What we collect

Information dealers provide to us (to perform calls):

• Identity & contact: name, phone number, email (if provided), suburb/postcode.
• Vehicle details: make, model, year, VIN/rego (if provided), purchase date, warranty status.
• Dealer notes relevant to aftercare (e.g., parking habits, past tint issues, bird-drop marks).
• Scheduling preferences, opt-out status, and contact history.

Information created during calls and messaging:

• Call audio recordings, transcripts and summaries; SMS/WhatsApp or email confirmations.
• Call outcomes/dispositions (e.g., booked, follow-up, not interested, do-not-contact).
• Time/date, call duration and basic telephony metadata.

Website & platform usage data:

• IP address, device and browser type, pages viewed and referral information, collected via cookies and similar technologies (see “Cookies” below).

We do not need or intentionally collect sensitive information (health, religion, etc.). Please do not include it in dealer notes.

2) How we use personal information

To provide our services to dealerships (primary purpose):

• Place permission-based calls; personalise recommendations; handle objections; create bookings or follow-ups; send confirmations; and write outcomes back to the dealership’s CRM or spreadsheet.

To operate, secure and improve our platform:

• Quality assurance, troubleshooting, training and model tuning. Where possible we use de-identified or aggregated data for improvement.
• Detect, prevent and investigate fraud, abuse or technical issues.

To communicate with you:

• Service messages (confirmations, reminders, follow-ups), support responses and product updates relevant to your relationship with us.

Legal & compliance:

• Honour opt-out requests, comply with the Do Not Call Register and other applicable laws, and respond to lawful requests.

We do not sell personal information.

3) Our legal basis & consent

• When calling on behalf of a dealership, we rely on the dealership’s instructions and their relationship with you (e.g., you are a customer).
• For our own website and marketing, we use your consent (e.g., form submissions) or our legitimate interests in operating and improving our services.
• Call recordings: where required, we provide an audible notice that the call may be recorded. You can ask not to be recorded, or end the call.
• You can opt out of further marketing contact at any time; we honour do-not-contact flags promptly.

4) Disclosure of information

We may disclose personal information to:

• The dealership that engaged Aftercare AI (our client) so they can complete bookings, provide services and keep records.
• Service providers under contract who help us deliver the service (cloud hosting, telephony, analytics, security, payment, email/SMS). They only process data on our instructions and must protect it.
• Professional advisers (legal, accounting) and potential acquirers in a corporate transaction, under confidentiality.
• Regulators or law enforcement where required by law.

Overseas disclosure: Our infrastructure and service providers may be located in Australia and other countries (including the US, EU or APAC). Where we disclose personal information overseas, we take reasonable steps to ensure recipients protect it consistently with the APPs (e.g., contractual safeguards).

5) Security

We use administrative, technical and physical safeguards designed to protect personal information from unauthorised access, alteration or loss, including:

• Encryption in transit and at rest, network segmentation and access controls on a least-privilege basis.
• Audit logging, monitoring and staff training.
• Vendor due-diligence and confidentiality obligations.

No system is perfectly secure, but we work hard to protect your information and respond promptly to issues.

6) Retention & deletion

We keep personal information only as long as needed for the purposes above or as required by law. Typical defaults:

• Call recordings/transcripts and call outcomes: retained while the dealership relationship is active and for a reasonable period (e.g., up to 24 months) for audit, quality assurance and dispute resolution, unless the dealership asks us to delete sooner.
• Website analytics data: per our analytics provider’s standard retention.
  When information is no longer required, we de-identify or securely delete it.

7) Cookies & analytics

Our website uses cookies and similar technologies to remember preferences, measure traffic and improve the site. You can control cookies via your browser settings; some features may not function without them.

8) Your rights

Subject to the APPs, you may request:

• Access to the personal information we hold about you;
• Correction of inaccurate, incomplete or outdated information;
• To opt out of marketing or recorded calls; and
• To withdraw consent where we rely on consent.

If we are processing your information on behalf of a dealership or partners, we may refer your request to that dealership so it can be handled under their privacy policy.

9) Children

Our services are aimed at adult vehicle owners. We do not knowingly collect personal information from children. If you believe a child’s information has been provided, please contact us and we will delete it where appropriate.

10) Changes to this policy

We may update this Privacy Policy from time to time. The “Effective” date at the top shows the latest version. Significant changes will be posted on our website and, where appropriate, notified directly.

11) Contact us (and complaints)

Privacy Officer – Last Lap Media Pty Ltd (ABN [39 626 001 081])

Email: info@aftercareai.com.au
Phone: 0440 130 476

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):
www.oaic.gov.au | 1300 363 992 | GPO Box 5218, Sydney NSW 2001