Privacy and Data Policy

24/7 AI Healthcare Receptionist

Last updated: 22 June 2025

This Privacy and Data Policy describes our policies and procedures on the collection, use, and disclosure of your information when you use our 24/7 AI Healthcare Receptionist service and informs you about your privacy rights and how Australian law protects you.

We use your personal data to provide and improve the service. By using the service, you agree to the collection and use of information in accordance with this Privacy and Data Policy.

Purpose

This Privacy and Data Policy details the practices, security measures, and procedures our organisation utilises when collecting, processing, transmitting, storing, and managing client information obtained through our AI voice receptionist while booking healthcare appointments.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalised have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy and Data Policy:

  • Account means a unique account created for you to access our service or parts of our service.
  • Company (referred to as either “the Company”, “We”, “Us” or “Our” in this Policy) refers to Dr Reddy AI Automation Co Pty Ltd, 306 Grange Road, Kidman Park SA 5023.
  • Country refers to Australia.
  • Cookies are small files that are placed on your computer, mobile device, or any other device by a website, containing the details of your browsing history on that website among its many uses.
  • Device means any device that can access the service such as a computer.
  • Personal Data means any information that relates to an identified or identifiable individual including information regulated under the Australian Privacy Act 1988 (Cth) and Australian Privacy Principles.
  • Service refers to the 24/7 AI Healthcare Receptionist.
  • Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analysing how the Service is used.
  • Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of an interaction).
  • You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Scope

This policy applies to all client data collected and processed via interactions with our AI voice receptionist service, including, but not limited to:

  • Client names and surnames
  • Contact telephone numbers
  • Email addresses
  • Scheduled appointment dates, times, and services
  • Special notes or health-related information collected during the appointment booking
  • Address, State, Postcode, City

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you. Personally identifiable information may include, but is not limited to:

  • Email address
  • First name and last name
  • Phone number
  • Address, State, Postal code, City
  • Appointment details and scheduling information
  • Health-related information necessary for appointment scheduling

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as your Device’s Internet Protocol address (e.g., IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent interacting with our AI receptionist, unique device identifiers, and other diagnostic data.

When you access the Service by or through a mobile device, we may collect certain information automatically, including, but not limited to, the type of mobile device you use, your mobile device unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile Internet browser you use, unique device identifiers, and other diagnostic data.

Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to track the activity on our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyse our Service.

You can instruct your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if you do not accept Cookies, you may not be able to use some parts of our Service.

Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on your personal computer or mobile device when you go offline, while Session Cookies are deleted as soon as you close your web browser.

We use both Session and Persistent Cookies for the purposes set out below:

Necessary / Essential Cookies

Type: Session Cookies
Administered by: Us
Purpose: These Cookies are essential to provide you with services available through the website and to enable you to use some of its features. They help to authenticate users and prevent fraudulent use of accounts. Without these Cookies, the services that you have asked for cannot be provided, and we only use these Cookies to provide you with those services.

Functionality Cookies

Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies allow us to remember choices you make when you use our service, such as remembering your preferences. The purpose of these Cookies is to provide you with a more personal experience and to avoid you having to re-enter your preferences every time you use the Service.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

  • To provide and maintain our Service, including to monitor the usage of our Service.
  • To manage your appointments: to schedule, confirm, modify, or cancel your healthcare appointments.
  • To contact you: To contact you by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as appointment reminders and confirmations.
  • To manage your requests: To attend and manage your requests to us.
  • For business transfers: We may use your information to evaluate or conduct a merger, divestiture, restructuring, reorganisation, dissolution, or other sale or transfer of some or all of our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by us about our Service users is among the assets transferred.
  • For other purposes: We may use your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our service and to evaluate and improve our Service, products, services, and your experience.

We limit data usage exclusively to:

  • Scheduling, confirming, modifying, or canceling client appointments
  • Sending or communicating reminders and appointment-related confirmations
  • Ensuring compliance with our own internal quality standards and applicable laws
  • Improvement of service quality and effectiveness through anonymised, aggregate analytics

Client information shall never be provided to unauthorised third parties for sale, lease, or any commercial use.

Data Integrations with Third-Party Systems

Our AI receptionist solution integrates securely and responsibly with authorised third-party systems to facilitate appointment management and client relationship management. All data exchanges with such third-party integrations occur through secure channels employing strong encryption protocols.

Retention of Your Personal Data

The Company will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy and Data Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer time periods.

Upon expiration of storage duration or at client request, personal data will be securely deleted or anonymised in accordance with applicable regulations.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company’s operating offices and in any other places where the parties involved in the processing are located.

Important: Any data that will be stored will be in AWS servers in the Australia region only. This ensures that your data remains within Australian jurisdiction and subject to Australian data protection laws.

Your consent to this Privacy and Data Policy followed by your submission of such information represents your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy and Data Policy and no transfer of your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of your data and other personal information.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition, or asset sale, your Personal Data may be transferred. We will provide notice before your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law Enforcement

Under certain circumstances, the Company may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).

Other Legal Requirements

The Company may disclose your Personal Data in the good faith belief that such action is necessary to:

  • Comply with a legal obligation
  • Protect and defend the rights or property of the Company
  • Prevent or investigate possible wrongdoing in connection with the Service
  • Protect the personal safety of users of the Service or the public
  • Protect against legal liability

Data Security Measures

To prevent unauthorised access, misuse, loss, or improper disclosure of client data, we implement robust security measures, including but not limited to:

  • Secure encryption for data at rest and during data transmission (TLS/SSL encryption)
  • Strict access control measures ensure that data is accessed only by authorised individuals
  • Regularly scheduled security audits and vulnerability assessments
  • Comprehensive training of all personnel involved in data handling on data privacy and security standards

Client Data Rights

Under Australian privacy law, you have certain rights regarding your personal information. These include:

  • The right to access: You have the right to request copies of your personal data.
  • The right to rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
  • The right to erasure: You have the right to request that we erase your personal data under certain conditions.
  • The right to restrict processing: You have the right to request that we restrict the processing of your personal data under certain conditions.
  • The right to data portability: You have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

All client requests for data protection rights will be promptly reviewed and handled according to applicable data regulations. If you make a request, we have 30 days to respond to you.

Children’s Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If you are a parent or guardian and you are aware that your child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from anyone under the age of 13 without verification of parental consent, we take steps to remove that information from our servers.

Links to Other Websites

Our Service may contain links to other websites that are not operated by us. If you click on a third-party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Changes to this Privacy and Data Policy

We may update our Privacy and Data Policy from time to time. We will notify you of any changes by posting the new Privacy and Data Policy on this page.

We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective and update the “Last updated” date at the top of this Privacy and Data Policy.

You are advised to review this Privacy and Data Policy periodically for any changes. Changes to this Privacy and Data Policy are effective when they are posted on this page.

Compliance Monitoring

Compliance with this Privacy and Data Policy is continually evaluated and monitored. Any concerns, breaches, or violations of this policy will be immediately addressed and remediated in accordance with the Australian Privacy Act 1988 (Cth) and Australian Privacy Principles.

Contact Us

If you have any questions about this Privacy and Data Policy, you can contact our Data Protection Officer:

Simon Tran
Dr Reddy AI Automation Co (AU) Pty Ltd
306 Grange Road
Kidman Park SA 5023
info@247aihealthcarereceptionist.com.au