1. Who we are

SEGLO PTY LTD (ABN 65 694 776 488) is an Australian company. When this Privacy Policy uses "Seglo", "we", "us", or "our", it refers to the Seglo platform, including our booking, payments, communication, and business management tools for service providers and their clients.

Seglo is a B2B platform designed for businesses and organisations. Our subscription services are sold to registered businesses, including sole traders, partnerships, and companies. Business accounts and staff accounts are managed at the organisation level by authorised administrators.

We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles ("APPs").

You can contact us about privacy matters at privacy@seglo.ai. For general support questions, use support@seglo.ai. If we cannot resolve your privacy concern, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

2. Who this Privacy Policy covers

This policy applies to the following people:

•Visitors to our websites, landing pages, support channels, and social media accounts.

•Businesses that create a Seglo account to manage services, locations, staff, or payments.

•Team members invited by a business to use Seglo for scheduling, payroll, messaging, or calls.

•Clients who book or receive services through Seglo, whether online, in-app, or via a business-managed workflow.

•Callers who contact a business through phone numbers managed by Seglo, including those who interact with AI-powered call handling.

•Prospective partners, contractors, or suppliers who contact us or are referred to us.

•People who connect third-party services to Seglo, for example Google Calendar, Google sign-in, or Instagram.

Our business customers may have their own privacy notices that explain how they use client and staff information. Where you deal directly with a business through Seglo, that business is responsible for complying with its own privacy obligations in addition to ours.

Seglo Phone, our separate Bring-Your-Own-SIM calling product, is governed by its own privacy policy at seglo.ai/phone/privacy.

3. Personal information we collect

Information you provide directly

•Account identifiers such as your name, email address, phone number, role, and password.

•Business profile details including business name, description, trading name, ABN/ACN, address, and service locations.

•Team roster information such as staff names, roles, working hours, pay configuration, permissions, and availability.

•Client information recorded by you, a business, or Seglo during bookings (for example contact details, preferred services, notes, reminders, loyalty status, or marketing preferences).

•Support enquiries, surveys, beta programme feedback, or other communication you send to us.

Information collected automatically

•Log data, device identifiers, browser type, operating system, language, referring URLs, pages viewed, and session timestamps.

•Usage analytics about how you use Seglo features, such as bookings created, notifications sent, and performance dashboards viewed.

•Approximate location inferred from your IP address when required to secure the platform, set timezone defaults, or tailor content.

•Push notification tokens and device metadata so we can deliver mobile and browser notifications that you request.

Payment and financial details

Seglo uses Stripe to process card and direct debit payments. Stripe stores card numbers and bank account details on our behalf. We receive tokens, billing contact details, transaction history, charge outcomes, and dispute information so we can reconcile payments, calculate payouts, and prevent fraud. We may also collect Australian business banking details to enable payouts or to verify account ownership.

Communications data

•Email, SMS, in-app, or push notification content generated through the platform.

•Event logs indicating whether a message was delivered, opened, clicked, or failed.

Phone calls and voicemail

•Call logs including caller and recipient phone numbers, call duration, timestamps, and call direction (inbound or outbound).

•Voicemail recordings left by callers, including the caller's phone number, recording duration, and transcriptions where enabled.

•Call recordings when enabled by the business for quality assurance, training, or compliance purposes.

•Device information required to receive calls, including push notification tokens, device identifiers, and microphone access permissions.

AI-powered call handling

When a business enables AI call handling features, we process additional information to provide these services:

•Call audio processed in real-time for speech recognition and natural language understanding.

•Transcripts of conversations between callers and the AI assistant.

•Caller intent, requests, and any callback or appointment details captured during the call.

•AI-generated summaries and action items from conversations.

•Performance metrics to improve AI accuracy and response quality.

Callers interacting with AI-powered systems are informed at the start of the call that they are speaking with an AI assistant. Businesses control whether AI call handling is enabled for their phone numbers.

Integrated services and social accounts

If you opt to connect Google, Instagram, Meta, or other third-party accounts, we store the tokens and any data you authorise (for example calendar availability, media used for marketing, or social analytics). You can disconnect integrations at any time from within Seglo or with the third-party provider. Disconnecting removes future data syncing but may not delete historical data already imported into Seglo.

Sensitive information

Some businesses record health notes, accessibility requirements, or emergency contacts to deliver services safely. Providing this information is voluntary and should only be supplied when a client consents. Sensitive information is only used for the service requested and is subject to additional safeguards.

Information from others

We may receive information about you from the business you interact with, referral partners, publicly available sources, or authorities where it is lawful to do so.

We do not knowingly collect personal information from children under 16 without parental consent. If you believe a child has provided us information without consent, please contact us so we can delete it.

4. How we use personal information

We use personal information in line with the Australian Privacy Principles:

•Provide and improve the platform. Create and manage accounts, configure locations and staff, process bookings, deliver reminders, calculate payroll, and surface analytics (APP 3, APP 6).

•Process payments and payouts. Share information with Stripe to take payments, manage subscriptions, issue refunds, and conduct financial reporting (APP 11).

•Support and communicate with you. Respond to requests, troubleshoot issues, send service notices, and provide training (APP 6).

•Personalise features and marketing. Tailor dashboards, recommendations, promotions, and onboarding flows, and send marketing messages when you opt in (APP 7).

•Protect our platform and users. Monitor for fraud, abuse, unauthorised access, or policy violations, and audit system activity (APP 11).

