How we handle your information.

What we collect

When you use our contact form or email us, we collect:

• Your name
• Your email address
• Whatever you write in your message

When you use one of our free tools (like the AI Ikigai reflection or the AI Scorecard), we collect the answers you type or dictate into them, and your email address if you choose to leave it.

When you speak with one of our voice agents (like Vee on this site, or a demo we’ve built for a client), we record the conversation — the audio and a written transcript — so we can run the agent, review how it performed, and improve it. The agent tells you at the start of the call that it’s recorded.

We don’t use tracking cookies, analytics, or ad pixels. We don’t collect your IP address for marketing. Our hosting provider (Netlify) may log routine access information for security and abuse prevention.

Why we collect it

To reply to your enquiry, understand what you’re asking about, and decide together if there’s a fit for working together.

Who sees it

Your enquiry is handled by:

• Netlify, which hosts this site and receives the contact form submission through a server-side function we control.
• Airtable, where enquiries are logged so we can track and reply to them.
• Notion, which we use for client records and our CRM. If a conversation progresses, your name, email, and phone number (if provided) may be stored there alongside notes from our discussions.
• Microsoft 365, where we receive and reply to emails (Outlook) and store working notes (OneDrive and SharePoint).
• Anthropic (the maker of Claude), which processes the answers you give to our free tools in order to write your personalised report. We use Anthropic’s commercial API, which doesn’t use your data to train its models.
• ElevenLabs, the platform behind our voice agents. When you speak with one, ElevenLabs processes your audio and its transcript so the agent can hear you and reply. Recordings are retained under our account settings — see “How long we keep it” below.
• OpenAI, whose GPT-4o model generates the voice agent’s replies during the conversation, through its commercial API.
• Brevo, which delivers your report by email if you ask us to send you a copy, and sends the emails you’ve signed up for, like your AI Ikigai results or our occasional newsletter. Every one of those emails includes an unsubscribe link, and unsubscribing always works.

We don’t sell your information, share it with advertisers, or pass it to any other third party. If an engagement starts, we’ll tell you which tools will handle your data before we use them.

Where it’s stored

Netlify, Airtable, Notion, Microsoft 365, Anthropic, ElevenLabs, OpenAI, and Brevo store data in various regions including Australia, the United States, and the European Union. We use the Australian data residency options available to us where that matters to a specific engagement. If you have a specific data residency requirement, tell us before you send anything sensitive.

How long we keep it

We keep enquiry correspondence for up to 24 months so we can pick up a conversation if you come back. After that it’s deleted unless you’ve become a client, in which case your records are kept for the life of the engagement plus seven years (standard business record keeping).

Voice-agent recordings and their transcripts are kept for 30 days and then deleted.

Your rights

You can ask us to:

• Tell you what we hold about you
• Correct anything that’s wrong
• Delete your information
• Stop using your information

Email hello@vooee.au. We’ll respond within 30 days.

Complaints

We handle this under the Australian Privacy Act 1988 and the Australian Privacy Principles. If you’re not satisfied with how we’ve handled your information, contact us first. If we can’t resolve it, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Changes to this policy

If we change anything meaningful, we’ll update the date at the top. Material changes will be noted here for at least 60 days.