Privacy Policy

Introduction

Syntalia ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our voice AI services, website, and related applications (collectively, the "Services").

This policy applies to all users of our Services, including hotel and restaurant businesses, their staff, and end customers who interact with our voice AI systems.

Information We Collect

Voice Data and Audio Recordings

• Audio recordings of phone conversations with our voice AI system
• Transcripts of voice interactions
• Voice patterns and speech characteristics for service improvement
• Call duration, time, and frequency data

Personal Information

• Name, phone number, and email address
• Reservation details and preferences
• Payment information (processed through secure third-party providers)
• Business information for our hospitality clients

Technical Information

• IP addresses and device identifiers
• Browser type and version
• Usage patterns and interaction data
• System performance and error logs

How We Use Your Information

Service Provision

• Processing hotel and restaurant reservations
• Providing customer support and assistance
• Managing booking confirmations and modifications
• Facilitating communication between customers and businesses

Service Improvement

• Training and improving our AI models
• Analyzing conversation patterns to enhance accuracy
• Developing new features and capabilities
• Monitoring system performance and reliability

Legal and Business Purposes

• Complying with legal obligations and regulations
• Protecting against fraud and security threats
• Enforcing our terms of service
• Business analytics and reporting

Data Sharing and Disclosure

With Our Clients

We share relevant booking and customer information with the hotels and restaurants you interact with through our Services, including reservation details, contact information, and special requests.

Service Providers

We work with trusted third-party service providers who assist us in operating our Services, including:

• Cloud hosting and storage providers
• Payment processing companies
• Analytics and monitoring services
• Customer support platforms

Legal Requirements

We may disclose your information when required by law, court order, or government regulation, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

Data Security

We implement industry-standard security measures to protect your information:

• End-to-end encryption for voice data transmission
• Secure cloud storage with access controls
• Regular security audits and vulnerability assessments
• Employee training on data protection practices
• Multi-factor authentication for system access

Data Retention

We retain your information for different periods depending on the type of data:

• Voice recordings: Stored for up to 2 years for service improvement, unless you request earlier deletion
• Reservation data: Retained for 7 years for business and legal purposes
• Account information: Kept while your account is active and for 1 year after closure
• Analytics data: Aggregated and anonymized data may be retained indefinitely

Your Privacy Rights

Under New Zealand privacy law and international regulations, you have the right to:

• Access: Request copies of your personal information
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal data
• Portability: Receive your data in a portable format
• Objection: Object to certain processing activities
• Restriction: Request limitation of processing

To exercise these rights, please contact us using the information provided below.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Remember your preferences and settings
• Analyze website usage and performance
• Provide personalized content and advertisements
• Ensure security and prevent fraud

You can control cookie settings through your browser preferences.

International Data Transfers

Your information may be transferred to and processed in countries other than New Zealand. We ensure appropriate safeguards are in place, including:

• Standard contractual clauses approved by relevant authorities
• Adequacy decisions for countries with equivalent protection
• Certification schemes and codes of conduct

Children's Privacy

Our Services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take steps to delete it promptly.

Changes to This Privacy 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. Your continued use of our Services after such changes constitutes acceptance of the updated policy.

Regulatory Compliance

This Privacy Policy is designed to comply with:

• New Zealand Privacy Act 2020
• General Data Protection Regulation (GDPR)
• California Consumer Privacy Act (CCPA)
• Australian Privacy Principles (APPs)