Privacy Policy

1. Who We Are

Westvane ("we", "us") is a sole trader business run by Rahul in Auckland, New Zealand. We build and maintain websites and AI voice agents. This policy explains how we handle personal information on [www.westvane.com] and across our services.

We comply with the New Zealand Privacy Act 2020 and, where they apply, the GDPR (EU and UK) and the CCPA (California). Our services are for adults aged 18 and over. We do not knowingly collect information from children and will delete any we find.

2. Information We Collect

Contact and project details: name, email, phone, business details, and content or files you share for your project.

Messages: emails, form submissions, chats and support requests.

Payment details: billing details and transaction records. Stripe processes card payments, so we never see your full card number.

AI tool data: text, files and prompts you submit to our chatbots. For voice agents, your phone number, call recordings and transcripts. Callers are told at the start if a call is recorded.

Website data: IP address, device and browser type, pages visited, and cookies (see section 12).

Please do not share sensitive information, such as health details, with our AI tools. If you do, we will delete it where we can.

3. How We Use Your Information

We use your information to:

provide, host, maintain and support our services;

improve our services and AI agents (see section 4);

answer enquiries and provide customer service;

invoice and process payments;

send marketing, which you can unsubscribe from at any time; and

meet legal, tax and compliance obligations and prevent misuse.

We never sell your personal information.

4. AI Data Handling

Processing: inputs to our chatbots and voice agents are sent to AI providers (OpenAI, Anthropic and xAI) to generate responses. Calls run through Twilio.

Service improvement: we may review conversations and transcripts to improve our prompts, settings and quality, removing identifying details where practical. You can opt out by emailing [email protected].

Model training: we do not use your personal information to train AI models shared with others or released publicly. Under our providers' business terms, they do not train their general models on this data by default.

AI outputs: AI can make mistakes, and its responses are not professional advice. Our voice agents identify themselves as AI.

Automated decisions: we do not make decisions with legal or similarly significant effects about you based solely on automated processing. You can ask for human review of any AI output that affects you.

5. Data We Process for Clients

When our tools run on a client's website or phone line, the client controls their customers' data and we act as their processor or service provider. We use that data only to serve the client (and to improve our services where the client agrees), keep it secure, never sell it, and delete or return it on request. If you are a client's customer, please send privacy requests to that client, and we will help them respond.

6. Legal Bases (EU and UK)

Purpose

Legal basis

Providing services, payments and support

Contract

Improving our services and AI agents

Legitimate interests

Marketing and non-essential cookies

Consent (legitimate interests for existing clients' marketing)

Tax and legal compliance

Legal obligation

You can withdraw consent, or object to processing based on legitimate interests, at any time.

7. Who We Share Data With

Provider

Purpose

Data involved

OpenAI, Anthropic, xAI

AI models

Inputs, conversations, transcripts

GoHighLevel

CRM, hosting, forms, email, booking

Contact details, messages, project data

Twilio

Calls and SMS

Phone numbers, call audio, recordings

Stripe

Payments

Billing and payment details

We may also share information with professional advisers, when the law requires it, to protect rights and safety, or with a buyer if the business is sold. We do not sell or share data for targeted advertising.

8. International Transfers

Most of our providers store data outside New Zealand, mainly in the United States. We take reasonable steps to ensure it is protected to a standard comparable to New Zealand law (Privacy Act 2020, IPP 12). For EU and UK data, we rely on New Zealand's EU adequacy decision, Standard Contractual Clauses, or the EU-U.S. Data Privacy Framework.

9. Data Retention

We keep your information while your account or client relationship is active, and delete or anonymise it within 30 days of account closure or a deletion request. Exceptions: financial records (kept 7 years, as NZ tax law requires), enquiries from non-clients (deleted within 24 months of last contact), short-lived backups, and anything we must keep for legal reasons. Client data follows the client's instructions.

10. Security

We protect your information with encryption in transit and at rest, access limited to Rahul, and reputable service providers. No system is completely secure. If a breach is likely to cause serious harm, we will notify the Privacy Commissioner and affected people as soon as practicable, and EU or UK authorities within 72 hours where required.

11. Your Rights

You can ask us to access, correct or delete your information, and opt out of marketing or of service improvement. Email [email protected] and we will respond within 20 working days, after verifying your identity. Requests are free unless clearly excessive.

New Zealand: if we decline a correction, you can ask us to attach a statement of the correction you wanted.

EU and UK: you can also restrict or object to processing, receive your data in a portable format, and withdraw consent.

California: you can know, delete and correct your data, and opt out of its sale or sharing (we do neither). You may use an authorised agent.

12. Cookies

We use essential cookies to run our website and, with your consent where required, analytics and marketing cookies to improve it. You can block or delete cookies in your browser, though some features may stop working.

13. Changes and Contact

We may update this policy. The date at the top shows the latest version, and we will tell you about significant changes.

For questions or requests, contact Rahul, Privacy Officer, Westvane, Auckland, New Zealand, at [email protected] or [www.westvane.com].

If you are unhappy with our response, you can complain to the Office of the Privacy Commissioner or your local data protection authority.