1. Summary
Convo King builds and runs lead-handling systems for businesses. We collect what we need to do that work: contact details when you enquire, business information when we build your system, and the conversations that system handles once it is live. Nothing else.
- Your conversations belong to you. We do not use them to train AI models, and we do not sell data to anyone.
- We share only with the providers that run your system. Hosting, messaging, telephony, AI, and payment services. Each is bound by its own privacy obligations.
- You can ask for your data, or ask us to delete it, anytime. Email hello@convoking.ai and we handle it.
The rest of this document is the regulator-friendly version of the same idea.
2. Who we are
Convo King Pty Ltd (“Convo King”, “we”) is an Australian business. Our registered office is 52 Roberts Road, Airport West VIC 3042, Australia. We are responsible for the personal information described in this policy and we handle it in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
One distinction matters. When you enquire with us or become a client, we hold your information for our own purposes. When your Convo King system talks to your customers, we handle their information on your behalf, to run the system you have engaged us to run. Those conversations are yours, and your own privacy obligations to your customers apply.
3. What we collect
When you enquire or work with us
- Name, email, phone, company, and role
- What you tell us about your lead flow, your channels, and where enquiries are being lost
- Billing details for your plan
- Our correspondence with you
When we build your system
- Business information needed for the build: scripts, service details, booking rules, pricing you want quoted, and access to the channels you connect (such as your website chat, social inboxes, phone numbers, and calendars)
When your system is live
- Conversations the system handles across your connected channels, including messages, contact details your customers provide, and call recordings or transcripts where calling is part of your plan
- Operational logs we need to keep the system reliable and to troubleshoot problems
4. How we use it
We use personal information to:
- Respond to enquiries and scope the right system
- Build, configure, test, and operate your system
- Route conversations, bookings, and follow-ups correctly
- Bill you and prevent fraud
- Support you and improve how your system performs
- Meet legal obligations, such as record-keeping
We do not use your information, or your customers' information, for advertising, and we never sell it.
5. AI & training data
We do not use conversations to train foundation models. Not ours, and not anyone else's.
Your system uses commercial AI providers to understand and respond to messages and calls. We access those providers under their business terms, which do not permit your conversations to be used for training their models.
We do use your own conversation history to tune your own system: refining scripts, qualification rules, and responses so it performs better for your business. That work stays inside your engagement.
6. Sharing & providers
Your system runs on a small set of service providers. We share personal information with them only so the system works, and each is bound by its own contractual and legal privacy obligations. The categories are:
- Hosting and infrastructure for the website and the systems we operate
- Messaging and automation platforms that connect your channels (website chat, social messaging, WhatsApp, SMS, email)
- Telephony carriers, only where calling is part of your plan
- AI model providers, under business terms as described above
- Payment processing for billing
Email hello@convoking.ai for the current list of providers behind your system. Beyond these, we disclose personal information only where the law requires it.
7. Retention
We keep client account information while your engagement is active, and for a period afterwards where billing, tax, or legal obligations require it. Conversation data is kept for as long as needed to run your system, or as agreed with you for your industry.
On request, or when your engagement ends, we'll permanently delete personal information within 30 days unless we're legally required to retain it.
8. Your rights
You have the right to:
- Access the personal information we hold about you
- Correct it if it's inaccurate
- Ask us to delete it (subject to lawful retention)
- Ask for it in a portable format
- Complain to the Office of the Australian Information Commissioner (OAIC) if you believe we have mishandled your information
To exercise any of these, email hello@convoking.aifrom the address we have on file. If you are one of our client's customers, we'll work with that client to resolve your request, since the conversation belongs to them.
If you are outside Australia, we honour the equivalent rights your local law provides.
9. Overseas storage
Some of the providers behind your system store data outside Australia. Where that happens, we take reasonable steps required by the Australian Privacy Principles to ensure your information remains protected to a comparable standard, including relying on providers' contractual privacy commitments.
10. Security
We take reasonable technical and organisational steps to protect your data, including:
- Encryption in transit and at rest
- Access limited to the people who need it to run your system
- Responsible disclosure: report security findings to hello@convoking.ai
11. Cookies & tracking
On convoking.ai we use only essential first-party cookies, such as those needed for forms and site administration. No advertising cookies, no third-party trackers. You can clear cookies anytime from your browser without breaking the site.
12. Children
Convo King is a business-to-business service not intended for children under 16. We do not knowingly collect personal information from children. If you believe we have, contact hello@convoking.aiand we'll delete it.
13. Changes
We'll update this policy when our practices change or the law requires. Updates are posted on this page and the “last updated” date at the top moves. If a change materially affects how we handle an active client's data, we'll tell that client directly.
14. Contact
Privacy questions and requests go to hello@convoking.ai or 0402 806 311.
Postal address: Convo King Pty Ltd · Attn: Privacy · 52 Roberts Road, Airport West VIC 3042, Australia.