Privacy 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

1.6 Authentication and Subscription Information

When you create or access an Account, we receive authentication information from Firebase Authentication and, where selected, Apple, Google, or another sign-in provider. This may include a provider identifier, Firebase user identifier, name, email address, authentication status, and an Apple private relay email address if you choose to hide your email. We do not receive your Apple Account password.

If you purchase through Apple's App Store, Apple processes the payment. We and our subscription-management provider, RevenueCat, receive information needed to provide and manage your entitlement, such as product and plan identifiers, purchase, renewal, expiry and cancellation status, transaction identifiers, App Store environment, and a Firebase-linked RevenueCat user identifier. We do not receive your full payment card details from Apple.

2. How We Use Your Information

We use collected information to:

• Provide, operate, and improve the Dexify platform and AI assistant
• Authenticate users, secure Accounts, and support Apple, Google, email, and other available sign-in methods
• 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
• Process, validate, restore, and administer subscriptions and entitlements
• 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. AI and Voice Data

Dexify uses third-party artificial intelligence and voice providers to provide AI-assisted features. Depending on the feature and our current technical configuration, these providers may include OpenAI, Anthropic, Google Gemini, and Deepgram. We may replace or add providers where needed to operate the Service, subject to appropriate privacy, confidentiality, and security safeguards.

Before you first submit content to an AI-assisted feature, Dexify asks for your consent to send the information needed for that feature to the relevant AI providers. Information sent may include prompts, queries, job and client details, documents, images, voice recordings, transcripts, prior conversation context, and the AI-generated response. We limit transmission to information reasonably required to provide the requested feature.

You may decline AI processing. If you decline, AI-assisted and voice features that require provider processing will not be available, but you may continue to use non-AI features available under your plan. You may withdraw consent for future AI processing by ceasing to use those features and contacting us at contact@dexifyai.com. Withdrawal does not affect processing already completed or information we must retain for legal, security, or dispute-resolution purposes.

You must not submit another person's personal information to an AI-assisted feature unless you have authority and have provided any notice or obtained any consent required by law.

Voice recordings are processed to generate transcripts and extract intent. We also use text-to-speech to deliver AI-generated responses back to you. Voice processing is currently 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 and features, including Google Firebase and Google Cloud for authentication, hosting and databases; Apple for Sign in with Apple and App Store purchases; RevenueCat for subscription and entitlement management; AI model providers that may include OpenAI, Anthropic and Google Gemini; Deepgram for voice processing; and SendGrid for transactional email delivery. These providers process information under their applicable terms and privacy policies and are permitted to receive only information reasonably necessary for their role.

We may also engage third-party providers to operate referral tracking and Affiliate Program payouts. 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 through Firebase Authentication and supported identity providers.

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 only for as long as reasonably necessary to provide the Service, administer our relationship with you, and meet legal, security, accounting, and compliance obligations. When an Account deletion request is completed, we delete or de-identify Account and Customer Data that is no longer required, subject to the exceptions below and reasonable backup-deletion cycles.

• Active Account and business data: retained while your Account remains open and for the time reasonably needed to complete deletion or resolve an outstanding matter
• Transaction, tax, accounting, and subscription records: retained for up to 7 years where required for tax, accounting, legal, audit, chargeback, or compliance purposes
• 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
• Security, fraud-prevention, dispute, and legal-hold records: retained for as long as reasonably necessary for the relevant investigation, claim, legal obligation, or enforcement action

AI and voice providers may retain submitted information for the limited periods described in their applicable terms or as required for security and legal compliance. We use available provider settings and contractual protections intended to prevent identifiable Customer Data from being used to train third-party models unless you provide separate explicit consent.

For Lifetime Subscribers whose Accounts are terminated because the Service ceases, operational data may be retained for 90 days to allow export, after which it will be deleted or de-identified subject to these exceptions. You may request earlier deletion (see Section 8).

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

You can initiate Account deletion from within the Dexify App by opening Account Details, selecting Account Deletion Request, and following the instructions on our account deletion page. You may also 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 may ask you to re-authenticate or otherwise verify Account ownership. After verification, we will begin deletion and respond to a complete request within 30 days. We will delete or de-identify data that is no longer required, request deletion from applicable service providers, remove the Firebase authentication account, and revoke applicable Sign in with Apple credentials or tokens. Some limited information may remain under the retention exceptions in Section 6 or temporarily in secured backups until their ordinary deletion cycle.

Subscriptions are separate from Account deletion. Deleting your Dexify Account or the App does not automatically cancel an Apple auto-renewable subscription. Before deletion, cancel an Apple subscription through your device's subscription settings or at Apple's subscription management page. Apple may continue billing until the subscription is cancelled. Subscription cancellation does not itself delete your Dexify Account or data.

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