Privacy Policy Effective Date: 16 August 2026 This Privacy Policy explains how Vittorix collects, holds, uses, discloses and protects personal information when you visit our website, contact us, use our services, interact with a Vittorix AI receptionist, or communicate with a business using Vittorix.

1. About Vittorix

Vittorix provides AI-powered receptionist services designed to help businesses manage incoming calls, customer enquiries, lead capture, call transfers, appointment scheduling and related communications.

We respect your privacy and are committed to handling personal information responsibly and in accordance with applicable Australian privacy laws.

2. Information We Collect

Depending on how you interact with Vittorix or a business using Vittorix, we may collect personal information including:

• Name
• Business name
• Email address
• Phone number
• Business information
• Service or enquiry details
• Appointment and booking information
• Call recordings, where recording is enabled
• Call transcripts
• AI-generated call summaries
• Information provided during telephone conversations
• Customer service information
• Website enquiries and form submissions
• Website usage and analytics information
• Device, browser and technical information
• Communications between you and Vittorix

When Vittorix provides receptionist services to another business, we may also process personal information provided by that business’s customers or callers, such as contact details, service addresses, enquiry details and appointment information.

We only seek to collect information reasonably necessary to provide and improve our services and operate our business.

3. How We Collect Information

We may collect personal information:

• Directly from you
• When you call or interact with a Vittorix AI receptionist
• When you complete a form on our website
• When you request information, a demonstration or contact from us
• When you schedule an appointment or callback
• When you communicate with us by telephone, email or other channels
• Through businesses that use Vittorix to manage their customer communications
• Through technology and service providers used to operate Vittorix
• Automatically through our website, cookies and analytics technologies

Where Vittorix processes information on behalf of a business using our services, that business may also be responsible for informing its customers about how their information is collected and used.

4. How We Use Your Information

We may collect, hold, use and disclose personal information to:

• Provide and operate Vittorix services
• Answer and manage telephone calls
• Handle customer enquiries
• Capture and qualify leads
• Transfer calls where appropriate
• Schedule appointments and callbacks
• Send service or booking communications
• Create call transcripts and summaries
• Provide information to the relevant business receiving an enquiry
• Respond to enquiries about Vittorix
• Provide demonstrations
• Onboard and support customers
• Maintain and improve our services
• Monitor service quality and performance
• Troubleshoot technical issues
• Maintain security and prevent misuse
• Communicate important service information
• Manage billing and customer relationships
• Comply with applicable legal obligations

We may also use aggregated or de-identified information to understand and improve our services where that information no longer identifies an individual.

5. AI Processing

Vittorix uses artificial intelligence and automated technologies to provide receptionist functionality.

Depending on the configuration of the service, AI systems may process conversations and other information to:

• Understand why a caller is contacting a business
• Respond to enquiries
• Collect relevant information
• Identify the nature or urgency of an enquiry
• Assist with appointment scheduling
• Route or transfer calls
• Generate transcripts
• Generate call summaries
• Assist with follow-up and customer service workflows

Information shared during interactions with Vittorix may therefore be processed by technology providers that support these functions.

AI-generated information may occasionally be incomplete or inaccurate. Businesses using Vittorix remain responsible for appropriately reviewing information where human review is required.

6. Call Recording and Transcription

Calls handled through Vittorix may be recorded or transcribed where that functionality is enabled.

Where applicable, callers may be notified at the beginning of a call that the call may be recorded.

Recordings and transcripts may be used to:

• Provide receptionist services
• Maintain records of customer enquiries
• Generate call summaries
• Improve service quality
• Troubleshoot issues
• Support businesses using Vittorix
• Maintain security and service integrity

Businesses using Vittorix are responsible for configuring and using recording functionality in accordance with laws applicable to their business and callers.

7. Third-Party Service Providers

Vittorix relies on third-party technology and service providers to operate its services.

