Privacy Policy

1. About this policy

This policy explains how we collect, use, store and disclose personal information in connection with SkyCallAI, in line with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). “We”, “us” and “our” refer to BookMyTime.co.

2. Information we collect

We collect:

• Account information — your name, business name, email, phone number, business identifiers (e.g. ABN) and account settings.
• Call information — for calls handled on your behalf: caller phone number, the audio recording (where enabled), a transcript, an AI-generated summary, captured details (such as name, reason for calling) and call metadata (time, duration, outcome).
• Usage and technical data — log data, IP address, device/browser information and actions taken in the dashboard, used for security and to operate the service.

As a business using SkyCallAI, you are responsible for telling your own callers that their call may be answered, recorded and summarised, and for obtaining any consent required under the recording-consent and privacy laws that apply where you operate.

3. How we use information

We use personal information to provide and operate the service (answering calls, producing reports and summaries, booking appointments, sending you notifications), to secure and improve the service, to provide support, to bill for paid usage, and to meet our legal obligations. We send product-update and marketing emails only where you have opted in, and you can opt out at any time.

4. AI processing

Call audio is transcribed and summarised using speech-to-text and language models that we run self-hosted and offline on our own isolated infrastructure. Audio and transcripts are processed locally; they are never transmitted to any third-party AI provider, never shared with any model provider, and never used to develop, train or improve any generalized, foundational or third-party AI/ML model. We do not sell your data or your callers’ data.

These AI models process only the caller’s spoken audio during a call. They do not receive, process, or train on any Google user data: your Google Calendar information (free/busy times and events) is handled solely by our deterministic calendar-integration code described in section 6 — never by an AI or machine-learning model, and never transferred to any AI service.

5. Disclosure & service providers

We share personal information only with service providers who help us run SkyCallAI — for example telecommunications and messaging carriers (to place and receive calls and texts) and our email-delivery provider (to send reports and notifications). These providers handle the information only to provide their service to us. We may also disclose information where required by law or to protect our rights, safety or infrastructure.

6. Third-party calendar integrations (Google & Microsoft)

If you connect a Google or Microsoft (Outlook) calendar, SkyCallAI accesses that calendar only to provide the appointment features you enable: reading your busy/free times so the AI can offer available slots to callers, and creating, updating or cancelling calendar events for appointments booked, changed or cancelled during a call. We request the minimum access needed for these features, and you can disconnect a calendar at any time from your dashboard, which revokes our access.

SkyCallAI’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide and improve the calendar features described above; we do not sell it, do not use it for advertising, and do not use it to train generalized AI or machine-learning models. Humans do not read your Google user data except where you have given consent, where it is necessary for security or to comply with applicable law, or in aggregated or anonymized form for internal operations.

How Google data is protected and retained. Google user data is protected with the controls described in section 7 (encryption in transit, access controls, and Australian hosting). From your connected calendar we store only the minimum needed to manage the appointments we create — such as the calendar event ID and the appointment date and time — not your other calendar contents. You can disconnect the calendar at any time, which immediately stops any further access; when you disconnect it or close your account, we delete the calendar access tokens and the stored event references we hold, except for records we are required by law to retain.

7. Storage, location & security

Your data is hosted on servers located in Australia. We take reasonable steps to protect personal information from misuse, loss and unauthorised access, including access controls, encryption in transit, and PIN-gated access to call recordings. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Retention

We keep different information for different periods:

• Call audio recordings are automatically deleted about 30 days after the call — both from our own systems and from our telecommunications provider’s systems. After that the audio is gone and any recording link stops working.
• Transcripts, AI summaries and captured call details (such as caller name, phone number and outcome) are retained while your account is active, so your call history and reports stay available to you.
• Account and billing records are kept while your account is active and for as long as we are legally required to keep them afterwards (for example, tax and accounting obligations).

When you close your account, we delete or de-identify the personal information we hold about you and your callers within a reasonable period, except for records we are required by law to retain. You can also ask us to delete specific information at any time, subject to those legal requirements.

9. Your rights

You may request access to, or correction of, the personal information we hold about you. You may also make a privacy complaint. We will respond within a reasonable time. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

10. Changes & contact

We may update this policy from time to time; the “last updated” date above shows the current version. For privacy questions or requests, email [email protected].