Privacy Policy

Dexify AI ("Dexify", "we", "our", or "us") is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, store, and disclose personal information when you use the Dexify platform — an AI-powered admin assistant for tradespeople and field service businesses worldwide.

This policy is prepared in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Where you are located outside Australia, we also endeavour to comply with applicable privacy laws in your jurisdiction. By using Dexify, you agree to the collection and use of information as described in this policy.

1. Information We Collect

We collect information necessary to provide our services. This includes:

1.1 Account and Identity Information

• Full name and business name
• Email address and phone number
• Business identifier number (e.g. ABN, VAT number, or equivalent in your jurisdiction)
• Business address and service area
• Trade type and business profile details

1.2 Voice and Usage Data

• Voice recordings and transcripts when you use the voice assistant feature
• Queries, commands, and interactions with the AI system
• Job notes, quotes, invoices, and scheduling data you create through the platform
• App usage logs, feature interactions, and session data

1.3 Technical and Device Information

• IP address and approximate location
• Device type, operating system, and browser
• Crash reports and diagnostic data
• Cookies and similar tracking technologies

1.4 Business and Client Data

When you use Dexify to create quotes, invoices, or job records, you may input data about your clients and business operations. This includes client contact details, job-specific information, and material and pricing data. You are responsible for ensuring you have appropriate authorisation to submit any third-party information into the platform.

1.5 Affiliate and Referral Partner Information

If you participate in our Affiliate and Referral Program, we additionally collect:

• Your name and the name of your business or organisation (if applicable)
• Email address and contact details
• Your unique referral link or code and associated tracking data
• Payment details necessary to pay commissions (e.g. bank account or payment platform details)
• Social media handles or public profile details, where relevant to your participation as an Affiliate

2. How We Use Your Information

We use collected information to:

• Provide, operate, and improve the Dexify platform and AI assistant
• Process voice input and generate quotes, invoices, job notes, and schedules
• Personalise your experience using your business data
• Send service-related communications, updates, and support responses
• Analyse usage patterns to improve product performance and accuracy
• Comply with legal obligations and enforce our Terms of Service
• Prevent fraud, misuse, and security incidents
• Administer the Affiliate and Referral Program, including tracking referrals, calculating commissions, and processing payouts to Partners

AI-Assisted Decision Making: Dexify uses AI to generate quotes, invoices, and job documentation based on your input. These outputs are AI-assisted and should be reviewed by you before being sent to clients. You retain full responsibility for the accuracy of documents sent on your behalf.

3. Voice Data

Voice recordings are processed to generate transcripts and extract intent. We also use text-to-speech to deliver AI-generated responses back to you. Both functions are powered by Deepgram. Voice recordings are:

• Used solely to power the voice assistant functionality
• Not used to train third-party AI models without your explicit consent

You may request deletion of your voice data at any time by contacting us at contact@dexifyai.com.

4. Disclosure of Information

We do not sell your personal information. We may share your information with:

4.1 Service Providers

We engage trusted third-party providers to operate our infrastructure, including cloud hosting (Google Cloud Run), database services (Google Cloud SQL), voice processing (Deepgram), and transactional email delivery (SendGrid). These providers are bound by confidentiality obligations and may only process data as directed by us.

We may also engage third-party providers to operate referral tracking and Affiliate Program payouts, such as [payment processor / affiliate platform name]. These providers only receive the information necessary to track referrals and process payments.

4.2 Affiliate and Referral Program Disclosures

Partners can see whether a referral they generated has converted into a paying customer and the commission earned, but Partners do not have access to the referred customer's personal information, business data, pricing, or job records.

4.3 Overseas Transfers

As a global platform, your data may be stored or processed in countries other than where you are located, including Australia and the United States. We take reasonable steps to ensure these providers handle your personal information in accordance with the APPs or equivalent privacy standards.

4.4 Legal Requirements

We may disclose information if required by law, court order, or regulatory authority, or to protect the rights, safety, and property of Dexify, our users, or the public.

5. Data Security

We implement appropriate organisational and technical measures to protect your personal information, including regular security reviews and secure credential management via Google OAuth.

In the event of a data breach likely to result in serious harm, we will notify affected individuals and relevant regulatory authorities in accordance with applicable law, including the Notifiable Data Breaches scheme (Australia).

6. Data Retention

We retain personal information for as long as necessary to provide our services and meet legal obligations:

• Account and business data: retained for the duration of your subscription and up to 7 years after account closure. For Lifetime Subscribers whose accounts are terminated due to cessation of the Service, data will be retained for a period of 90 days following termination to allow for data export, after which it will be deleted in accordance with this policy.
• Usage logs and analytics: retained for up to 12 months
• Support correspondence: retained for up to 3 years
• Affiliate and Referral Program records (Partner details, referral tracking, commission, and payout history): retained for the duration of the Partner's participation in the Program and up to 7 years afterwards, in line with Australian tax record-keeping requirements

You may request earlier deletion of your data (see Section 8 below).

7. Cookies and Tracking Technologies

We use cookies and similar technologies to maintain session state, analyse usage, and improve the platform.

If you sign up through an Affiliate or Referral Partner's link or code, we also set a tracking cookie to attribute your sign-up to that Partner for the purposes of our Affiliate and Referral Program. This cookie currently lasts for 100 days and does not collect any personal information beyond the referral attribution itself; it is used solely to administer Partner commissions, not to track you for advertising or analytics purposes elsewhere.

You can control cookie settings through your browser. Disabling cookies may affect certain features, including a Partner's ability to be credited for a referral.

We do not use cookies to serve third-party advertising, and we do not sell data to advertising networks.

8. Your Rights and Data Deletion

Depending on your location, you may have rights under applicable privacy law, including the Australian Privacy Principles (APPs), the UK/EU GDPR, or other local frameworks. These rights may include the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or outdated information
• Request deletion of your personal data (subject to legal retention requirements)
• Complain about how we have handled your personal information

How to Request Data Deletion

Send an email to contact@dexifyai.com with the subject line "Data Deletion Request" and include your full name and the email address associated with your Dexify account. We will respond within 30 days.

9. Children's Privacy

Dexify is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us immediately at contact@dexifyai.com.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the effective date above and notify active users via email or in-app notification for material changes. Continued use of Dexify after changes take effect constitutes acceptance of the revised policy.

11. Contact Us