Every Missed Call Is a Customer Calling Your Competitor

Last Updated: January 2024

1. Introduction

QuickBooked AI ("we", "our", or "us") is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI receptionist services, in compliance with the Protection of Personal Information Act 4 of 2013 ("POPIA") and other applicable South African legislation.

2. Information We Collect

We collect information that you provide directly to us and information collected automatically through our services:

Information You Provide:

• Business information (business name, address, contact details)
• Account credentials (email, password)
• Billing information (payment details, invoicing address)
• Service configuration data (operating hours, services offered, pricing)

Customer Information Collected Through Our Service:

• Customer name and contact information (phone number, email)
• Reason for enquiry or service required
• Preferred appointment times
• Location/address for service calls
• Call recordings (where consent is obtained)

Automatically Collected Information:

• Device and browser information
• IP address and location data
• Usage data and analytics
• Call metadata (duration, time, date)

3. Purpose of Processing

We process personal information for the following purposes:

• To provide and maintain our AI receptionist services
• To facilitate appointment bookings on behalf of businesses
• To communicate appointment confirmations and reminders
• To improve and optimise our services
• To process payments and manage billing
• To comply with legal obligations
• To respond to enquiries and provide customer support

4. Legal Basis for Processing

Under POPIA, we process personal information based on:

• Consent: Where you have given explicit consent for processing
• Contract: Where processing is necessary for the performance of a contract
• Legal Obligation: Where we are required to process data by law
• Legitimate Interest: Where processing is in our legitimate business interests and does not override your rights

5. Data Sharing and Disclosure

We may share personal information with:

• Business Clients: Customer information collected through our service is shared with the business for whom the booking was made
• Service Providers: Third-party vendors who assist in providing our services (hosting, payment processing, calendar integration)
• Legal Requirements: When required by law, court order, or government request

We do not sell personal information to third parties.

6. Data Security

7. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, typically:

• Active account data: Duration of the service agreement plus 2 years
• Call recordings: 90 days (or as specified by the business)
• Billing records: 5 years (as required by tax legislation)
• Customer booking data: As directed by the business client

8. Your Rights Under POPIA

You have the right to:

• Access: Request confirmation of whether we hold your personal information and access to that information
• Correction: Request correction or deletion of inaccurate personal information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Object: Object to the processing of your personal information
• Data Portability: Request a copy of your personal information in a commonly used format
• Withdraw Consent: Withdraw consent at any time where processing is based on consent

9. Cross-Border Data Transfers

Where we transfer personal information outside South Africa, we ensure that adequate safeguards are in place as required by POPIA, including contractual clauses and ensuring the recipient jurisdiction provides adequate data protection.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on our website and updating the "Last Updated" date.

11. Contact Us

12. Complaints

If you are not satisfied with how we handle your personal information, you have the right to lodge a complaint with the Information Regulator:

Last Updated: January 2024

1. Agreement to Terms

By accessing or using the QuickBooked AI services ("Services"), you agree to be bound by these Terms of Service ("Terms"). If you are entering into these Terms on behalf of a business or other entity, you represent that you have the authority to bind that entity.

2. Description of Services

QuickBooked AI provides an artificial intelligence-powered receptionist service designed for small and medium businesses. Our Services include:

• 24/7 automated call answering
• Appointment scheduling and calendar integration
• Customer information collection
• Appointment reminders and confirmations
• Message taking and urgent call handling

3. Account Registration

To use our Services, you must:

• Provide accurate and complete registration information
• Maintain the security of your account credentials
• Promptly notify us of any unauthorised access
• Be responsible for all activities under your account

4. Fees and Payment

4.1 Subscription Fees: You agree to pay all fees associated with your selected plan. Fees are billed monthly in advance.

4.2 Payment Terms: Payment is due upon invoice. We accept major credit cards and EFT payments.

4.3 Price Changes: We may change our fees upon 30 days' written notice. Continued use after the change constitutes acceptance.

4.4 Taxes: All fees are exclusive of VAT and other applicable taxes, which will be added where required.

5. Free Trial

We may offer a free trial period. At the end of the trial, you will be automatically enrolled in a paid subscription unless you cancel before the trial ends.

6. Your Responsibilities

You agree to:

• Provide accurate information about your business, services, and pricing
• Ensure your use of the Services complies with all applicable laws, including POPIA
• Obtain any necessary consents from customers for call recording and data collection
• Not use the Services for any unlawful or fraudulent purpose
• Not attempt to reverse engineer, modify, or disrupt the Services

7. Customer Data and POPIA Compliance

8. Intellectual Property

8.1 Our Property: The Services, including all software, algorithms, designs, and content, are owned by QuickBooked AI and protected by intellectual property laws.

