Who runs this thing.
Talkify is a product of D3V Services Limited, a New Zealand company based in Christchurch. When this policy says "we", "us" or "Talkify", that is who we mean. You can reach us any time at support@talkify.nz or on 0800 437 688.
The data that lands on our servers.
To run a phone agent for you we need a small amount of information. Here is the full list, nothing hidden:
- Account details you give us at signup: your name, business name, email, and phone number.
- Agent configuration: the brief you provide, your hours, your services, your escalation rules.
- Call metadata: the caller's number, the time of the call, the duration, the outcome (booked, escalated, voicemail).
- Call content: recordings and transcripts of calls handled by your agent, but only if you opt in at signup or in your dashboard.
- Mobile app data: if you use the Talkify mobile app, see section 07.
- Basic analytics from the website (Google Analytics) so we know which pages people read.
We do not store calls unless you say so.
By default Talkify keeps call metadata only (who called, when, how long, what happened). Recordings and full transcripts are off until you switch them on.
You can enable storage of recordings, transcripts, or both at signup, in your account settings, or per agent. You can turn it back off at any time. When you turn it off, new calls are not stored. You can also delete older calls from your dashboard.
If your agent handles bookings or quotes, we keep a short structured summary of the call (for example "booked Tuesday 10am, name Jane, mobile xxx") so the booking actually shows up in your calendar. That summary is treated the same as your other account data.
Things you will never catch us doing.
- We do not sell your data. Not to advertisers, not to data brokers, not to anyone. There is no version of Talkify where your data is the product.
- We do not train AI models on your transcripts. Your conversations are not folded into any training set, ours or anybody else's. The voice and language models we use are pre trained by their vendors, and we use them via inference only.
- We do not share your data with other Talkify customers. Your agent's brief, calls, and contacts stay inside your account.
- We do not read your calls for fun. Talkify staff only access call content when you ask us to (for example to fix a problem with an agent) or when we are legally required to.
The other companies in the loop.
Running a live phone agent needs a few moving parts. We use the following providers, and your data may pass through them so we can deliver the service:
- ElevenLabs: voice synthesis and the live conversation engine. Audio of the call is processed by ElevenLabs to generate the agent's responses in real time.
- Telephony carriers: NZ SIP and PSTN providers that connect your phone number to our agent. Standard call records (CDRs) are held by them for billing and regulatory reasons.
- Google (Calendar and OAuth): if you connect a Google account so your agent can read availability and create bookings, we use Google's official Calendar API. We only request the scopes we need (calendar read and write). You can revoke access from your Google account at any time, and we will stop receiving data immediately. We do not use Google Workspace data for any purpose other than running your bookings.
- Microsoft (Outlook Calendar): same story as Google if you connect a Microsoft 365 calendar.
- CRM and booking systems (GoHighLevel, Zenoti, and similar): only if you choose to connect one. We send the data needed to create the booking or lead and nothing else.
- Amazon Web Services (AWS): our infrastructure and email delivery. Servers are hosted in regions chosen for performance and data residency.
- Firebase Cloud Messaging: push notifications to the Talkify mobile app. Only the device token and the notification payload (for example "new call summary ready") are sent.
- Google Analytics: anonymised website usage on talkify.nz.
Each of these providers has its own privacy policy. We pick providers that are reputable and we hold them to the same standards we hold ourselves to.
Limited use of Google data.
Talkify's use of information received from Google APIs (Calendar in particular) complies with the Google API Services User Data Policy, including the Limited Use requirements.
That means we use your Google Calendar data only to provide and improve the booking and availability features inside Talkify. We do not use it for advertising. We do not share it with third parties for unrelated purposes. We do not let humans read it except where you have asked us to, where you have given consent, where we are legally required to, or where we need to investigate a security incident.
What the app sees on your phone.
The Talkify mobile app (iOS and Android) is an extension of your Talkify account. The same privacy rules in this policy apply to it. On top of that:
- Account session: the app stores a secure login token so you don't have to sign in every time. You can sign out from the app at any time.
- Push notifications: we use Firebase Cloud Messaging to alert you when there is a new call summary, a booking, or an escalation. You can disable notifications in your device settings.
- Microphone: only used if you press the in app talk to agent button. We do not record in the background, ever.
- Contacts: only accessed if you choose to import a contact into your phonebook. The app does not silently upload your address book.
- Device identifiers: a randomly generated install ID and the push token. No advertising IDs.
- Crash and performance logs: anonymous, used only to fix bugs.
If you uninstall the app, the push token is invalidated and we stop sending notifications to that device.
How we keep it safe.
Data in transit is encrypted with TLS 1.2 or higher. Data at rest is encrypted with AES 256. Access to production systems is limited to a small number of engineers, protected by multi factor authentication, and logged.
No system is bulletproof. If we ever have a breach that affects you, we will tell you promptly and in plain English, along with what we are doing about it.
Retention.
- Account information: while your account is active, plus 12 months after closure for accounting and audit reasons.
- Call metadata: 24 months by default, configurable in your dashboard.
- Recordings and transcripts (if enabled): 90 days by default, configurable.
- Billing records: 7 years, as required by NZ tax law.
- Backups: rolled and overwritten on a 35 day cycle.
When you close your account, we delete everything outside the legal retention periods listed above.
What you can ask us to do.
Under the NZ Privacy Act 2020 (and equivalents in other countries you may be in), you have the right to ask us:
- What personal information we hold about you.
- To correct anything that is wrong.
- To delete your account and the data we hold for it.
- To export your data in a portable format.
Email support@talkify.nz and we will action your request within 10 working days. If you are not happy with how we handle a privacy issue, you can complain to the Office of the Privacy Commissioner.
Not for kids.
Talkify is a business tool. It is not intended for anyone under 16. If you think a child has signed up, email us and we will delete the account.
When this policy changes.
We will update this page if we change how we handle your data. Material changes get an email to your account address at least 14 days before they take effect. The date at the top of this page is always the current effective date.
Questions?
Email support@talkify.nz or open a ticket through the support page. We answer in plain English, usually within a few hours during NZ business hours.