These may include providers of:

• Artificial intelligence and language processing
• Telecommunications and voice services
• Speech generation and transcription
• Calendar and appointment scheduling
• Cloud hosting and storage
• Email and business productivity services
• Workflow automation
• Customer relationship and database services
• Website hosting and analytics
• Payment and billing services

We may disclose or make personal information available to these providers where reasonably necessary for them to provide services to Vittorix.

Third-party providers may have their own privacy policies and data-handling practices.

We take reasonable steps appropriate to the circumstances when selecting and using service providers that process personal information.

8. Overseas Processing and Disclosure

Some technology and service providers used by Vittorix may operate infrastructure, process information or have personnel located outside Australia.

As a result, personal information may in some circumstances be processed or disclosed outside Australia.

Where required by applicable Australian privacy law, Vittorix will take reasonable steps in relation to overseas disclosures of personal information.

The countries involved may vary depending on the service providers and infrastructure used by Vittorix.

We periodically review our service-provider arrangements and may update this Privacy Policy as those arrangements change.

9. Businesses Using Vittorix

Where Vittorix provides AI receptionist services to another business, Vittorix may process information relating to that business’s customers and callers in order to provide the requested services.

This information may include:

• Names
• Phone numbers
• Addresses
• Appointment information
• Service requests
• Enquiry details
• Call recordings
• Transcripts
• Call summaries
• Other information voluntarily provided during a call

Vittorix processes this information to provide the receptionist and related services requested by the relevant business.

The business using Vittorix may have its own privacy obligations and privacy policy governing its relationship with its customers.

If your enquiry relates specifically to how a particular business uses your information, you may also wish to contact that business directly.

10. Cookies and Website Analytics

Our website may use cookies and similar technologies to:

• Operate the website
• Remember preferences
• Understand website usage
• Measure website traffic and performance
• Improve user experience
• Maintain website security

You may be able to control or disable certain cookies through your browser settings. Disabling cookies may affect some website functionality.

11. Data Security

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

These measures may include appropriate technical, organisational and access controls.

However, no internet transmission, telecommunications system or electronic storage method can be guaranteed to be completely secure.

12. Data Retention

We retain personal information for as long as reasonably necessary for the purposes for which it was collected, including to:

• Provide our services
• Maintain business and customer records
• Support customers
• Resolve disputes
• Maintain security
• Meet legal, accounting or regulatory obligations

Retention periods may vary depending on the type of information, the service being provided and applicable legal requirements.

When information is no longer reasonably required, we may take reasonable steps to delete, destroy or de-identify it, subject to applicable legal requirements.

13. Access and Correction

You may request access to personal information Vittorix holds about you or ask us to correct information that you believe is inaccurate, incomplete or out of date.

To make a request, contact:

contact@vittorix.com

We may need to verify your identity before providing access to or correcting personal information.

There may be circumstances where applicable law permits or requires us to refuse access or correction. Where appropriate, we will explain the reason.

14. Privacy Complaints

If you believe Vittorix has mishandled your personal information or have a privacy concern, please contact us at:

contact@vittorix.com

Please provide enough information for us to understand and investigate your concern.

We will review privacy complaints and aim to respond within a reasonable period.

If you are not satisfied with our response and Australian privacy law applies to the matter, you may be able to make a complaint to the Office of the Australian Information Commissioner (OAIC).

Office of the Australian Information Commissioner

The OAIC specifically recommends explaining how a person can complain and how the organisation will deal with that complaint; its guidance notes that organisations are usually given about 30 days to respond before a complaint is escalated.

15. Direct Marketing

We may use contact information to communicate with existing or prospective customers about Vittorix services where permitted by law.

Where required, marketing communications will provide a way to unsubscribe or opt out.

You may also contact us at contact@vittorix.com to request that we stop sending you marketing communications.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, business practices or legal obligations.

The latest version will be published on our website with an updated effective date.

We encourage you to review this Privacy Policy periodically.

17. Contact Us

If you have any questions about this Privacy Policy, please contact us.

Vittorix

Sydney, Australia

📧 contact@vittorix.com

📞 0485 034 658