This policy is written for GoodBuddy services supplied in Aotearoa New Zealand. A customer's service agreement may contain additional privacy and data-processing terms.
1. Who this policy applies to
This policy explains how GoodBuddy AI handles personal information when businesses use our AI receptionist, websites, dashboards, telephone services and connected tools (together, the "Service").
"GoodBuddy", "we" and "us" mean the GoodBuddy entity identified in your order form, subscription confirmation or service agreement. We follow the New Zealand Privacy Act 2020 and its information privacy principles when they apply.
2. Information we collect
Depending on how the Service is used, we may collect:
- account, billing and business contact information;
- business details used to configure GoodBuddy, including services, opening hours, locations, policies and booking rules;
- caller information, such as names, telephone numbers, enquiry details and appointment preferences;
- call audio, transcripts, summaries, messages and follow-up actions;
- integration data from calendars, CRMs, booking systems and other tools you choose to connect; and
- technical and usage data, including IP address, browser, device, timestamps, diagnostics and security events.
We collect information directly from customers and callers, from the business using GoodBuddy, from connected services, and automatically when the Service is used.
3. Calls, recordings and AI processing
GoodBuddy may answer, route and summarise telephone calls. Where call recording or transcription is enabled, the business using GoodBuddy is responsible for making sure callers receive any notice and choice required by New Zealand law.
We use automated systems and specialist service providers to process speech, generate transcripts and summaries, identify requested actions and support bookings. AI output can be incomplete or incorrect, so businesses should review important information before relying on it.
4. How we use information
- provide, configure and support the Service;
- answer calls and complete requested workflows;
- authenticate users and secure accounts;
- process payments and administer subscriptions;
- diagnose faults and improve reliability and quality;
- respond to support, privacy and legal requests;
- prevent misuse, fraud and security incidents; and
- meet our legal and regulatory obligations.
6. Overseas processing
Some providers may process information outside New Zealand. Where New Zealand cross-border privacy requirements apply, we take reasonable steps to use providers subject to comparable safeguards or another lawful basis for the transfer. Customers should not connect tools or supply information that they are not authorised to disclose.
7. Retention and security
We retain information for as long as reasonably required to provide the Service, meet contractual or legal obligations, resolve disputes and maintain security. Retention periods vary by data type, subscription settings and connected provider.
We use administrative, technical and organisational safeguards designed to protect information. No system is completely secure. If a privacy breach is likely to cause serious harm, we will notify the New Zealand Privacy Commissioner and affected people when required by the Privacy Act 2020.
8. Your New Zealand privacy rights
You may ask for access to personal information we hold about you and request correction if it is inaccurate. We may need to verify your identity and may withhold information where the Privacy Act permits.
Start a request through your GoodBuddy account or the contact page. If a concern is not resolved, you may contact the Office of the Privacy Commissioner.
10. Changes and contact
We may update this policy to reflect changes to the Service or law. The latest version will appear here with its updated date. For privacy questions, use the contact details in your service agreement or visit our Contact Us page.