Privacy Policy

1. Introduction

White Alpha AI Solutions ("White Alpha AI", "we", "our" or "us") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you:

• visit our website;
• contact us;
• request a demonstration;
• purchase or use our Services;
• interact with our AI receptionist ("Hannah");
• communicate with us by phone, email, SMS or other channels.

We are committed to handling personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and other applicable Australian privacy laws.

2. Definitions

For the purposes of this Privacy Policy:

• Business Day means a day other than a Saturday, Sunday or public holiday in Victoria, Australia.
• Caller means any person contacting a Client using the White Alpha AI Services.
• Client means a business or organisation using our Services.
• Hannah means White Alpha AI's AI-powered virtual receptionist.
• Personal Information has the meaning given under the Privacy Act 1988 (Cth).
• Services means all products and services provided by White Alpha AI including AI receptionists, AI call handling, SMS notifications, appointment booking, AI chat, CRM integrations and future AI-powered services.

3. About White Alpha AI

White Alpha AI provides AI-powered communication and automation solutions for Australian businesses. Our Services may include:

AI Receptionists, AI Call Answering, Appointment Booking, Lead Capture, Missed Call Recovery, AI Chat, SMS Notifications, AI Call Summaries, CRM Integrations, Workflow Automation, and Reporting.

Some of these Services rely on artificial intelligence to assist businesses in responding to enquiries more efficiently.

4. What Personal Information We Collect

Depending on how you interact with us, we may collect:

• Identity Information: name, business name, job title.
• Contact Information: phone number, email address, business address.
• Business Information: industry, operating hours, appointment availability, business preferences, workflow settings.
• Communication Information: call recordings, call transcripts, SMS messages, emails, chatbot conversations, support enquiries.
• Technical Information: IP address, browser type, device information, operating system, cookies, website analytics.
• Payment Information: Where applicable, payments are processed through secure third-party payment providers. White Alpha AI does not intentionally collect or store complete credit card or debit card details. If a Caller voluntarily provides payment information during a conversation, Clients remain responsible for determining whether such information should be collected. Where reasonably practicable, White Alpha AI and its technology providers implement measures designed to redact and minimise the storage of sensitive payment information in transcripts.

4.1 Transient Processing and Data Collection

To provide real-time AI conversations, White Alpha AI temporarily processes voice and communication data while conversations are taking place. Under Australian privacy law, this fleeting and transient processing of data constitutes a "collection" of personal information, even if the data is rapidly deleted.

This transient collection includes:

• analysing live audio streams;
• recognising speech patterns;
• generating AI responses;
• detecting pauses and conversation flow.

This transient data is processed dynamically to deliver the service and is securely deleted from the initial processing environment immediately following the generation of the call transcript and summary.

5. How We Collect Information

We may collect information directly from you when you complete online forms, request demonstrations, become a Client, contact us, call our AI receptionist, send emails or SMS messages, or interact with our website. Information may also be collected automatically through our website, cookies, analytics tools, from authorised representatives, or through third-party integrations approved by Clients.

6. Why We Collect Your Information

We collect personal information to provide our Services, answer enquiries, configure AI assistants, capture business leads, schedule appointments, route calls, generate AI summaries, send SMS notifications, provide customer support, improve our AI systems, maintain security, detect fraud, and comply with legal obligations. We only collect information reasonably necessary for these purposes.

7. Cookies and Website Analytics

Our website may use cookies, analytics tools, session cookies, preference cookies, and security cookies. These technologies help us understand website usage, improve user experience, maintain website security, and measure website performance. Most browsers allow cookies to be disabled, although doing so may affect website functionality.

8. AI Transparency and Automated Processing

White Alpha AI uses artificial intelligence to assist businesses with customer communications. Although we continually improve our Services, AI-generated responses, summaries and transcriptions may occasionally contain inaccuracies. Clients should review AI-generated outputs before relying upon them.

8.1 Automated Decision-Making Disclosures (Effective 10 December 2026)

In accordance with the mandatory transparency duties introduced by the Privacy and Other Legislation Amendment Act 2024 (amending APP 1), White Alpha AI deploys computer programs and algorithmic systems to make, or substantially assist in making, operational decisions on behalf of our Clients.

The kinds of personal information processed by our automated systems include:

• Live voice inputs and Caller responses.
• Generated call transcripts and AI-generated summaries.
• Caller urgency indicators, requested appointment dates, and contact details.

