Last updated: 31 October 2026
1. About this policy
Zaleeka is a product of Associate (Global) Pty Ltd (ABN 58 616 451 720) (we, us or our). This policy explains how we handle personal information through our website at zaleeka.com, our app at app.zaleeka.com, our AI conversation service, telephone and browser voice services, dashboard, messaging, booking, and support.
It applies to account holders, website visitors, callers, voice and text chat users, people submitting forms or using connected AI assistants, and people whose information is provided through the service.
Our role. For website visitors, account holders, billing, and support contacts, we decide how and why personal information is used, and we are the controller (or, under Australian law, the entity responsible for it). For callers and other people whose information a business account holder passes through the service, we act on behalf of that business, which decides how the information it receives is used and has its own privacy obligations. If your enquiry was made to a business using our service, contact that business first to exercise your rights over its enquiry records. We will help that business respond. If a business account holder needs a data processing agreement, contact us at [email protected].
2. Information we collect
- Account and business details: name, email, telephone number, organisation, service settings, and support communications.
- Call and conversation details: caller number, call date and duration, audio recordings, transcripts, summaries, typed messages, and information provided during a conversation.
- Contact and booking details: names, telephone numbers, email addresses, appointment details, and notes, including details you submit through our booking and support forms.
- Billing details: subscription, invoice, and payment status. Stripe processes complete payment-card details.
- Technical details: IP address, browser or device information, security logs, cookies, and service usage.
- Marketing and referral details: the page or campaign that brought you to us, any referral code you arrived with, and, only if you consent, advertising and analytics identifiers.
- Integration details: information required to operate integrations enabled by an account holder, including calendar information. For connected AI services, this may include questions and replies, enquiry details and status, consent confirmations, agent or platform identifiers, pseudonymous user identifiers, language and approximate location information where supplied, and security and usage records.
3. How we collect information
We collect information directly from account holders, callers, voice and text chat users, people submitting forms, website visitors, and support contacts. Where enabled, we also receive information from AI assistants or agents acting on a person’s behalf. We also collect information automatically when the service is used and from providers or integrations needed to deliver the service.
If required information is not provided, some account, calling, booking, notification, support, or integration features may not be available.
4. Calls and recordings
Calls and browser voice conversations may be handled by an AI assistant and may be recorded, transcribed, and summarised. We use this information to provide the service, create call records and notifications, provide support, review service quality, troubleshoot issues, and improve the service. Access is limited to authorised account users, authorised personnel, and service providers where needed to perform these functions.
Call recordings are private and are not publicly available. They are stored as private objects and accessed through authenticated, account-scoped controls, and, depending on the account type, are permanently removed after either 30 or 90 days.
The assistant on our website. The voice and text assistant on zaleeka.com runs on the Instant Inquiries platform. It loads after you accept Analytics in the cookie banner, or when you click a Talk to Zaleeka button. Until then it stores nothing and records nothing. Once it loads, it saves a random visitor ID and campaign details on your device and records that a visit and conversation took place, so we can count enquiries and see which advertising works. The conversation itself is handled as described above.
4A. AI assistants, agent access and connected platforms
How AI is used. Our service uses AI to handle conversations, transcribe and summarise information, and answer questions using information a business has chosen to publish. Questions and relevant published information may be sent to our AI processing provider to generate a reply. AI replies and summaries can contain errors. Confirm important details with the business and contact us or the business to request correction of personal information.
Enquiries sent by an agent. Where enabled, an authorised AI assistant or agent can submit an enquiry on your behalf. We receive the contact details and request it sends, together with its confirmation of your consent to be contacted. We use these details to deliver the enquiry and notifications to the relevant business and its configured recipients. Where enquiry-status features are available, the submitting agent may retrieve the status of its own enquiry. Sending or accepting an agent enquiry does not itself book an appointment, confirm a price or take payment.
What businesses publish. Business owners control the information shared through AI Agent Access. A public agent card can show the business name, description and supported capabilities. Approved agents can use the published answers for which they have access. If a business enables a public AI listing, its selected listing and published business information may be returned through that platform. Owners should publish only information they are entitled to share. Agent access does not provide access to private documents, call recordings or other customers’ records.
Connected platforms, including ChatGPT. These features apply only where available and enabled. The Zaleeka app in ChatGPT lists a business only if its owner has opted in. When you use a connected platform, it may send us your question, enquiry details, consent confirmation, a pseudonymous user identifier, language and approximate location information where supplied. We return the relevant business information, answer, enquiry reference or permitted status to that platform. The external platform handles its own records under its privacy policy and settings.
Records and your choices. We may retain AI questions and replies, enquiry details, references and status, consent confirmations, and security and usage records to deliver the service, help businesses review activity, prevent misuse and resolve issues. The retention and rights sections of this policy apply. Business owners can pause or revoke agent connections or switch off access. This does not automatically delete enquiries already received or copies held by recipients or an external platform. Only include personal information needed for your enquiry, and avoid unnecessary sensitive information.
