Privacy Policy
01 What we collect
We collect only what we need to run CallNote:
- Account details - your name, work email, brokerage and aggregator.
- Call data - transcripts of calls you bring into CallNote (pasted, uploaded, from a voice memo, or received from a connected call platform). We do not record or store call audio.
- Note content - the file notes you generate, edit and lodge, including matter and client references you enter.
- Usage data - basic logs (sign-ins, actions taken) needed for security and the audit trail.
02 How we use it
We use your information to generate notes from the transcripts you provide, maintain your audit trail, provide support, and keep the service secure. We process client information as your service provider, on your instructions.
We do not use your data for advertising, and we do not sell or rent it to anyone.
03 Where it’s stored
All personal information is stored in Australia, on AWS infrastructure in the Sydney region (ap-southeast-2). It is encrypted in transit (TLS 1.3) and at rest (AES-256). Access is restricted to authorised CallNote staff who need it to operate or support the service.
04 How long we keep it
Lodged notes and their audit trail are retained for 7 years, reflecting record-keeping expectations for credit assistance. You can export them at any time. If you delete your account, we remove your data within 30 days, except where we’re required by law to retain certain records.
05 Sharing & AI
We use trusted sub-processors (for example, hosting and an AI provider) strictly to deliver the service, under contracts that require Australian-equivalent privacy protection. Your client data is never used to train any AI model.
When you push a note to your CRM, you’re sharing it with that system under its own terms - that’s your choice and your connection.
06 Your APP rights
Under the Australian Privacy Principles you can ask us to access the personal information we hold about you, correct it if it’s wrong, or delete it. Email us and we’ll respond within a reasonable time - usually within 30 days, and at no cost for routine requests.
07 Complaints
If you think we’ve mishandled your information, contact us first and we’ll work to resolve it. If you’re not satisfied, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
08 Contact
Our privacy contact is privacy@callnote.com.au. Write to us and we’ll point your question to the right person.