•Comply with law and enforce agreements. Retain records for taxation purposes, respond to lawful requests, enforce our Terms of Service, and defend legal claims.

5. Businesses and Seglo as data controllers

Seglo acts as an independent data controller for the personal information we collect about platform users to operate and secure our services. When a business imports or creates client or staff records, that business is also a data controller. Seglo processes those records to provide the service, and the business decides how it interacts with its clients. If you are a client of a Seglo business, please contact that business if you wish to exercise privacy rights that relate to services they provide.

6. When we share personal information

We do not sell personal information. We share it only as described below:

•Infrastructure partners: hosting, storage, and content delivery services that power the Seglo platform (for example Amazon Web Services, Vercel, and managed database providers).

•Payment and financial partners: Stripe and banking networks that process payments, verify accounts, manage refunds, and mitigate fraud.

•Communications and telephony providers: email, SMS, push notification, and voice platforms that deliver booking reminders, verification codes, marketing messages, and phone calls.

•Authentication and integrations: Google for OAuth sign-in, Instagram or Meta for social media integrations, and other services you choose to connect.

•AI and machine learning services: providers that power speech recognition, natural language processing, and AI call handling features. Call audio and transcripts are processed to provide real-time AI responses and generate conversation summaries.

•Analytics and monitoring: tools that help us track product performance, diagnose errors, and improve reliability, receiving pseudonymised or aggregated data wherever possible.

•Professional advisers and insurers: auditors, accountants, lawyers, and insurers assisting with compliance, risk, or corporate transactions (including a merger, acquisition, or asset sale).

•Regulators and law enforcement: when we are legally required to respond to lawful requests, enforce our agreements, prevent fraud, or protect our users and the public.

7. International data transfers

Seglo is based in Australia and uses cloud infrastructure that may store or process data in Australia, Singapore, the United States, or other locations where our service providers operate. We take steps to make sure international transfers comply with the Australian Privacy Principles, including contractual safeguards with our service providers.

8. How long we keep personal information

We keep personal information only for as long as needed to deliver the services or meet legal obligations. Typical retention periods include:

•Account records for businesses and team members: the life of the account plus up to seven years to comply with taxation, employment, and contractual requirements.

•Booking, payment, and transaction data: at least seven years to support financial reporting, dispute resolution, and regulatory requirements.

•Call recordings and voicemails: retained according to the business's configured retention period, typically 30 to 90 days unless extended for compliance or legal purposes. Call logs (metadata without recordings) are retained for seven years.

•AI conversation transcripts and summaries: retained for the same period as call recordings, or as configured by the business.

•Communication logs and support tickets: three years after closure, unless we must keep them longer for legal reasons.

•Analytics and log data: between 12 and 24 months, unless aggregated for product insights or security monitoring.

•Marketing preferences: until you opt out, after which we keep only the minimal information required to honour your request.

9. How we protect personal information

•Encryption in transit (HTTPS/TLS) and encryption at rest for databases and backups.

•Role-based access controls, audit logging, and restricted production access for staff.

•Multi-factor authentication, password hashing, and session expiry controls.

•Continuous monitoring, automated alerts, and regular vulnerability management.

•Due diligence and contract requirements for vendors handling personal information.

•Incident response and breach notification procedures that include notifying affected individuals and the OAIC when legally required under the Notifiable Data Breaches scheme.

No system is completely secure. If we become aware of unauthorised access that is likely to result in serious harm, we will notify affected individuals and the OAIC as required by Part IIIC of the Privacy Act 1988 (Cth).

10. Your privacy choices and rights

You can manage many privacy choices directly in your Seglo account, including updating profile details, managing staff permissions, adjusting notification preferences, and disconnecting integrations.

You can delete individual AI conversation records through the Seglo app or website. This permanently removes the conversation transcript, messages, and associated data.

You also have the right to request access to personal information we hold, ask us to correct inaccuracies, object to certain uses (such as direct marketing), or request deletion where permitted by law. We respond to verified requests within 30 days, or within the period required by applicable law.

To submit a privacy request, email privacy@seglo.ai. We may ask for additional information to verify your identity or to clarify the scope of your request.

11. Cookies and similar technologies

Seglo uses cookies, SDKs, and similar technologies to authenticate users, keep sessions active, measure feature usage, and deliver personalised experiences:

•Essential cookies: required to sign in, keep you logged in, and secure the platform.

•Analytics cookies: help us understand product performance and improve functionality, set where permitted by law.

•Marketing cookies: used to deliver or measure Seglo marketing. We seek consent before using these in jurisdictions that require it.

You can manage cookies through your browser or device settings. Disabling essential cookies may impact your ability to use Seglo.

12. Third-party services and links

Seglo may include links to websites or services operated by third parties. Those third parties are responsible for their own privacy practices. We encourage you to review their privacy policies before sharing any personal information with them.

13. Changes to this Privacy Policy

We update this policy when our practices change or when laws require it. We note the effective date at the top of the page. If we make material changes, we will alert you through the Seglo dashboard, by email, or via another prominent notice.

14. How to contact us

Email: privacy@seglo.ai (privacy enquiries), support@seglo.ai (general support).

In-app: use the help section within your Seglo account.

If you raise a complaint, we will acknowledge it in writing and investigate it promptly. If you are not satisfied with our response, you can contact the OAIC at oaic.gov.au.

Privacy Policy