Last updated 11 May 2025

 1. Who we are

Talkflow Pty Ltd (“Talkflow,” “we,” “our,” “us”) designs, deploys, and manages 24/7 AI voice agents for local businesses.
Mount Waverley, Victoria, Australia
✉ info@talkflow.agency | ☎ +61 432 610 033

2. Scope

This Policy explains how we collect, use, disclose, and protect personal information when you:

• visit talkflow.agency or its sub‑domains (“Site”);

• engage us to provide AI voice‑agent services (“Services”); or

• interact with us by phone, email, social media, or other channels.

We comply with the Australian Privacy Principles in the Privacy Act 1988 (Cth) and, where applicable, the EU/UK GDPR and similar laws.

3. Information we collect

Identity and contact details – name, business name, ABN/ACN, phone number, email address, mailing address.
Business data – booking or calendar information, FAQs, product or service details, call‑flow scripts, branding guidelines.
Call data – caller ID, audio recordings, transcripts, call times, call outcomes.
Usage and device data – IP address, browser type, pages visited, cookies, analytics identifiers.
Payment data – invoice references, payment status, limited card metadata (processed securely by Stripe or an equivalent provider).

We do not knowingly collect information about children under 16.

4. Why we collect it

• to deliver, configure, and maintain your AI voice agent;

• to schedule demos or consultations you request;

• to provide customer support and service notifications;

• to improve our Site, Services, and training data;

• to send marketing communications you can opt out of;

• to comply with legal obligations (tax, bookkeeping, AML, etc.).

5. Legal bases (GDPR)
We rely on consent, performance of a contract, legitimate interests (such as product improvement and fraud prevention), and compliance with law.

6. Disclosure of information

We share personal information only when necessary:

• Service providers – cloud hosting, telephony carriers, payment platforms, analytics tools, CRM systems.

• Partner agency Shipfast – for specialised development work related to your project.

• Professional advisers – accountants, lawyers, auditors.

• Regulators or law enforcement – when required to comply with legal obligations or protect rights, safety, or property.

We never sell or rent your data.

7. International transfers
Some service providers store or process data in the United States, European Economic Area, or other jurisdictions. Where this occurs, we implement safeguards such as standard contractual clauses or equivalent arrangements.

8. Security
We use encryption in transit and at rest, network firewalls, role‑based access controls, regular penetration testing, and staff training. While we strive to protect information, no online transmission or storage system is completely secure.

9. Retention
We keep personal information only as long as needed for the purposes outlined above or as required by law. Financial records are typically retained for seven years. Call recordings are stored for 30 days by default unless you ask us to change this period.

10. Your rights

• Access and correction – request copies or corrections of your personal data.

• Deletion – ask us to delete data we no longer need.

• Marketing opt‑out – click “unsubscribe” or email us at any time.

• Complaint – contact us first; if unresolved, you may lodge a complaint with the Office of the Australian Information Commissioner (oaic.gov.au) or your local regulator.

11. Cookies and analytics
We use cookies, web beacons, and similar technologies (e.g., Google Analytics) for essential functionality and performance metrics. You can refuse cookies via browser settings; some features may not function properly if you do.

12. Changes to this Policy
We may update this Privacy Policy periodically. Material changes will be posted on the Site and, where appropriate, sent by email. Continued use of the Site or Services after the effective date constitutes acceptance of the revised Policy.

13. Contact us
Questions or concerns? Email privacy@talkflow.agency or write to:

Talkflow Pty Ltd
Mount Waverley, Victoria, Australia

We aim to reply within 30 days.