8.2 Licence: We grant you a limited, non-exclusive, non-transferable licence to use the Services for your business during the subscription period.

8.3 Your Content: You retain ownership of your business information and data. You grant us a licence to use this content to provide the Services.

9. Limitation of Liability

9.1 Service Limitations: While our AI is designed to be highly accurate, it is not a substitute for human judgment in all situations.

9.2 Maximum Liability: To the maximum extent permitted by law, our total liability for any claims arising from your use of the Services shall not exceed the fees paid by you in the 12 months preceding the claim.

9.3 Exclusions: We shall not be liable for indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunities.

9.4 No Warranty: The Services are provided "as is" without warranties of any kind, express or implied.

10. Indemnification

You agree to indemnify and hold harmless QuickBooked AI, its directors, employees, and agents from any claims, damages, or expenses arising from:

• Your use of the Services
• Your violation of these Terms
• Your violation of any third-party rights
• Any customer complaints or claims related to bookings made through the Services

11. Termination

11.1 By You: You may cancel your subscription at any time with effect from the end of your current billing period.

11.2 By Us: We may suspend or terminate your access if you breach these Terms, fail to pay fees, or if required by law.

11.3 Effect of Termination: Upon termination, your access to the Services will cease. We will provide you with an export of your data upon request within 30 days of termination.

12. Service Availability

We strive for 99.9% uptime but do not guarantee uninterrupted service. We may perform scheduled maintenance with reasonable notice.

13. Modifications to Terms

We may modify these Terms at any time. We will provide notice of material changes via email or through the Services. Continued use after changes take effect constitutes acceptance.

14. Governing Law and Jurisdiction

These Terms are governed by the laws of the Republic of South Africa. Any disputes shall be subject to the exclusive jurisdiction of the courts of South Africa.

15. General Provisions

15.1 Entire Agreement: These Terms, together with our Privacy Policy, constitute the entire agreement between you and QuickBooked AI.

15.2 Severability: If any provision is found unenforceable, the remaining provisions will continue in effect.

15.3 Waiver: Our failure to enforce any right does not constitute a waiver of that right.

15.4 Assignment: You may not assign these Terms without our written consent.

16. Contact Information

Last Updated: January 2024

Our Commitment to POPIA Compliance

QuickBooked AI is fully committed to compliance with the Protection of Personal Information Act 4 of 2013 (POPIA). We have implemented comprehensive measures to ensure that all personal information processed through our Services is handled lawfully, fairly, and transparently.

Data Subject Rights

Under POPIA, individuals have the following rights regarding their personal information:

Right to Access (Section 23): You may request confirmation of whether we hold your personal information and request access to it.

Right to Correction (Section 24): You may request correction or deletion of personal information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading, or obtained unlawfully.

Right to Object (Section 11(3)): You may object to the processing of your personal information on reasonable grounds.

Right to Complain (Section 74): You may lodge a complaint with the Information Regulator if you believe your privacy rights have been infringed.

How to Exercise Your Rights

To exercise any of your rights under POPIA, please contact our Information Officer:

We will respond to your request within a reasonable time, and in any event within 30 days.

For Businesses (Our Clients)

As a business using QuickBooked AI:

• You remain the "Responsible Party" for customer personal information under POPIA
• QuickBooked AI acts as an "Operator" processing data on your behalf
• You must ensure you have appropriate consent/legal basis for data collection
• You should inform customers that an AI system may handle initial calls
• We provide tools to help you respond to data subject requests

For Customers

If you are a customer whose information has been collected through our AI receptionist service:

• Your data is collected on behalf of the business you contacted
• The business is primarily responsible for your data
• You may contact the business directly regarding your personal information
• You may also contact us at justin@quickbookedai.com for assistance

Security Measures

We implement the following security measures to protect personal information:

• End-to-end encryption for data in transit
• AES-256 encryption for data at rest
• Secure cloud infrastructure with access controls
• Regular security audits and penetration testing
• Employee training and confidentiality agreements
• Incident response and breach notification procedures

Data Breach Notification

In the event of a data breach that poses a risk of harm to data subjects, we will:

• Notify the Information Regulator as soon as reasonably possible
• Notify affected businesses immediately
• Work with affected businesses to notify data subjects where required
• Take immediate steps to contain and remediate the breach

Information Regulator Contact

If you wish to lodge a complaint about our handling of personal information: