Introduction

Booka (“Booka,” “we,” “us,” or “our”) respects your privacy and is committed to protecting your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered virtual receptionist service and related offerings (collectively, the “Service”). By accessing or using the Service, you agree to this Privacy Policy and our Terms of Service.

If you have questions about this Privacy Policy or our data practices, please contact us at legal@booka.spot.

1. Information We Collect

We collect personal information in accordance with APP 3 (Collection of Solicited Personal Information) to provide and improve the Service, communicate with you, and comply with legal obligations. The types of information we collect may include:

1.1 Information You Provide Directly

Account Information: When you create an account or register for the Service, we may collect your name, email address, phone number, billing details, and other contact information.

User Content: We collect information you submit through the Service, such as call recordings, transcripts, messages, scheduling details, notes, or other communications provided to or generated by the Service. Under the Telecommunications (Interception and Access) Act 1979 (Cth), we ensure call recordings are handled in compliance with Australian telecommunications laws.

1.2 Information Collected Automatically

Usage Data: We may collect information about your interactions with the Service, including call duration, frequency of use, visited pages, and scheduling activity in accordance with APP 3.

Device Data: We may collect details about the devices you use to access the Service, including IP addresses, browser types, device identifiers, and operating systems.

Cookies and Similar Technologies: We use cookies, web beacons, and similar technologies to improve and customize the Service, remember user preferences, and understand usage patterns. You may adjust your browser settings to refuse some cookies, but doing so may affect certain features of the Service. This collection complies with APP 3 requirements for notification at the time of collection.

1.3 Information from Third Parties

Integrated Services: If you connect the Service to third-party platforms or applications (e.g., calendars, CRMs), we may collect personal information from those third parties as permitted by their privacy policies and in accordance with APP 3.

Business Partners and Affiliates: We may receive information from our affiliates, service providers, or other business partners that support our operations.

2. How We Use Your Information

We use personal information we collect in accordance with APP 6 (Use or Disclosure of Personal Information) for the following purposes:

•Provide and Maintain the Service: Operate, secure, and improve the Service, process transactions, authenticate users, schedule calls, manage user content, and provide customer support.

•Communicate with You: Send updates, respond to inquiries, and provide support messages or information about new features and offerings, in accordance with the Spam Act 2003 (Cth).

•Personalize Your Experience: Tailor the Service to your preferences and usage.

•Analytics and Research: Analyze usage trends, diagnose technical issues, and improve the Service’s performance, security, and reliability.

•Enforce Terms and Policies: Enforce our Terms of Service, detect and prevent fraudulent, unauthorized, or illegal activities, and ensure compliance with relevant laws including the Privacy Act 1988 (Cth).

•Legal Compliance: Comply with legal obligations under Australian law, respond to lawful requests from authorities, and protect our rights, users, and third parties.

We will only use your personal information for purposes that are reasonably necessary for our functions or activities, or where you have consented to such use, in accordance with APP 6.

3. How We Share Your Information

We may disclose personal information in accordance with APP 6 (Use or Disclosure of Personal Information) under the following circumstances:

Service Providers: With third-party vendors or contractors who assist with payment processing, data analytics, hosting, customer support, marketing, or other services on our behalf. We take reasonable steps to ensure these service providers comply with the APPs.

Affiliates and Partners: With our affiliates or trusted business partners in connection with joint services, mergers, acquisitions, or other business transactions.

Legal and Safety Obligations: With law enforcement, government authorities (including the Office of the Australian Information Commissioner), or other relevant third parties as required or authorized by law, court order, legal process, or to protect the rights, safety, and property of Booka, our users, or the public.

Overseas Disclosure: Where personal information is disclosed to overseas recipients, we will take reasonable steps to ensure compliance with APP 8 (Cross-border Disclosure of Personal Information). By using the Service, you consent to such overseas disclosures where necessary for the provision of the Service.

With Your Consent: For any other purpose disclosed to you at the time we collect your information, provided we have your consent in accordance with APP 6.

4. Data Security

In accordance with APP 11 (Security of Personal Information), we employ reasonable administrative, technical, and physical safeguards to protect your information against unauthorized access, loss, theft, misuse, interference, and modification. We take reasonable steps to destroy or de-identify personal information once it is no longer needed for any purpose for which it may be used or disclosed. However, no security measures are completely infallible, and we cannot guarantee absolute security.

5. Data Retention

We retain personal information in accordance with APP 11 for as long as necessary to provide the Service, fulfill the purposes outlined in this Privacy Policy, comply with legal obligations (including record-keeping requirements under Australian law), resolve disputes, and enforce agreements. Retention periods may vary depending on the nature of the information and applicable laws, including the Telecommunications (Interception and Access) Act 1979 (Cth) for call recordings.

6. Your Rights and Choices

Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you have the following rights:

Access and Correction (APP 12 and APP 13): You have the right to access your personal information held by us and request correction of any inaccurate, incomplete, or out-of-date information. You may access and update your account information at any time through the Service or by contacting us at legal@booka.spot.

Opt-Out of Marketing: You can opt out of promotional communications by following the unsubscribe instructions in our messages or contacting us at legal@booka.spot, in accordance with the Spam Act 2003 (Cth).

Cookies and Tracking: You can adjust your browser settings to manage cookies. Disabling cookies may affect some functionalities of the Service.

Complaints: If you have a complaint about how we have handled your personal information, you may lodge a complaint with us at legal@booka.spot. We will investigate your complaint and respond within a reasonable timeframe. If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

7. Cross-Border Data Transfers

In accordance with APP 8 (Cross-border Disclosure of Personal Information), your information may be transferred to and processed in countries other than Australia. We take reasonable steps to ensure that overseas recipients do not breach the Australian Privacy Principles in relation to your personal information. By using the Service, you consent to the transfer of information to countries where data protection laws may differ from those of Australia.

8. Children’s Privacy

The Service is not intended for individuals under 18. We do not knowingly collect personal information from minors without parental consent, in accordance with APP 3. If we learn that we have inadvertently collected information from a minor without appropriate consent, we will delete it promptly.

9. Sensitive Information

We do not intentionally collect sensitive information as defined in section 6 of the Privacy Act 1988 (Cth) (including information about health, racial or ethnic origin, political opinions, religious beliefs, or criminal records) unless required for the provision of the Service and with your consent, in accordance with APP 3.

10. Call Recording Consent

Under Australian law, including state and territory surveillance and listening device legislation, recording telephone conversations may require consent from one or all parties to the call, depending on the jurisdiction. You are responsible for ensuring you comply with applicable call recording consent requirements in your jurisdiction and for obtaining any necessary consents from call participants. Booka does not provide legal advice regarding call recording obligations.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time in accordance with APP 1 (Open and Transparent Management of Personal Information). We will post the revised Privacy Policy on our website at booka.spot and update the “Effective Date.” Your continued use of the Service after the changes become effective indicates your acceptance of the updated Privacy Policy. We will take reasonable steps to notify you of any material changes.

12. Contact Us

If you have questions or concerns about this Privacy Policy, wish to access or correct your personal information, or wish to make a complaint about our data practices, please contact us at:

Booka

Email: legal@booka.spot

Website: booka.spot

For complaints about privacy matters, you may also contact the Office of the Australian Information Commissioner:

Office of the Australian Information Commissioner (OAIC)

Website: www.oaic.gov.au

Phone: 1300 363 992

Email: enquiries@oaic.gov.au