‍Cleverize Privacy Policy

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Last updated: 07 July 2025

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1. Introduction

Cleverize.ai Pty Ltd (“Cleverize”, “we”, “our” or “us”) provides an AI-powered call receptionist platform that answers phone calls, interacts with callers, and performs actions such as booking, rescheduling, and cancelling appointments on behalf of our business customers (the Service).

This Privacy Policy explains how we collect, use, disclose and protect personal information when you visit or interact with our website cleverize.ai (the Site), speak with or are recorded by our AI call receptionist on the phone, use any of our products or applications, or communicate with us in any way.

We adhere to the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). If you are located in other jurisdictions (e.g. the European Union, United Kingdom, or United States), we will also handle your personal information in accordance with applicable local laws.

By using the Service, you agree to the practices described below.

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2. What Personal Information We Collect

We may collect the following categories of personal information and typical examples of the data included in each category:

• Contact & Identity Data: Your name, phone number, email address, business name, and mailing address.
• Call Content & Interaction Data: Audio recordings and AI-generated transcripts of calls, caller ID, the time and date of calls, booking or order details, and any responses you provide during calls.
• Business Configuration Data: The scripts, business rules, calendars, products, services, and other information our customers upload so the AI can perform tasks such as bookings or cancellations.
• Device & Usage Data: Your IP address, browser type, referral URL, pages visited, time spent on pages, clicks, and other interactions with our Apps or Site.
• Marketing & Analytics Data: Cookie identifiers, Facebook Pixel identifiers (including those collected through Automatic Advanced Matching, see section 7), Google Analytics identifiers, and advertising campaign data.
• Payment & Subscription Data: Billing contact details, subscription tier, and payment method information (processed by our PCI-compliant payment provider).

We generally do not collect sensitive information (for example, health information) unless you voluntarily provide it during a call. If you do, we handle it with additional care and only where permitted by law.

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3. How We Collect Personal Information

We collect personal information in several ways:

• Directly from you, when you call our customers, fill in a web form, create an account, chat with support, or email us.
• Automatically, via cookies, server logs, web beacons, and similar technologies on our Site and Apps.
• From our business customers, who may provide caller data, calendars, or CRM information so the AI can complete the requested tasks.
• From third-party integrations, such as telephony platforms or CRM and booking systems that you authorise us to connect to.

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4. Why We Collect & How We Use Personal Information

We collect and use personal information for the following purposes:

• To provide and operate the Service, including answering calls, making or cancelling bookings, processing updates and payments, generating transcripts, and responding to queries.
• To improve and develop our AI models, including training, testing, and refining speech-to-text, natural language, and call-flow algorithms.
• To provide customer support and account management.
• To handle billing and collections, including invoicing and payment processing.
• For marketing and analytics, such as measuring campaign performance, building custom audiences, and retargeting ads.
• For security and fraud prevention, including detecting and preventing security incidents or fraudulent activity.
• To comply with legal and compliance obligations, such as responding to court orders or taxation requirements.

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5. Disclosure of Personal Information

We disclose personal information only as described below, and take reasonable steps to ensure recipients protect it in line with the APPs:

• To service providers and sub-processors, including cloud hosting (such as AWS), telephony providers (such as Twilio), analytics services (such as Google Analytics), payment processors, and customer-support tools.
• To marketing and advertising partners, such as Meta Platforms (Facebook/Instagram), Google Ads, and similar, to help us measure conversion and serve relevant ads (see section 7).
• To business customers, if you call one of our customers, we share the call transcript, recordings, and relevant booking data with that customer.
• To professional advisers, such as lawyers, accountants, and auditors, under confidentiality obligations.
• To regulators and law enforcement, where required by law or to protect rights, safety, or property.

We do not sell personal information.

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6. International Data Transfers

Our primary infrastructure is hosted on Amazon Web Services data centres located in the United States, Australia, and other regions. Where personal information is transferred outside Australia, we take reasonable steps to ensure that overseas recipients handle it in a manner consistent with the APPs, such as by entering into standard contractual clauses.

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7. Facebook Pixel & Automatic Advanced Matching

Our Site uses the Meta (Facebook) Pixel with Automatic Advanced Matching enabled. When you interact with our Site (for example, by submitting a form), we may send hashed identifiers such as your email address, phone number, first and last name, city, state, postal code, country, date of birth, gender, or other unique IDs to Meta Platforms Ireland Ltd and Meta Platforms Inc. Meta uses this information solely to improve the accuracy of ad attribution and reporting, build custom audiences so we can show you more relevant ads, and reduce the number of times you see the same ad.

Hashing is a one-way cryptographic process and Meta deletes unmatched hashes promptly. You can learn more and opt out through your Facebook ad-preferences or browser cookie settings.

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8. Cookies & Similar Technologies

We use first-party and third-party cookies, pixels, and local storage to:

• Remember your preferences.
• Perform analytics.
• Enable advertising features (including remarketing via Facebook Pixel and Google Ads).
• Secure your session.

You can control cookies through your browser settings or opt-out tools. Disabling cookies may limit site functionality.

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9. Data Security

We employ administrative, technical, and physical safeguards such as encryption in transit (TLS 1.2+), role-based access controls, two-factor authentication, and regular security audits to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.

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10. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes outlined in this policy, comply with legal obligations, or resolve disputes. Call recordings and transcripts are retained for [insert retention period, e.g. 12 months] unless our customer requests a shorter or longer period.

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11. Your Rights & Choices

Under the Privacy Act, you have the right to:

• Request a copy of personal information we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Request deletion of your personal information where lawful and feasible.
• Opt out of direct marketing by unsubscribing using the link in any marketing email or by contacting us.

To exercise these rights, please contact us (see section 14). We may need you to verify your identity.

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12. Children

Our Service is not directed to children under 13. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us so we can delete it.

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13. Changes to This Policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top indicates when it was revised. Material changes will be notified via the Site or by email.

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14. Contact Us

If you have any questions, requests, or complaints regarding privacy, please contact us at:

hello@cleverize.ai

We will endeavour to respond within 30 days. If you are dissatisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

This Privacy Policy is provided for general information and does not constitute legal advice. You should obtain advice specific to your circumstances.

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