Privacy Policy – Speak Cybernetic

Business Name: Speak Cybernetic
Business Location: Auckland, New Zealand
Contact Email: info@speakcybernetic.com

1. Introduction

This Privacy Policy explains how Speak Cybernetic ("the business") collects, uses, and stores personal information from users and clients. By interacting with the website or using the AI call centre services provided by Speak Cybernetic, you agree to the terms outlined below.

2. Information Collected

Speak Cybernetic collects and processes the following types of personal information:

a. Website Visitors

Name, email, phone number, and any information submitted via the contact form.

b. AI Call Centre Clients and Callers

• Voice recordings and transcripts generated during AI-handled calls.
• Caller-provided details such as name, phone number, email, message, and other identifiers.
• Business information, documentation, and instructions submitted by clients to train or configure their AI agent.

3. Use of Information

Personal information is used solely to:

• Provide and operate AI call centre services.
• Deliver call summaries and caller message details to clients.
• Respond to inquiries or technical support requests.
• Monitor usage levels and send automated usage warnings when applicable.
• Maintain internal analytics and improve service performance.

Personal data is not used for marketing purposes or sold to third parties.

4. Legal Basis for Processing

Processing of personal data is based on:

• Consent, when information is provided via the website or direct communication.
• Contractual obligation, to fulfill service agreements with clients.
• Compliance with New Zealand’s Privacy Act 2020.

5. Use of Service Providers

Speak Cybernetic may engage external service providers to assist in operating infrastructure, managing data workflows, delivering client communications, and processing payments. These providers are contractually required to handle personal data securely and in compliance with applicable privacy laws.

Specific service provider identities are not disclosed to protect operational confidentiality.

6. Data Storage and Retention

• Personal data is retained only as long as necessary to provide services or meet legal obligations.
• Client-submitted configuration data is stored in secure, access-controlled environments.
• Appropriate technical and organizational safeguards are applied to protect data against loss, misuse, or unauthorized access.

7. User Rights

Under New Zealand’s Privacy Act 2020, individuals have the right to:

• Request access to personal data held by Speak Cybernetic.
• Request correction or deletion of personal data.
• Withdraw consent where applicable.

Requests can be submitted via info@speakcybernetic.com and will be responded to within a reasonable timeframe.

8. International Data Transfers

Some personal data may be processed in locations outside of New Zealand. Speak Cybernetic ensures appropriate safeguards are in place and that all data handling complies with privacy standards equivalent to New Zealand law.

9. Changes to This Policy

Speak Cybernetic may update this Privacy Policy periodically. Changes will be posted on this page with a revised effective date. Continued use of the website or services constitutes acceptance of updated terms.

10. Contact

For questions or concerns regarding this Privacy Policy, contact: info@speakcybernetic.com