Privacy Policy

1. Introduction

Umbrosa ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI voice services. Please read this policy carefully.

ABN: 69 972 302 546
Contact: contact@umbrosa.com.au
Location: Sydney, Australia

2. Information We Collect

2.1 Personal Information

We may collect personal information that you provide to us, including:

• Name and contact details (email, phone number)
• Business information (company name, industry)
• Payment information (processed securely via Stripe)
• Call recordings and transcripts (for service delivery)
• CRM and calendar integration data (with your consent)

2.2 Automatically Collected Information

We automatically collect certain information when you use our services:

• Call metadata (timestamp, duration, caller ID)
• Usage data and service performance metrics
• Device and browser information
• IP address and location data (approximate)

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our AI voice services
• Process calls and transcribe conversations
• Integrate with your existing systems (CRM, calendars)
• Send you service notifications and updates
• Respond to your inquiries and support requests
• Process payments and prevent fraud
• Comply with legal obligations
• Analyze usage patterns to improve our services

4. Data Sharing and Disclosure

4.1 Third-Party Service Providers

We share data with trusted third parties who assist us in operating our services:

• Vapi AI: Voice AI processing (calls are processed through their infrastructure)
• Stripe: Payment processing (card information is tokenized and never stored on our servers)
• Google APIs: Calendar and Sheets integration (with your authorization)
• Supabase: Secure data storage and authentication
• Vercel: Hosting infrastructure

4.2 Your Data

Call recordings and transcripts belong to you. We store them securely to provide the service, but you can export or delete them at any time. We never sell your data to third parties.

5. Data Security

We implement appropriate technical and organizational measures to protect your information:

• Encryption in transit (HTTPS/TLS) and at rest
• Secure authentication and access controls
• Regular security assessments and updates
• Compliance with Australian Privacy Principles (APPs)
• Data stored in Australian data centers where possible

However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

6. Your Privacy Rights (Under Australian Law)

Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you have the right to:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or outdated information
• Complaint: Lodge a complaint with us or the Office of the Australian Information Commissioner (OAIC)
• Deletion: Request deletion of your personal information (subject to legal obligations)

To exercise these rights, contact us at: contact@umbrosa.com.au

7. Call Recording and Transcription

Important information about how we handle calls:

• All calls processed by our AI are recorded and transcribed for service delivery
• Callers are informed that the call is being recorded (where legally required)
• Recordings and transcripts are stored securely and accessible only by you
• You can export or delete recordings at any time through your dashboard
• We use transcripts to improve AI accuracy but never share them externally

8. Data Retention

We retain your information for as long as necessary to:

• Provide our services to you
• Comply with legal obligations (e.g., tax records for 7 years)
• Resolve disputes and enforce our agreements

Upon service cancellation, you can export your data. We will delete call recordings and transcripts within 30 days unless required to retain them for legal reasons.

9. International Data Transfers

Your information may be transferred to and processed in countries other than Australia. We ensure appropriate safeguards are in place to protect your data, including:

• Using EU-US and UK-US data transfer frameworks (where applicable)
• Contractual commitments with third-party service providers
• Compliance with the Australian Privacy Principles regarding cross-border data flows

10. Cookies and Tracking

We use cookies and similar technologies to:

• Authenticate users and maintain sessions
• Analyze website usage and improve performance
• Remember your preferences

You can control cookies through your browser settings, but disabling cookies may affect service functionality.

11. Children's Privacy

Our services are not intended for children under 18. We do not knowingly collect personal information from children. If we become aware that we have collected a child's information, we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or prominent notice on our website. Your continued use of the service after the effective date constitutes acceptance of the updated policy.

13. Contact Us

If you have questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us:

If you believe we have breached Australian privacy laws, you can also complain to the Office of the Australian Information Commissioner (OAIC).