Privacy Policy

1. Overview

Roovolt, referred to as "Roovolt", "we", "us", or "our", respects your privacy and is committed to protecting personal information.

This Privacy Policy explains how we collect, use, store, and disclose personal information when you interact with our website, services, voice systems, or automation tools.

By using our services, you consent to the handling of personal information in accordance with this policy.

2. Scope of This Policy

This policy applies to:

• Visitors to our website
• People who contact us directly
• Callers interacting with voice or AI-assisted systems we operate
• Individuals whose information is captured on behalf of our clients

Where we process information on behalf of a client, that client remains responsible for how the information is ultimately used.

3. Personal Information We Collect

We may collect personal information including:

• Name
• Phone number
• Email address
• Business name
• Call recordings and call transcripts
• Messages left via voice or digital systems
• Information voluntarily provided during enquiries
• Technical information such as IP address and device type

We only collect information that is reasonably necessary to provide our services.

If you provide information about another person, you confirm you have authority to do so.

4. How We Collect Information

We collect information when you:

• Call or interact with an AI or voice assistant
• Submit a form on our website
• Email or message us
• Engage with systems we manage for our clients
• Communicate with us during service delivery

Some information is collected automatically through system logs and standard analytics.

5. How We Use Personal Information

We use personal information to:

• Respond to enquiries
• Capture and summarise calls
• Route messages to the correct person or team
• Provide automation and business services
• Improve system reliability and accuracy
• Contact you regarding your enquiry or service
• Meet legal, regulatory, and compliance obligations

We do not use personal information for unrelated purposes.

6. AI, Call Recording, and Transcription

Calls to systems operated by Roovolt may be recorded and transcribed.

This allows us to:

• Capture enquiry details accurately
• Generate call summaries
• Enable follow-up and service delivery
• Reduce manual handling errors

If you do not wish to have your call recorded, you should not continue the call.

6.1 Use of AI Technology

Some services use AI-assisted tools to process voice or text.

These tools operate only to deliver the service requested.

We do not use personal information to train public or general-purpose AI models.

6.2 Confidential and Privileged Information

We understand that enquiries may contain confidential or legally sensitive information.

We do not review, analyse, or use enquiry content beyond what is required to deliver the agreed service.

Information is processed solely for routing, summarisation, and follow-up, in line with client instructions.

We do not access, disclose, or repurpose enquiry content unless required to provide the service or where legally required.

7. Data Storage and Security

We take reasonable steps to protect personal information from misuse, loss, unauthorised access, or disclosure.

This includes:

• Access controls
• Secure cloud-based storage
• Limited internal access
• Monitoring and system safeguards

No system can be guaranteed to be completely secure, but we apply protections appropriate to the nature of the information.

8. Data Retention

We retain personal information only for as long as necessary to:

• Fulfil the purpose it was collected for
• Provide services
• Meet legal, regulatory, or compliance requirements

Information may be deleted, anonymised, or archived after a reasonable period.

Clients may request deletion of enquiry data unless retention is required by law.

9. Disclosure of Personal Information

We may disclose personal information:

• To clients where enquiries are made on their behalf
• To service providers who assist us in operating our systems
• Where required by law or legal process

We do not sell personal information.

9.1 Service Providers and Subprocessors

We use specialist technology providers to operate voice, automation, and data processing systems.

These providers:

• Act only on our instructions
• Are required to apply appropriate security measures
• Are restricted from using data for their own purposes
• Are not permitted to use data for marketing or AI model training

We remain responsible for how personal information is handled within our services.

10. Overseas Data Processing

Some information may be processed or stored outside Australia.

When this occurs, we take reasonable steps to ensure the information is handled consistently with Australian privacy obligations.

11. Your Rights

You may request to:

• Access personal information we hold about you
• Correct inaccurate or outdated information
• Request deletion where appropriate

Requests can be made using the contact details below.

We respond within a reasonable timeframe.

12. Complaints

If you believe we have mishandled personal information, you may contact us directly.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

13. Changes to This Policy

We may update this Privacy Policy from time to time.

The current version will always be available on our website.

14. Contact Us

For privacy enquiries or requests, contact: