This policy explains how Haroon Mirza (ABN 93 736 861 941) trading as Zaynetiq ("Zaynetiq", "we", "us") collects, holds, uses and discloses personal information, and how you can contact us about it. It is written to comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
It covers personal information about: visitors to zaynetiq.com and people who enquire about our services ("Visitors"); our business customers and their staff ("Customers"); and people who interact with the Anna AI receptionist operated for a Customer, such as a Customer's callers and clients ("End Users").
For Visitors and Customers, we collect and hold personal information for our own purposes. For End Users, we process personal information on behalf of and on the instructions of the relevant Customer, whose own privacy policy primarily governs that information. If you are an End User, your first point of contact about your information is the business you called or messaged; we will assist that business to respond to you.
Visitors and Customers: name, business name, ABN, contact details (phone, email, postal address), account credentials, billing and payment information (processed by our payment provider — we do not store full card numbers), plan and usage information, support correspondence, and technical data such as IP address, device and browser information and approximate location derived from IP address.
End Users (processed on behalf of Customers): name and contact details, appointment and booking information, enquiry details, conversation transcripts across voice, chat, SMS, email and messaging channels, notes created by Anna, CRM records the Customer connects, and related metadata (such as caller ID, timestamps and call duration).
Sensitive information. We do not seek to collect sensitive information (such as health information). An End User may volunteer it in a conversation; where that occurs it is handled as part of the conversation record on behalf of the Customer, protected in the same way as other conversation data, and not used for any other purpose.
We collect personal information directly (forms, calls, messages, account sign-up), automatically (cookies and similar technologies, telephony metadata), and from Customers and the systems they connect (calendars, CRMs). If you provide us with personal information about someone else, you must be authorised to do so and must tell them about this policy.
We collect, use and hold personal information to: provide and operate the Anna service, including answering and transcribing conversations; create and manage bookings, reminders and follow-ups; set up and administer Customer accounts, billing and support; secure, monitor, troubleshoot and improve the service; communicate with Customers and Visitors, including service notices and, with consent or as otherwise permitted by the Spam Act 2003 (Cth), marketing; and comply with our legal obligations.
AI processing. Conversations handled by Anna are processed by large language model providers and speech technologies to generate responses, transcripts and summaries. We do not use conversation content or Customer data to train publicly available AI models, and we select AI providers whose API terms provide that customer data submitted through the API is not used to train their generally available models. We may use de-identified, aggregated information (which is no longer personal information) to operate and improve the service.
Automated systems and human oversight. Anna answers enquiries and performs administrative tasks (such as booking appointments) using a computer program without a human reviewing each interaction in real time. These interactions can generally be reviewed, corrected or overridden by the relevant business, and you can ask to deal with a human by requesting a transfer or callback. We provide this disclosure consistent with the automated decision-making transparency requirements introduced by the Privacy and Other Legislation Amendment Act 2024 (Cth).
Zaynetiq does not record call audio. Calls and messages handled by Anna are processed by AI in real time and transcribed. The service is configured to play a disclosure at the start of each call informing callers that they are speaking with an AI assistant. Customers are contractually required not to disable this disclosure.
Transcripts, summaries and notes are used to deliver the service to the Customer (for example, creating bookings and notes), for quality assurance and troubleshooting, and for the Customer's own business records. They are retained for 24 months and then deleted.
We disclose personal information to: the Customer on whose behalf Anna handled your interaction, and the systems that Customer connects (such as their calendar or CRM); our service providers ("subprocessors") who help us deliver the service — including telephony and SMS carriers, cloud hosting providers, AI model providers, payment processors, email providers and analytics providers — under terms requiring them to protect the information; professional advisers and insurers where reasonably required; and government agencies, regulators or others where required or authorised by law.
We do not sell personal information, and we do not disclose it to third parties for their own marketing.
Overseas disclosure. Some subprocessors store or process information outside Australia, including in the United States [and INSERT OTHER LOCATIONS]. Where practicable we select Australian hosting regions; where information is processed overseas, we take reasonable steps, including contractual measures, to ensure it is handled consistently with the APPs, as required by APP 8. A current list of subprocessors and locations is available on request at contact@zaynetiq.com.
We take reasonable technical and organisational steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure — including encryption of data in transit, access controls and authentication, logging and monitoring, and vendor due diligence. No method of transmission or storage is completely secure.
We keep personal information only as long as needed for the purposes described in this policy, to provide the service to the relevant Customer, and to meet legal, tax and accounting obligations (which can require business records to be kept for up to 7 years). Conversation transcripts and notes are retained as described in clause 4 above. When no longer required, information is deleted or de-identified. When a Customer's subscription ends, their data is available for export for 30 days and then deleted or de-identified in accordance with our retention settings.
zaynetiq.com uses cookies and similar technologies that are necessary for the site to function, and analytics cookies that help us understand how the site is used, including Google Analytics and Microsoft Clarity. Analytics information is collected in aggregated form. You can control cookies through your browser settings; disabling some cookies may affect site functionality.
We send marketing to Customers and Visitors only with their consent or as otherwise permitted by the Spam Act 2003 (Cth), always identifying Zaynetiq as the sender and including a functional unsubscribe facility. You can opt out at any time via the unsubscribe link or by emailing contact@zaynetiq.com. Service and account messages (such as invoices and outage notices) are not marketing and are sent as needed.
You may request access to, or correction of, the personal information we hold about you by contacting us at contact@zaynetiq.com. We will respond within a reasonable period (usually 30 days), verify your identity first, and will not charge for making a request. If we refuse access or correction, we will give written reasons and the complaint mechanisms available.
You may also ask us to delete personal information; we will do so where we are not required to retain it. If your request concerns an interaction with a business using Anna, we may refer the request to that business and assist it to respond.
We maintain a data breach response process. If a data breach occurs that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme, and we will notify affected Customers without undue delay so they can meet their own obligations.
If you have a privacy concern or complaint, contact us at contact@zaynetiq.com with details. We will acknowledge your complaint within 7 days and aim to resolve it within 30 days. If you are not satisfied with our response, you may complain to the OAIC at oaic.gov.au or 1300 363 992.
We may update this policy from time to time; the current version will always be available at zaynetiq.com with its effective date. Material changes affecting Customers will be notified by email.
Contact: Privacy Officer, Zaynetiq, contact@zaynetiq.com.