Privacy Policy.

Kea Concepts (“we”, “us”, “our”) is committed to protecting your privacy. This policy explains how we collect, use, store, and share personal information when you use our AI employee services. We comply with the New Zealand Privacy Act 2020.

1. Information we collect

We collect the following types of personal information in the course of providing our AI phone receptionist service:

• Phone call recordings and transcripts — audio recordings and text transcriptions of calls handled by our AI employee.
• Caller information — names, phone numbers, and email addresses provided during calls.
• Booking details — appointment dates, times, service types, and any notes captured during scheduling.
• Account information — business name, contact details, and billing information for our customers (business owners).
• Usage data — call volumes, interaction patterns, and service analytics.

2. How we use your information

• To provide and operate our AI employee service, including answering phone calls, booking appointments, and sending confirmations.
• To improve the quality and accuracy of our AI through analysis of call interactions and business owner feedback.
• To generate analytics and reports for our customers about their call activity and booking trends.
• To process payments and manage customer accounts.
• To communicate with you about service updates, billing, and support.

3. Third parties we share data with

We share personal information with the following third-party service providers, solely to deliver and operate our service:

• Vapi — telephony infrastructure for handling phone calls.
• Anthropic (Claude) — AI language model used for natural language understanding and conversation.
• Google Calendar — appointment scheduling and calendar integration.
• ClickSend — SMS notifications and confirmations.
• Stripe — payment processing for subscription billing.

We do not sell your personal information to any third party. Each provider is bound by their own privacy policies and applicable data protection obligations.

4. Data retention

Call recordings and transcripts are retained for up to 90 days to allow business owners to review interactions and for service improvement purposes, unless a longer retention period is required by law or requested by the business owner.

Booking data and caller information are retained for as long as the business owner maintains an active account with us, plus a further 30 days after account termination to allow for data export. Account and billing records are retained in accordance with New Zealand tax and financial reporting obligations.

5. Your rights under the Privacy Act 2020

Under the New Zealand Privacy Act 2020, you have the right to:

• Access — request a copy of any personal information we hold about you.
• Correction — request that we correct any inaccurate or incomplete personal information.
• Deletion — request that we delete your personal information, subject to any legal obligations requiring us to retain it.

To exercise any of these rights, please contact us at the address below. We will respond within 20 working days, as required by the Act. If you are not satisfied with our response, you may lodge a complaint with the Office of the Privacy Commissioner at privacy.org.nz.

6. AI disclaimer

Our service uses artificial intelligence to handle phone calls and bookings. While we strive for accuracy, the AI may occasionally make errors in understanding or recording information. All AI-handled conversations are accessible to the business owner for review, and the business owner remains responsible for verifying booking details and responding to any issues.

By calling a business that uses our service, you acknowledge that your call may be answered by an AI and that the conversation will be recorded and processed as described in this policy.

7. Cookies and analytics

Our website may use essential cookies required for the site to function correctly. We may also use analytics tools to understand how visitors use our website. These tools collect anonymised usage data such as pages visited, time on site, and referral sources. No personally identifiable information is collected through website analytics without your consent.

8. Data security

We take reasonable steps to protect personal information from unauthorised access, use, modification, or disclosure. Data is transmitted using industry-standard encryption (TLS/SSL) and stored securely. However, no method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.

9. Changes to this policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated “Last updated” date. We encourage you to review this policy periodically.

10. Contact us

For privacy enquiries, data access requests, or complaints, please contact us:

Kea Concepts
Christchurch, New Zealand
keaconceptsnz@gmail.com