Privacy Policy

OZBEAT AI GROUP PTY LTD ("we", "us", "our") operates the OzStaff platform at https://ozstaff.ai (the "Platform"). This Privacy Policy explains how we collect, use, and protect your personal information. We are based in Australia and handle personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles.

1. Information We Collect

We collect:

• Account details — name, email, organisation, password (hashed), billing address
• Sign-in data — if you register or sign in with Google, we receive your Google account's name, email address and profile ID from Google; email verification codes you request are stored only as one-way hashes and expire within 10 minutes
• Payment information — processed by Stripe; we never see or store your full card number (at most limited metadata such as the card's last four digits, shown in our Stripe dashboard)
• Content you provide — brand information, prompts, creative assets, and other content you upload to use the Platform
• Conversation memory — facts and preferences your assistant derives from your conversations with it (for example stated preferences, household details, or important dates you mention or ask it to remember), retained so your assistant can personalise future conversations. This memory is private to your account, is never shared with other users, and is deleted when the relevant assistant or your account is deleted
• Connected account data — if you connect third-party platforms (e.g. X/Twitter), we receive the data those permissions allow, such as posts, messages, and engagement metrics
• Usage data — IP address, browser type, pages visited, and cookies, collected automatically

2. How We Use Your Information

We use your information to:

• Provide, maintain and improve the Platform
• Remember preferences and important details from your conversations, so your assistant can provide continuity and personalisation across sessions
• Generate, schedule, and publish content on your behalf as you direct
• Process payments and manage your subscription
• Provide customer support
• Improve the quality, security and functionality of the Platform
• Comply with legal obligations

We do not sell your personal information and do not use it for third-party advertising.

3. AI Processing

Content you submit may be sent to third-party AI service providers that perform language processing, web research and image generation on our behalf. These providers are located in the United States and other countries, process data only on our instructions, and handle it under their own data-protection terms. We never sell your content and never use it for advertising. Please do not submit information you would not want processed by these providers.

3A. Embedded Assistants on Customer Websites

If you embed an OzStaff assistant on your own website ("Embedded Assistant"), visitors to your website may converse with it. In providing this feature:

• Visitor messages are processed by AI providers (as described in Section 3) to generate replies, and may be scanned against keyword rules you configure, classified for safety and topic-scope purposes, and summarised into daily conversation digests shown to you.
• Conversation logs are retained for up to 30 days and then deleted. Keyword-hit records and daily digests are retained for up to 30 and 14 days respectively. Contact details a visitor voluntarily leaves (a "lead") are retained until you delete them or close your account, as they constitute your business records.
• You are the controller of visitor data. As the website owner, you are responsible for informing your visitors about the Embedded Assistant (for example in your own website privacy policy) and for any guidance text you configure the assistant to convey. We act as a processor/service provider for this data.
• We do not use visitor conversations to train general AI models, sell them, or share them with third parties other than the processors listed in Section 4.

3B. Voice Conversations

If you enable the optional voice feature, your assistant can talk with you in real time. In providing this feature:

• No click, no listening. Voice is off by default. Your microphone is only activated when you explicitly switch voice on, and is released when you switch it off. We never listen in the background.
• Raw audio is not stored. Your speech is processed in real time to generate text transcripts and spoken replies; the original audio is not retained. The text transcripts of both sides are saved into your chat history, exactly as if the conversation had been typed.
• You can delete transcripts yourself. Voice transcripts are ordinary chat messages: you may delete them at any time through the conversation history, and deletion removes them from our systems as described in Section 6.
• Cross-border processing. Real-time speech recognition and speech synthesis are performed by OpenAI (located in the United States) acting as our processor, as described in Section 3. Audio is transmitted for processing only and is not retained by us.
• No voiceprint recognition. We do not perform speaker identification or voice biometric analysis, and we do not use your voice to verify your identity.
• Billing records. If you subscribe to voice, we keep records of voice minutes granted and consumed, which contain no conversation content.
• Safety review. Voice transcripts are checked by automated safety rules to help prevent self-harm, exploitation of minors, and misuse. Flagged transcripts may be kept temporarily for manual review; your chat history remains the authoritative record.

4. How We Share Information

We share information only as needed to operate the Platform, with:

• Cloud and hosting providers (e.g. AWS)
• AI service providers (language, research and image processing)
• Social publishing platforms, only those you choose to connect
• Payment processors (Stripe)
• Third-party platforms you connect (e.g. X)
• Authorities, where required by law

We do not sell or rent personal information to advertisers or data brokers.

5. Data Storage and Security

Information may be stored and processed in Australia and other countries where our service providers operate. We use reasonable security measures, including encryption and access controls, to protect your information. No system is completely secure, and you are responsible for keeping your account credentials safe.

6. Data Retention

We retain personal information for as long as needed to provide the Platform and meet legal obligations. You can request deletion of your account and data by contacting [email protected].

7. Your Rights

You may request access to, correction of, or deletion of your personal information, and may lodge a complaint with the Office of the Australian Information Commissioner (oaic.gov.au). Contact us at [email protected] to exercise these rights.

8. Cookies

We use cookies necessary to operate the Platform and improve user experience.

9. Children

The Platform is not directed to children under 18, and we do not knowingly collect their personal information.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated by email or an in-app notice.

11. Contact Us

OZBEAT AI GROUP PTY LTD
Email: [email protected]
Website: https://ozstaff.ai