Legal

Privacy Policy

Effective date: 18 August 2026

Catalysticly Pty Ltd (ABN 30 146 807 146), trading as chat365 ("chat365," "we," "us," or "our"), provides an AI-powered receptionist and lead-capture service to businesses via webchat, Facebook Messenger, WhatsApp, and phone. This Privacy Policy explains what information we collect when you interact with a business's chat365 AI assistant, how we use it, and who we share it with.

This policy applies to the chat365.com.au website and to conversations conducted through chat365's AI assistant on any channel. It does not cover the separate privacy practices of Meta Platforms, Inc. (Facebook Messenger and WhatsApp), which are governed by Meta's own Privacy Policy.

Information We Collect

Information you provide in conversation. When you message or call a business's chat365 assistant, it may collect:

• Your name, phone number, and/or email address, if you choose to share them.
• Details about your enquiry — for example, the nature of your request, and any preferred date or time for a follow-up or callback.
• Any other information you choose to include in your messages or say on a call.

Information collected automatically. This varies by channel:

• Webchat: a session identifier for your conversation on the business's website — this is not used to track you across other websites.
• Facebook Messenger and WhatsApp: Meta provides us with a identifier tied to your interaction with that specific business, plus the content and timestamps of your messages, so we can maintain a conversation history and respond accurately. This does not give us access to your general Facebook/WhatsApp profile or contacts beyond what Meta provides for this purpose.
• Phone: if you call a chat365 number, your call may be recorded and transcribed to allow our AI assistant to respond to you — you'll be told this at the start of the call. The phone number you're calling from is also visible to us as part of normal call handling.

How We Use Your Information

• To respond to your messages or calls and carry on an accurate, relevant conversation.
• To identify you as a returning contact, so we don't ask you to repeat information you've already given us.
• To capture and summarize your enquiry so the business you contacted can follow up with you.
• To maintain records of business communications for quality and operational purposes.

How We Share Your Information

We use a small number of trusted service providers to deliver this service. We do not sell your personal information to any third party.

• Meta Platforms, Inc. — as the operator of Facebook Messenger and WhatsApp. Meta's handling of your data on those platforms is governed by Meta's own Privacy Policy, separately from this one.
• OpenAI — we use OpenAI's API to generate the automated text responses you receive. The content of your messages is sent to OpenAI for this purpose, in accordance with OpenAI's own API data usage policies.
• Vapi — for phone conversations, we use Vapi's voice AI platform to process call audio and generate spoken responses in real time. Call audio and transcripts pass through Vapi's infrastructure for this purpose.
• Twilio — our phone numbers and call routing infrastructure are provided by Twilio.
• HubSpot — for businesses on a plan that includes it, we use HubSpot as a customer relationship management (CRM) system. When your enquiry is confirmed, your name, phone number, email address, and enquiry details are stored in HubSpot so the relevant business can follow up with you.
• Microsoft Azure — our underlying data storage and application infrastructure is hosted on Microsoft Azure.

We may also disclose your information if required to do so by law, or to protect the rights, safety, or property of chat365, the businesses we serve, or others.

Data Retention

We keep two kinds of information about your interaction with us, on different terms:

• Detailed conversation history (the actual messages or call transcript exchanged) is kept for up to 7 days after your last interaction, then automatically and permanently deleted.
• Your contact details and enquiry summary (your name, phone number, email, and a summary of what you enquired about) is retained for up to 12 months from your last interaction, after which it is automatically deleted, unless a longer period is required by applicable law.

Your Rights

Depending on where you live, you may have rights to access, correct, or request deletion of your personal information. To make such a request, contact us at hello@chat365.com.au.

Data Deletion

You can request deletion of your personal information at any time by emailing hello@chat365.com.au with your name and the business (and channel) you messaged or called, so we can locate your records. We will action deletion requests within 30 days, except where we're required to retain certain information for legal, accounting, or fraud-prevention purposes.

Data Security

We take reasonable technical and organizational measures to protect your information from unauthorized access, alteration, disclosure, or destruction. However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

Children's Privacy

Our service is not directed at children, and we do not knowingly collect personal information from children under 18. If you believe a child has provided us with personal information, please contact us so we can remove it.

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date.

Contact Us

If you have questions about this Privacy Policy or how your information is handled, contact us at:

Catalysticly Pty Ltd (ABN 30 146 807 146), trading as chat365
14 Waterview Drive, Mernda, Victoria 3754, Australia
hello@chat365.com.au