The kinds of decisions made by these automated systems include:

• Call Routing & Escalation: Determining whether an inquiry is categorized as "urgent" or "non-urgent" based on Caller speech, and routing the call accordingly (e.g., forwarding an urgent emergency repair call directly to a mobile number).
• Workflow Automation: Triggering automated SMS notifications and updating CRM databases based on the classification of the Caller's intent.
• Appointment Scheduling: Matching a Caller's requested time with a Client's calendar availability and independently scheduling the booking.

How our systems substantially assist in human decision-making: The Services substantially assist our Clients by categorizing enquiries, identifying potential leads, highlighting priority issues, and generating conversation summaries. This prepares information for human review, allowing Clients to decide how to prioritize callbacks and allocate business resources.

While our AI automates customer service operations, White Alpha AI does not use automated processing to make decisions that grant or refuse statutory benefits, determine contractual rights, or produce similarly significant legal effects without human oversight.

9. Call Recording

Where call recording is enabled: Callers are informed that calls may be recorded. Recordings may be used for quality assurance, improving Services, resolving disputes, customer support, and investigating technical issues. Clients remain responsible for ensuring their own use of call recording complies with applicable Commonwealth, State and Territory laws, including obtaining any required consent.

10. Third-Party Service Providers

White Alpha AI uses trusted technology providers to deliver the Services. These may include Twilio, Retell AI, Airtable, Make.com, Cal.com, cloud hosting providers, payment providers, and analytics providers. These providers may process personal information solely for the purpose of delivering and supporting our Services.

11. Overseas Disclosure of Personal Information

To deliver our Services efficiently, White Alpha AI may use trusted third-party service providers located both within and outside Australia. As a result, personal information may be transferred to or processed in countries outside Australia. Where we disclose personal information overseas, we take reasonable steps to ensure recipients handle personal information in a manner consistent with the APPs.

12. How We Protect Your Information

We implement reasonable technical, administrative and organisational measures designed to protect personal information against unauthorised access, misuse, interference, loss, modification and disclosure. These measures include encrypted communications, secure cloud infrastructure, role-based access controls, restricted staff access, and regular security patching.

13. Data Retention

We retain personal information only for as long as reasonably necessary to provide the Services, maintain business records, comply with legal obligations, and resolve disputes. Typical retention periods range from 12 months for call recordings and transcripts to the duration of the business relationship for Client account information. Where personal information is no longer required, we securely delete or de-identify it.

14. Your Privacy Rights

Subject to applicable law, you may request to access, correct, update, or delete the personal information we hold about you. You may also withdraw consent or make a privacy complaint. We may decline deletion requests where retention is required or authorised by law.

15. Marketing Communications

We may send marketing communications about our Services where permitted by law or where you have consented. You may unsubscribe from marketing communications at any time. Operational and service-related communications will continue to be sent where reasonably necessary.

16. Children's Privacy

Our Services are designed primarily for businesses and are not intended to be directed towards children. We do not knowingly collect personal information directly from children unless reasonably necessary for the provision of the Services or authorised by the relevant Client or parent/guardian.

17. Eligible Data Breach Response

If White Alpha AI becomes aware of an actual or suspected data breach, we will investigate promptly. Where an eligible data breach occurs, we will comply with the Notifiable Data Breaches (NDB) Scheme, including notifying affected individuals and the OAIC where required by law.

18. Third-Party Websites

Our website or Services may contain links to third-party websites or services.

Those websites operate independently from White Alpha AI and have their own privacy policies and practices.

We are not responsible for the privacy practices, security or content of third-party websites or services.

Users should review the privacy policies of those third parties before providing personal information.

19. Business Transfers

If White Alpha AI undergoes a business sale, merger, acquisition, investment, restructuring or transfer of assets, personal information may be transferred as part of that transaction where permitted by law.

Any successor organisation will be required to continue handling personal information in accordance with applicable privacy laws and this Privacy Policy (or a substantially similar policy).

Where required by law, affected individuals will be notified of material changes relating to the handling of their personal information.

20. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• changes in legislation;
• guidance issued by regulators;
• technological developments;
• improvements to our Services;
• changes to our business practices.

The latest version of this Privacy Policy will always be available on our website.

Where material changes significantly affect the way we handle personal information, we will take reasonable steps to notify affected individuals by appropriate means, such as email, website notices or in-service notifications.

21. Contact Us

If you have questions about this Privacy Policy or how we handle your personal information, please contact us using the details above.

22. Privacy Complaints

If you believe we have breached the Privacy Act 1988 (Cth) or mishandled your personal information, please contact us first so we have an opportunity to investigate and resolve your concerns.

We aim to acknowledge complaints promptly and respond within a reasonable timeframe.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).