businesses and books appointments on their behalf. You can reach us at contact@greetby.com.

2. Two different roles

When you contact a business that uses GreetbyAI, that business decides what happens with your information. We handle it on their behalf and only to provide the service. Requests about your information are best directed to that business; if you write to us, we will pass the request on to them.

When you contact GreetbyAI directly — through this website, WhatsApp or email — we are responsible for your information ourselves.

3. What we collect

• The content of your messages, including transcribed voice notes and images you send.
• Audio recordings and written transcripts of phone calls handled by the assistant.
• Your name and, if you provide them, your phone number and email address.
• Appointment details you book: service, date and time.
• Technical information from the channel you use, such as your user ID on that platform, which is needed in order to reply to you.

The assistant states at the start of each call that it is an automated assistant and that the call may be recorded. If you do not wish to be recorded, you can end the call and contact the business another way.

4. Why we use it

• To answer your enquiry and to book, change or cancel appointments.
• To keep the context of an earlier conversation so you are not asked to repeat yourself.
• To give the business a record and a summary of the enquiries it received.

We do not sell personal information, and we do not use it for advertising or to train our own models.

5. Who we share it with

To operate the service we use third-party providers that process information on our instructions and are not permitted to use it for their own purposes:

• An artificial-intelligence provider that generates the assistant's replies.
• A telephony provider and a voice-platform provider that carry, transcribe and record calls.
• A scheduling provider, where an appointment is booked.
• A cloud infrastructure provider that hosts the databases and servers.
• An email delivery provider, for notifications and handover messages.
• The messaging platform you chose to write from (for example WhatsApp, Instagram, Facebook Messenger or Telegram), under its own terms.

Some of these providers store or process data outside Australia. We may also disclose information where the law requires it.

6. Where it is stored and for how long

Conversations and contact details are stored in a database belonging to the business you contacted, and are kept while that business is our client. Call recordings and transcripts are kept for 90 days and then deleted. When a business stops being our client, we delete our copies of its data within 30 days of the end of the agreement, except where we are required by law to keep records.

7. Your rights

Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles you may ask us for a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it. Write to contact@greetby.com and we will respond within a reasonable period, normally 30 days.

If you are not satisfied with how we handled your request, you may complain to the Office of the Australian Information Commissioner at oaic.gov.au.

8. Data breaches

If we become aware of a data breach that is likely to cause serious harm, we will notify the affected business and, where the Notifiable Data Breaches scheme requires it, the affected individuals and the Commissioner.

9. This website

This site does not use advertising or tracking cookies, and does not build a profile of you. Choosing a language may be stored in your browser so the site remembers it.

10. Changes

We may update this policy. The date at the top shows when it last changed.