Our Commitment to Privacy

PotenSolution (ABN: 22 542 663 517) is committed to protecting your privacy and complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains how we collect, use, disclose, and protect your personal information.

1. Information We Collect

We collect the following types of information:

• Business Information: Company name, ABN, address, phone number, email
• Account Information: Login credentials, subscription details, billing information
• Call Data: Voice recordings, call transcripts, customer names, phone numbers, and booking details
• CRM Data: Customer information synced from your CRM or calendar systems
• Usage Data: Dashboard activity, analytics, and system performance metrics
• Technical Data: IP address, browser type, device information

2. How We Use Your Information

We use your information to:

• Provide and improve the PotenSolution service
• Process your subscription and billing
• Respond to your inquiries and provide customer support
• Send service updates, security alerts, and promotional communications
• Analyze usage patterns to improve our AI accuracy and performance
• Comply with legal obligations and resolve disputes
• Prevent fraud and protect against security threats

3. Data Security & Encryption

• Enterprise-grade encryption for all sensitive data
• Australian data centres (no offshore storage)
• Regular security audits and penetration testing
• Compliance with ISO 27001 security standards
• Multi-factor authentication for account access

4. Call Recording & Caller Consent

You are responsible for ensuring that your customers have consented to call recording. PotenSolution provides the disclosure mechanism, but you must ensure compliance with your state's specific recording laws.

5. Who We Share Your Data With

We do not sell or share your personal information with third parties, except:

• Authorized Integrations: CRM systems (GHL, HubSpot, Pipedrive, Salesforce) and calendar services (Google, Outlook) that you explicitly authorize
• Service Providers: Cloud hosting providers, payment processors, and security vendors (all bound by strict confidentiality agreements)
• Legal Requirements: Law enforcement or government agencies when required by law
• Business Transfers: In the event of a merger, acquisition, or sale of assets

6. Data Retention & Deletion

• Active Accounts: Data is retained while your account is active
• Call Recordings: Retained for 12 months unless you request earlier deletion
• Account Deletion: Upon account cancellation, we retain data for 30 days, then permanently delete it
• Your Right to Delete: You can request deletion of specific data anytime via your dashboard

7. Your Privacy Rights

Under the Privacy Act 1988, you have the right to:

• Access: Request access to your personal information held by us
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request export of your data in a portable format
• Opt-out: Opt out of marketing communications anytime
• Complaint: Lodge a privacy complaint with us or the Office of the Australian Information Commissioner (OAIC)

8. Cookies & Tracking Technologies

We use cookies and similar tracking technologies to:

• Maintain your login session
• Remember your preferences
• Analyze website usage and improve our service
• Detect and prevent fraud

You can disable cookies in your browser settings, but this may affect your ability to use certain features.

9. International Data Transfers

PotenSolution operates primarily from Australia. Your data is stored on Australian servers and is not transferred internationally without your explicit consent. If we do transfer data internationally, we ensure equivalent privacy protections are in place.

10. Children's Privacy

PotenSolution is not intended for children under 13. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will delete it immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be effective 30 days after posting. We will notify you of material changes via email or through the PotenSolution dashboard.