Privacy Policy

Privacy Policy

Last Updated: September 3, 2025

This Privacy Policy describes how Fusion RS Pty Ltd (trading as "Secretary Builder", "we", "our", "us") collects, uses, discloses, and safeguards personal information in Australia in connection with the Secretary Builder website and services. We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Who we are

Fusion RS Pty Ltd provides the Secretary Builder platform, a voice AI agent creation and call handling service available at www.secretarybuilder.com.au. References to "Secretary Builder" in this policy refer to the services provided by Fusion RS Pty Ltd under the Secretary Builder brand.

Types of information we collect

1. Personal information: name, email address, phone number, business details, billing details, and any information you provide via forms or during onboarding or support interactions.
2. Account and service data: workspace configuration, AI agent settings, usage metrics, call metadata (e.g., time, duration, phone numbers involved), numbers purchased or provisioned, and payment status.
3. Communications data: optional call recordings, call transcripts, and information collected by your AI agent during calls (e.g., names, emails, messages) where enabled and lawful.
4. Technical and usage data: IP address, device and browser type, pages visited, referring URLs, and cookies or similar technologies necessary for functionality and security.
5. Sensitive information: We do not intentionally collect sensitive information (for example, health information) unless it is necessary for our functions or activities and you have provided it to us or we are otherwise permitted by law to collect it. Where required, we will obtain your consent before collecting sensitive information.

How we collect information

• Directly from you when you register, configure your account, purchase numbers, or contact support.
• Automatically through your use of the services and our website (e.g., technical and usage data).
• From integrations you connect (e.g., Google Calendar) to enable features you request.

Why we collect and use information

• Provide and operate the Secretary Builder services and features you request.
• Secure the services, prevent fraud and abuse, and verify requests (including webhook validation).
• Improve performance, reliability, and user experience, including analytics for service improvement.
• Support you, respond to enquiries, and communicate about service changes and updates.
• Billing and account management, including credit top-ups and subscription processing.
• Legal compliance and enforcement of our Terms of Service and Acceptable Use Policy.

Call recordings, transcripts, and AI processing

Where enabled, we may record calls and generate transcripts to provide features such as quality assurance, analytics, and AI-powered responses. You are responsible for ensuring the lawful use of call recording and AI features, including providing any notices and obtaining any consents required under applicable Australian laws. We may de-identify and aggregate call and transcript data for service improvement. We do not use your identifiable call content to train third-party foundation models.

Google Calendar integration

If you connect Google Calendar, we store an encrypted refresh token and access tokens to perform actions you enable (e.g., checking availability, creating appointments). Tokens are encrypted at rest and refreshed securely. We access only the scopes you grant and only to deliver the features you request.

Cookies and similar technologies

We use essential cookies and similar technologies for authentication, security, and core functionality. You can control cookies through your browser settings; however, blocking essential cookies may limit functionality.

Anonymity and pseudonymity

Where lawful and practicable, you may interact with us anonymously or using a pseudonym (for example, when browsing our website). Certain services may require identifying information to function (for example, account creation, billing, and telephony features).

Disclosure of personal information

We may disclose personal information:

• Service delivery to our service providers strictly for performing services on our behalf.
• Legal where required or authorised by law, or to protect our rights, safety, or property.
• Business transactions in connection with a merger, acquisition, or asset transfer, subject to safeguards.
• With your direction when you enable integrations or request disclosures.

Third-party services we use

You can request an up-to-date list at info@secretarybuilder.com.au. Core providers include:

• Firebase (Google Cloud) for authentication, Firestore database, and storage (including call recordings).
• Twilio for telephony, number provisioning, and webhook validation.
• Stripe for payment processing; we do not store full card numbers.
• Google Calendar for scheduling when connected by you.
• OpenAI for AI inference to support assistant features; prompts and responses may be processed by OpenAI to deliver the service. We do not permit OpenAI to use your data to train their models where such controls are available, and we configure usage consistent with that intent.
• Firecrawl for optional website content crawling to build your knowledge base.

Overseas disclosures

Our service providers may process personal information in Australia and other countries (including the United States). Where we disclose personal information overseas, we take reasonable steps to ensure the recipient handles it in a manner consistent with the APPs and this policy.

Data breaches and notifications

If a data breach occurs that is likely to result in serious harm, we will assess the incident and, where required by the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth), notify affected individuals and the Office of the Australian Information Commissioner (OAIC).

Data security

We implement technical and organisational measures appropriate to the risks of our processing, including encryption for tokens and secure storage for call recordings. However, no method of transmission or storage is completely secure.

Retention

We keep personal information only as long as necessary for the purposes described in this policy or as required by law. Call recordings and transcripts, if enabled, are retained based on your settings or our operational needs.

Your rights

Under the Privacy Act 1988 (Cth), you may request access to and correction of your personal information we hold about you. To exercise these rights, contact us at info@secretarybuilder.com.au.

Marketing communications

We may send you service and marketing communications. You may opt out of non-essential marketing at any time by using unsubscribe links or contacting us. Service and transactional communications are necessary for your account.

Direct marketing and electronic communications

We comply with the Spam Act 2003 (Cth) for commercial electronic messages. Where required, we will only send marketing communications with your consent, include clear sender identification, and provide a functioning unsubscribe facility.

Children

Our services are intended for businesses and are not directed to children. Do not use the services if you are under 18. We do not knowingly collect personal information from individuals under 18. If we become aware that we have collected personal information from someone under 18, we will take reasonable steps to delete that information.

Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on our website and update the "Last Updated" date. Your continued use of the services after any update constitutes acceptance of the updated policy.

Questions or complaints

If you have any questions or concerns about how we handle your personal information, or if you wish to make a privacy complaint, please contact us using the details below. We will respond as soon as reasonably practicable. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) via oaic.gov.au or by calling 1300 363 992.

Contact us