polyvoPrivacy policy
Polyvo is an AI phone receptionist for businesses in New Zealand. It is run by Jae Heum Sohn, trading as Polyvo, Auckland ("Polyvo", "we", "us"). This policy explains what personal information we collect, why, and what you can do about it. We follow the Privacy Act 2020.
Who this covers
- Business owners who join our list, try or use Polyvo ("customers").
- Callers who phone a business that uses Polyvo.
- Visitors to polyvo.co.nz.
What we collect
From business owners: name, business name and type, mobile number, email, preferred language, and the details we need to set up your receptionist (business description, areas you work in, how you want calls handled). If you pay us, our payment provider handles your card details; we never see or store full card numbers.
From callers: when you call a business that uses Polyvo, the receptionist tells you at the start that it is an AI assistant and that the call is recorded. We collect your phone number (caller ID), a recording of the call, a written transcript, and what you tell us: usually your name, best callback number, what you need, your suburb and how urgent it is. We do not ask for street numbers, bank details or other sensitive information.
From website visitors: the information you type into our sign-up form. Our website host keeps standard server logs (such as IP address and browser type) for security. We do not use advertising or tracking cookies.
Why we use it
- To answer calls on behalf of the business and send the owner a text summary of each call.
- To check that summaries are accurate and to fix mistakes.
- To set up, run, bill and support your Polyvo service, and to contact you about your trial or account.
- To keep the service secure and to meet our legal obligations.
We do not sell personal information, and we do not use callers' information for our own marketing.
Who we share it with
Each call is handled for one business, and that business receives the summary of the call. To run the service we use these providers, which process information on our behalf:
- ElevenLabs (USA): voice AI that answers the call, records and transcribes it.
- Twilio (USA): phone numbers, call connection and text messages.
- Netlify (USA): website hosting, sign-up forms and our call-summary service.
- Zoho (Australia): our email.
Some of these providers store information outside New Zealand. We choose providers that protect personal information in a way that, overall, gives comparable safeguards to the Privacy Act 2020. We may also disclose information if the law requires it.
How long we keep it
- Call recordings and transcripts: deleted automatically after 90 days.
- Text summaries sent to the business owner stay on the owner's phone; the Twilio message log is kept for our records.
- Customer account and billing records: for as long as you use Polyvo, then up to 7 years for tax purposes.
- Sign-up form entries from people who don't become customers: up to 12 months.
Keeping it safe
Information is sent over encrypted connections, access is limited to people who need it, and our providers use industry-standard security. If a privacy breach is likely to cause serious harm, we will tell the people affected and the Privacy Commissioner as the law requires.
Your rights
You can ask to see the personal information we hold about you, and ask us to correct or delete it. Email hello@polyvo.co.nz. Callers can also ask the business they called. We will reply within 20 working days. If you are not happy with our answer, you can complain to the Office of the Privacy Commissioner at privacy.org.nz.
Businesses using Polyvo
If you use Polyvo for your business, you are responsible for how you use the call summaries you receive, and for keeping them only as long as you need them. Polyvo always tells callers that it is an AI assistant and that the call is recorded.
Changes
We may update this policy. The date at the top shows the latest version. If we make a big change, we will tell customers by email.
Contact
Polyvo, Auckland, New Zealand · hello@polyvo.co.nz