Privacy Policy

HireSmartAgents Pty Ltd (ABN: [ABN to be inserted]) ("we", "us", "our") is committed to protecting personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains what personal information we collect, how we use and disclose it, and how you can access or correct it. It applies to all individuals whose personal information we handle, including clients, their customers, and visitors to our website at hiresmartagents.com.au. By using our Service or website, you agree to the collection and use of information in accordance with this Policy.

We collect the following categories of personal information: Business and Account Information — Name, business name, ABN, address, and contact details of clients and their authorised users — Email address and phone number used for account registration and communications — Payment and billing details (processed securely through our payment provider; we do not store full card numbers) Call and Voice Data — Audio recordings of calls handled by your AI voice agent — Transcripts generated from those recordings — Call metadata including date, time, duration, caller number, and call outcome — Information captured by the AI agent during calls (e.g. name, enquiry type, contact details of callers) Technical and Usage Data — IP address, browser type, and device identifiers when you access our website or dashboard — Log data including pages visited, features used, and error reports — Cookies and similar tracking technologies (see Section 08) We collect only the minimum personal information necessary to provide the Service.

We collect personal information in the following ways: Directly from you: when you register for an account, complete an order form, communicate with us by email or phone, or configure your AI voice agent. Through the Service: automatically when your AI voice agent handles calls on your behalf, generating recordings, transcripts, and metadata. From your customers: callers who interact with your AI voice agent provide voice data and any information they share during the call. This data is collected on your behalf and under your direction as a data controller. From third parties: we may receive information from payment processors, telecommunications providers, and analytics services to operate the platform. Indirectly: via website analytics and cookies as described in Section 08.

We use personal information for the following purposes: Providing the Service — Configuring, operating, and improving your AI voice agent — Generating and delivering call recordings, transcripts, and analytics to your dashboard — Processing payments and managing your account Communications — Sending service-related notifications, onboarding materials, and support responses — Notifying you of updates to the Service or these policies — Sending marketing communications about our products where you have consented or where permitted by law (you may opt out at any time) Product Improvement — Analysing anonymised, aggregated usage data to improve the performance and accuracy of our AI models — Identifying and resolving errors or service degradation Legal and Compliance — Complying with applicable laws and regulatory obligations — Enforcing our Terms of Service and protecting our legal rights — Responding to lawful requests from government or law enforcement authorities We will not use your personal information for any purpose that is incompatible with the purposes stated above without your consent.

We do not sell personal information to third parties. We may disclose personal information to the following categories of recipients: Service Providers: third-party vendors who assist in operating the Service, including cloud hosting providers (data stored in Australia or with adequately protected offshore providers), telephony and voice AI infrastructure providers, payment processors, and email delivery services. These providers are contractually bound to handle personal information in accordance with this Policy. AI and Voice Technology Partners: we use third-party AI voice technology to power call handling. Call audio may be transmitted to and processed by these providers solely for the purpose of generating responses and transcripts. We take reasonable steps to ensure these providers maintain appropriate data protections. Professional Advisers: lawyers, accountants, and auditors under obligations of confidentiality. Regulatory and Law Enforcement: where required or permitted by law, court order, or to protect the safety of individuals. Business Transfers: in the event of a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction. We will notify you by email prior to such a transfer. We take reasonable steps to ensure that overseas recipients handle personal information in a manner consistent with the APPs.

Our Service records calls handled by your AI voice agent. As a client, you are responsible for: — Ensuring that all calls handled by your AI voice agent include an appropriate disclosure to callers that the call is being handled by an AI and may be recorded — Obtaining any consents required under applicable laws, including the Telecommunications (Interception and Access) Act 1979 (Cth) and state-level listening device legislation — Complying with your own privacy obligations to your customers whose data is captured via the Service We provide standard disclosure language in our onboarding materials to assist you. You are responsible for determining whether that language satisfies your specific legal obligations. Call Data (recordings, transcripts, metadata) belongs to you as the client. We act as a data processor in relation to your customers' personal information captured via calls. We will comply with reasonable instructions you give us regarding that data, within the limits of applicable law.

Storage: Personal information and Call Data are stored on servers located in Australia, or in jurisdictions where we have taken reasonable steps to ensure equivalent data protection standards. Security: We implement technical and organisational measures to protect personal information from unauthorised access, disclosure, alteration, and destruction. These include encryption in transit (TLS) and at rest, access controls, audit logging, and regular security reviews. No transmission over the internet is completely secure, and we cannot guarantee absolute security. Retention: We retain personal information for as long as necessary to provide the Service and comply with legal obligations: — Account data: retained for the duration of the subscription and for seven (7) years thereafter for accounting and legal purposes — Call recordings and transcripts: retained for 90 days by default; longer retention periods are available on request and may incur additional fees — Marketing preferences and communications: retained until you opt out or request deletion After applicable retention periods, data is securely deleted or de-identified.

Our website uses cookies and similar technologies to: — Maintain your session when logged into the dashboard — Analyse website traffic and usage patterns (via analytics tools) — Remember your preferences We do not use cookies to serve targeted advertising to website visitors. Essential cookies required for the website to function cannot be disabled. Analytics cookies can be disabled through your browser settings or by using a browser extension. By continuing to use our website, you consent to our use of cookies in accordance with this Policy.

Under the Australian Privacy Act, you have the right to: Access: request a copy of the personal information we hold about you. Correction: request correction of inaccurate, incomplete, or out-of-date personal information. Complaint: lodge a complaint if you believe we have mishandled your personal information. To exercise these rights, contact our Privacy Officer at privacy@hiresmartagents.com.au. We will respond within 30 days. In some circumstances, we may be unable to provide access (e.g. where disclosure would be unlawful or would unreasonably impact another person's privacy), in which case we will explain why. If you are dissatisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

We may send you marketing emails about the Service, new features, or related products where: — You have provided your express consent, or — You are an existing client and we are promoting similar services (as permitted under the Spam Act 2003 (Cth)) Every marketing email includes an unsubscribe link. You may also opt out by emailing privacy@hiresmartagents.com.au. Transactional and service-related emails (invoices, security alerts, policy updates) cannot be opted out of while your account is active.

Our Service is not directed at individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us at privacy@hiresmartagents.com.au and we will delete it promptly.

Our website or communications may contain links to third-party websites. We are not responsible for the privacy practices of those sites. We encourage you to review the privacy policies of any third-party site you visit.

We may update this Privacy Policy from time to time. We will notify you of material changes by email and by publishing the updated Policy at hiresmartagents.com.au/privacy with a revised effective date. Continued use of the Service after the effective date constitutes acceptance of the updated Policy.

Privacy Officer HireSmartAgents Pty Ltd Email: privacy@hiresmartagents.com.au We take privacy complaints seriously. If you have a complaint, please email us with details. We will acknowledge receipt within five (5) business days and aim to resolve your complaint within 30 days. If we cannot resolve it to your satisfaction, you may escalate to the OAIC.