5. How we use information and our legal bases
We use personal information to:
- provide and administer the service;
- process calls, typed chats, form submissions, AI questions and replies, enquiries, bookings, notifications, integrations, subscriptions, and support requests, including applying configured routing rules;
- maintain security, prevent misuse, and troubleshoot faults;
- review and improve service quality;
- measure and improve our website and advertising, where you have consented; and
- meet legal obligations.
Where the GDPR or UK GDPR applies, we rely on these legal bases:
- Contract: to provide the service you ordered, process payments, and respond to your requests.
- Legitimate interests: to secure and improve the service, prevent fraud and misuse, and communicate with business contacts about our service, balanced against your rights.
- Consent: for analytics and marketing cookies and similar technologies, and for marketing messages where consent is required. You can withdraw consent at any time without affecting earlier processing.
- Legal obligation: to keep records and respond to lawful requests.
6. Who we share information with
We disclose information only where reasonably required to the relevant business account holder and to providers that support the service, including Twilio (telephony), Google (AI processing, Calendar, Analytics and Ads, and connected AI services where enabled), OpenAI (connected ChatGPT services where enabled), DigitalOcean (hosting), Stripe (payments), Amazon Web Services (email delivery), GoHighLevel (booking, forms, and customer records), and Bunny.net (video playback). With your consent, Meta, LinkedIn, TikTok, and Google may receive advertising and measurement data from our website. We may also disclose information where the law requires it, to protect rights and safety, or as part of a sale or restructure of our business.
We do not sell call recordings or personal information for money.
7. International transfers
We are based in Australia and our providers process information in other countries, including the United States. Where the Australian Privacy Principles apply, we take reasonable steps in relation to overseas disclosures as required by law. Where information from the European Economic Area or the United Kingdom is transferred to a country without an adequacy decision, we rely on appropriate safeguards such as standard contractual clauses or a provider’s recognised transfer certification. Contact us for details of the safeguards that apply.
8. Retention and security
Call audio is periodically removed according to the account plan’s retention period, commonly 30 or 90 days. Other account and service records, including typed chats, form submissions, AI questions and replies, enquiry references and status updates, consent records, and security and audit logs, are retained according to applicable account settings and while needed to provide the service or meet legal and operational requirements, and are then deleted or de-identified. Switching off an integration does not automatically delete enquiries already received or copies held by recipients or an external platform. Contact us or the relevant business to request access, correction or deletion as described in section 12.
We use reasonable security measures to protect personal information. Recordings are stored privately and require authenticated, account-scoped access. No internet-based service can guarantee absolute security.
9. Google Calendar
When an account holder connects Google Calendar, we use access to check availability and create or manage appointments requested through the service. We do not use Google Calendar data for advertising. Access may be revoked through the dashboard or Google account settings, and OAuth tokens are protected at rest.
Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.
10. Cookies, analytics, and advertising
We use essential cookies to run this site and remember your choices. Analytics and marketing technologies, including Google Analytics, Google Ads, Meta Pixel, LinkedIn Insight Tag, and TikTok Pixel, stay switched off until you accept them in the cookie banner. The website assistant follows the same rule: it loads after you accept Analytics, or when you click a Talk to Zaleeka button. You can change your choice at any time using Cookie settings in the footer. Google Consent Mode is used so Google tools respect your choice. The Cookie Policy lists each cookie, its provider, and how long it lasts.
Under some US state laws, advertising that uses data from different sites may be treated as “sharing” or “targeted advertising”. We use these tools only if you opt in, and you can opt out at any time using Cookie settings or by choosing Reject all.
11. Marketing messages
We send marketing messages only where the law allows. Each marketing message includes a way to opt out. Service, billing, and security messages may still be sent where necessary.
12. Your rights
You can contact us at [email protected] to exercise any of these rights. We may need to verify your identity first.
- Australia: you may request access to, or correction of, personal information we hold about you. We aim to respond within 30 days.
- European Economic Area and United Kingdom: you have the right to access, correct, delete, restrict, or receive a portable copy of your personal information, to object to processing based on legitimate interests, and to withdraw consent. We respond within one month.
- United States (including California and Texas): depending on where you live, you may have the right to know what personal information we collect and why, to access, correct, and delete it, to opt out of targeted advertising, sale, or sharing, and not to be treated differently for exercising these rights. We respond within 45 days. You may use an authorised agent, and if we decline a request you may appeal by replying to our decision.
13. Complaints
Send privacy complaints to [email protected]. We will investigate and aim to respond within 30 days. If you are not satisfied, you may contact the Office of the Australian Information Commissioner, your local data protection authority in the European Economic Area, the UK Information Commissioner’s Office, or your state attorney general.
14. Children
Our website and service are for business use by adults. We do not knowingly collect personal information from children under 16. If you believe a child has given us personal information, contact us and we will delete it.
15. Changes to this policy
We may update this policy as our services, providers, and legal obligations change. We will publish the updated policy and revise the date above. Where a change is material, we will take reasonable steps to notify account holders.
16. Contact us
Privacy Officer
Associate (Global) Pty Ltd, ABN 58 616 451 720
Box 3186, Norwood, South Australia 5067
[email protected]