Privacy Policy

Effective date: 1 April 2026

1. Who We Are

TeleMate AI ("we", "us", "our") operates the website tmai.com.au and provides an AI-powered phone receptionist service for Australian businesses. We are operated from Australia and comply with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. Information We Collect

  • Business details — business name, address, phone number, services offered, operating hours, and greeting preferences.
  • Call recordings & transcripts — audio recordings and AI-generated transcripts of inbound calls handled by our service.
  • Caller information — caller name (when provided), phone number, and the content of their conversation.
  • Google Calendar data — calendar availability and appointment details accessed via the Google Calendar API to check availability and book appointments on behalf of your business.
  • Payment information — billing details processed securely through Stripe. We do not store credit card numbers on our servers.
  • Account credentials — email address and authentication data used to secure your account.

3. How We Use Your Information

  • To provide the AI receptionist service — answering calls, capturing messages, and transferring calls as configured.
  • To send SMS notifications to you and/or your callers when configured (e.g., missed-call summaries, appointment confirmations).
  • To check Google Calendar availability and book appointments on behalf of your business.
  • To process subscription payments and manage billing.
  • To improve the service, troubleshoot issues, and develop new features.
  • To comply with legal obligations and enforce our Terms of Service.

4. Third-Party Service Providers

We share data with the following third-party providers solely to operate our service. Each provider is bound by their own privacy policies and data protection agreements:

  • Stripe — payment processing and subscription management.
  • Twilio — phone number provisioning, call routing, and SMS delivery.
  • Google Calendar API — calendar availability checks and appointment booking.
  • LiveKit — real-time voice infrastructure for AI call handling.
  • Supabase — secure database hosting and authentication.
  • Cartesia — text-to-speech voice generation for AI responses.
  • Deepgram — speech-to-text transcription of caller audio.

We do not sell your personal information to any third party.

5. Google API Disclosure

TeleMate AI's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

  • We access Google Calendar solely to check availability and create appointments on behalf of the business that has authorised access.
  • We store OAuth refresh tokens securely and encrypted at rest. Tokens are used only to maintain authorised access to the business's calendar.
  • We do not share, sell, or transfer Google Calendar data to any third party.
  • We do not use Google Calendar data for advertising or any purpose unrelated to providing the AI receptionist service.
  • A business can revoke calendar access at any time from their TeleMate AI dashboard or their Google Account permissions page.

6. Data Security

We implement industry-standard security measures including encryption in transit (TLS) and at rest, role-based access controls, and regular security reviews. However, no method of transmission or storage is 100% secure and we cannot guarantee absolute security.

7. Data Retention

  • Call recordings, transcripts, and caller data are retained for the duration of your active subscription.
  • Upon account deletion, all associated call data, business configurations, and stored tokens (including Google OAuth tokens) are permanently deleted within 30 days.
  • Payment records may be retained as required by Australian tax law and Stripe's data retention policies.

8. Your Rights

Under the Australian Privacy Act 1988, you have the right to:

  • Access — request a copy of the personal information we hold about you.
  • Correction — request correction of inaccurate or incomplete information.
  • Deletion — request deletion of your personal information (subject to legal retention requirements).
  • Complaint — lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe your privacy has been breached.

To exercise any of these rights, contact us at info@tmai.com.au. We will respond within 30 days.

9. Cookies & Analytics

We use essential cookies to maintain your session and authentication state. We may use analytics tools to understand how our website and dashboard are used. You can manage cookie preferences through your browser settings.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on our website. Your continued use of the service after changes take effect constitutes acceptance of the updated policy.

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Email: info@tmai.com.au

Website: tmai.com.au