Last updated: 10 September 2026  ·  Meet AI  ·  ABN 40 546 877 240

1. Who we are

Meet AI (ABN 40 546 877 240) is a sole trader based in Sydney, New South Wales. We build and operate AI receptionists and workflow automation for Australian businesses.

We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy explains how we collect, hold, use and disclose personal information, and how you can access it, correct it or complain about how we have handled it.

In this policy, "we", "us" and "our" mean Meet AI. "You" means anyone whose personal information we handle — including our clients, their staff, and people who call our clients' businesses.

2. What information we handle

From our clients and prospective clients

• Name, business name, email address, phone number
• Industry, approximate call volume, and what you tell us about your business
• Details of the systems we integrate with, such as your calendar or practice management software
• Billing and account information
• Records of our correspondence with you

From callers to our clients' businesses

When our AI receptionist answers a call on behalf of a client, we may handle:

• The caller's phone number and the time and duration of the call
• An audio recording of the call and a written transcript of it
• Any information the caller provides during the call — for example their name, contact details, the reason for calling, and appointment preferences

From our website

• Information you enter into our contact form
• Basic technical information such as IP address and browser type, collected by our hosting provider as part of delivering the site

3. Call recordings and transcripts

This is the most sensitive information we handle, so we want to be clear about it.

Callers are told at the start of the call. Our AI receptionist identifies itself as an automated assistant and discloses that the call is being recorded, before the conversation proceeds. Callers who do not want to continue can hang up or ask to be transferred to a person.

Recordings and transcripts belong to our client. They are captured so that our client has a record of the enquiry, so the booking can be made correctly, and so the system can be reviewed and improved.

Recording laws vary by state. Australian states and territories have different rules about recording conversations. We configure each deployment to disclose recording to callers, and we work through the requirements applying to your business during onboarding. Our clients remain responsible for ensuring their own use of call recordings complies with the laws that apply to them.

4. Our role, and your clients' role

When we handle information about people who call our clients' businesses, we are acting as a service provider to that business. The business decides what information is collected and why. We handle it on their instructions and under our agreement with them.

If you called a business that uses our AI receptionist and you want your information accessed, corrected or deleted, contact that business directly. If you contact us instead, we will pass your request on to them and let you know we have done so.

For information we collect about our own clients and website visitors, we are the responsible entity and you can contact us directly.

5. How we use information

We use personal information to:

• Answer calls, qualify enquiries and make bookings on behalf of our clients
• Send appointment confirmations, reminders and follow-ups
• Deliver transcripts and enquiry records to our clients
• Respond to enquiries we receive through our website or by phone
• Provide, support, monitor and improve our services
• Bill our clients and keep business records
• Meet our legal obligations

We do not sell personal information. We do not use call recordings or transcripts for marketing, and we do not disclose one client's data to another client.

6. Who we share it with

We use third-party providers to deliver our services. These currently include providers of:

• Voice AI and telephony — to answer calls, generate speech and produce transcripts
• Website hosting and contact form handling
• Email and business productivity software
• SMS delivery — to send confirmations and reminders
• Calendar and practice management systems that we integrate with at our client's direction

We may also disclose personal information where we are required or permitted to by law, or to a professional adviser under a duty of confidentiality.

7. Overseas storage and processing

Some of the providers we rely on — including voice AI and hosting providers — store or process data on servers located outside Australia, including in the United States.

This means personal information, including call recordings and transcripts, may be stored or processed overseas. Under APP 8, we take reasonable steps to ensure overseas recipients handle personal information consistently with the APPs, including through the contractual terms we agree with them.

8. Sensitive and health information

Health information is sensitive information under the Privacy Act and attracts stronger protections.

When we work with medical, dental or allied health practices, callers may disclose health information during a call — for example the symptom or problem prompting the appointment. Where this happens:

• We handle it only to make the booking and to give the practice its record of the call
• We configure the system to collect no more than the practice needs
• Where a client asks, we can configure the system to redact specified fields from transcripts
• We do not use it for any secondary purpose

Health practices have their own obligations under the Privacy Act and, in some states, health records legislation. We work through these with each practice during onboarding, and nothing in this policy displaces a practice's own obligations to its patients.

9. How we keep it secure

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. These include:

• Encryption of data in transit
• Access controls, so that only people who need access have it
• Multi-factor authentication on the accounts we use to run the service
• Selecting providers that maintain recognised security practices
• Keeping client data separated, so one client cannot access another's

No system is completely secure. We cannot guarantee absolute security, but we take our obligations here seriously and will tell you promptly if something goes wrong.

10. How long we keep it

We keep personal information only as long as we need it for the purposes described in this policy, or as long as the law requires.

• Call recordings and transcripts are retained for the period agreed with the client whose business received the call. Clients can request a shorter retention period, and we will configure this where the platform allows.
• Client and billing records are kept for at least seven years, as Australian tax and business record-keeping laws require.
• Website enquiries are kept while we are in contact with you and for a reasonable period afterwards.

When we no longer need personal information, we take reasonable steps to destroy it or de-identify it.

11. Data breaches

We are covered by the Notifiable Data Breaches scheme. If a data breach occurs that is likely to result in serious harm to any individual, we will notify the affected individuals and the Office of the Australian Information Commissioner (OAIC) as the scheme requires.

Where a breach affects information we handle for a client, we will notify that client promptly so they can meet their own obligations, and we will work with them on the response.

12. Access and correction

You can ask us for a copy of the personal information we hold about you, and ask us to correct it if it is wrong, out of date or incomplete. Email jas@meet-ai.com.au.

We will respond within a reasonable period, usually 30 days. We may need to verify your identity first. There is no fee to make a request, though we may charge a reasonable cost for providing access in some circumstances — we will tell you before we do.

If we refuse a request we will explain why in writing, and tell you how to complain.

As noted in section 4, if your information was collected during a call to one of our clients' businesses, that business is the right place to send your request.

13. Cookies and website analytics

This website does not use tracking cookies or third-party advertising trackers.

Our hosting provider collects standard server logs, including IP addresses, as part of delivering and securing the site. Our contact form collects only what you type into it.

14. Complaints

If you think we have breached the Australian Privacy Principles, tell us and we will try to sort it out.

Email jas@meet-ai.com.au with the subject line "Privacy complaint", describing what happened. We will acknowledge your complaint within 5 business days and aim to respond substantively within 30 days.

If you are not satisfied with our response, you can take the matter to the Office of the Australian Information Commissioner:

• Website: oaic.gov.au
• Phone: 1300 363 992
• Post: GPO Box 5218, Sydney NSW 2001

15. Changes to this policy

We may update this policy from time to time. The current version is always at this page, with the date it was last updated at the top. Where changes are significant, we will tell our clients directly.

16. Contact us

For any privacy question, request or complaint:

• Email: jas@meet-ai.com.au
• Phone: +61 410 170 493
• Meet AI, ABN 40 546 877 240, Sydney NSW