Privacy and your data

Gary handles your customers' details and records calls on your behalf, so it's fair you know what we hold and for how long.

We're finalising our full privacy policy with a New Zealand legal review before Gary makes real calls. This page explains how the product is built to handle data; the formal policy will confirm it.

What Gary stores

Contacts and invoices — synced from Xero so Gary knows who to call and what's owed. Gary reads Xero; he never changes your accounts.
Your bank balance in Xero — a daily figure from your balance sheet. Used only in your interest: to time bank debits so we never bounce one, and to decide when to credit a top-up straight away. Never shared, never shown to your customers, kept 90 days.
Call recordings — the audio of each call.
Transcripts — the text of what was said, a short summary, and the result.
An audit trail — every action that touches a customer (who approved a call, when, what happened), so there's always a clear record.

How long we keep it

Recordings — 12 months from the call. Audio is the most sensitive, so it goes first.
Transcripts — 24 months. The record of what was agreed outlives the audio.
Contacts and invoices — while your account is active and the invoice is open.
Bank balance figures — 90 days.
Do-not-call entries — kept, so an opt-out is never lost.
Billing and audit records — 7 years, to meet business-record rules.

Who's in control

You (the business) control your customers' data — it's yours. We hold and process it only to chase your invoices, and we don't share one business's data with another.

Making Gary better

We use call recordings, transcripts and outcomes to improve how Gary works — for example, learning which approaches get invoices paid. Where we look across businesses, we first strip out names, contact details and anything else that identifies a business or a person. Identifiable call data is never published or shared.

If Gary changes hands

If we ever sell or reorganise the business, your data may move to the new owner so the service keeps running — under the same policy. We'd tell you about any change of ownership.

Every call opens by saying it's recorded and who it's calling on behalf of, so customers always know. New Zealand allows a call to be recorded by a participant, and we tell people up front as a matter of course.

Deleting data

A customer can ask you to delete their details, and you can ask us. We act on a request within 20 working days, and sooner where we can. Removing a customer deletes their recordings, transcripts and call history — but a do-not-call opt-out stays, so an erased person is never called again by mistake.

Questions about your data? Get in touch and we'll help.