1. Who We Are

AKAI is an AI-powered business automation platform operated by AKAI (ABN 50 179 250 215), based in Sydney, New South Wales, Australia.

We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) contained in that Act. This Privacy Policy explains how we collect, use, store, and disclose personal information in accordance with those obligations.

Contact: hello@getakai.ai

2. What We Collect

We collect several categories of personal information depending on how you use the Service:

2.1 Account Data

When you sign up, we collect your name, email address, business name, industry, website, and other details you provide during onboarding.

2.2 Lead & Enquiry Data

When you connect your email inbox (Gmail or Outlook), AKAI reads incoming enquiry emails to identify leads. This means we process the personal information of your leads — people who have contacted your business. This may include their name, email address, phone number, and the content of their enquiry message. See Section 8 for important information about lead data.

2.3 Calendar Data

When you connect your Google or Outlook calendar, we access event times, meeting details, and availability information. This is used to identify free slots and book meetings with your leads on your behalf.

2.4 Call Data

When Sophie AI places voice calls on your behalf via Bland.ai, we collect call logs, call duration, and call outcomes (e.g., whether a meeting was booked). Call recordings may be processed by Bland.ai in accordance with their privacy policy.

2.5 Usage Data

We collect data about how you interact with AKAI — features used, AI responses, email open/reply rates, and engagement patterns. This data is used to improve platform performance and AI model quality.

2.6 Payment Data

Subscription payments are processed by Stripe. We do not store your credit card details. Stripe may collect and store payment information in accordance with their own privacy policy.

2.7 Marketing & Analytics Data

When you connect your Google Analytics, Google Search Console, or Google Ads account, AKAI accesses performance data associated with your property or account. This includes website traffic metrics (sessions, users, traffic sources, conversions), search query impressions and clicks, average position, and advertising campaign performance data (spend, impressions, conversions, cost-per-click).

All access to Google Analytics, Search Console, and Ads data is read-only. AKAI does not create, modify, or delete any data within these Google services. This data is used solely to generate the marketing performance insights shown on your AKAI dashboard and is displayed only to the authenticated account owner.

Google marketing data is fetched on demand and is not stored persistently by AKAI beyond the active dashboard session in which it is requested.

3. How We Use Your Information

We use personal information to:

Provide the Service — processing leads, sending follow-up emails, booking meetings, generating proposals
Autonomous communications — sending AI-drafted emails to your leads via your connected email account, and placing AI voice calls via Bland.ai, with your explicit authorisation
AI learning and improvement — analysing anonymised patterns from email and call interactions to improve response quality and platform performance
Account management — billing, support, and service communications
Marketing analytics — displaying your Google Analytics, Search Console, and Google Ads performance metrics in your AKAI dashboard, using read-only access you have explicitly granted
Legal compliance — meeting our obligations under applicable law

We do not sell your personal data to third parties. We do not use your data for advertising.

4. Third-Party Processors

We share data with the following trusted third-party processors, strictly to deliver the Service. Each processor is bound by appropriate data protection agreements:

Google (Firebase/Firestore, Gmail API, Google Calendar API) — Data storage and email/calendar integrations. Privacy Policy
Microsoft (Outlook/Microsoft 365) — Email and calendar integrations. Privacy Policy
Railway — Cloud hosting for AKAI's backend API and services. Privacy Policy
Bland.ai — AI voice call infrastructure (Sophie calls). Privacy Policy
AKAI AI Engine — proprietary AI for generating email content and responses. Privacy Policy
Stripe — Payment processing. Privacy Policy
Resend — Transactional email delivery (platform notifications, not lead outreach). Privacy Policy

Some of these processors are located outside Australia. By using AKAI, you consent to your personal information being transferred to and processed in countries including the United States, where these services operate. We take reasonable steps to ensure overseas recipients handle information in a manner consistent with the Australian Privacy Principles.

5. Australian Privacy Principles (APPs)

We are committed to complying with the Australian Privacy Principles under the Privacy Act 1988 (Cth). In summary:

APP 1 — Open and transparent management: We publish this Privacy Policy and make it freely available.
APP 3 — Collection of solicited personal information: We collect only what is necessary to provide the Service.
APP 5 — Notification of collection: We inform individuals (where practicable) when we collect their information.
APP 6 — Use or disclosure: We use personal information only for the primary purpose it was collected or a directly related secondary purpose, unless you consent or the law requires otherwise.
APP 8 — Cross-border disclosure: We take reasonable steps to ensure overseas recipients uphold the APPs.
APP 11 — Security: We hold personal information securely and take reasonable steps to protect it from misuse, loss, and unauthorised access.
APP 12 — Access: You may request access to your personal information at any time.
APP 13 — Correction: You may request correction of inaccurate or incomplete information.

6. AI Calling & Automated Communications

AKAI's core value proposition involves sending emails and making calls to your leads on your behalf. This is done:

Only with your explicit authorisation as the AKAI account holder
Using your connected email account as the sender (your leads see your email address, not AKAI's)
In compliance with the Australian Spam Act 2003 — every automated email includes a functioning unsubscribe mechanism
Via Bland.ai for voice calls, in compliance with the Do Not Call Register Act 2006

AKAI uses AI to generate email content. AI-generated content is used to draft messages on your behalf. You are responsible for reviewing content where possible and for authorising auto-send mode.

7. Data Storage & Security

Your data is stored in Google Firestore, hosted on Google Cloud infrastructure. AKAI's backend services run on Railway. We use industry-standard encryption for data in transit (TLS) and at rest.

We implement access controls to ensure only authorised personnel and systems can access your data. We regularly review our security practices.

8. Lead Data & Third-Party Personal Information

When you connect your email inbox or import contacts, AKAI processes personal information belonging to third parties — your leads and customers. This is a critical aspect of our Service.

As the AKAI account holder, you are the data controller for your leads' personal information. You are responsible for:

Ensuring you have a lawful basis to process your leads' personal information using AKAI
Ensuring that AKAI's processing of lead data on your behalf (including sending emails and making calls) complies with applicable privacy and spam laws
Honouring any access, correction, or deletion requests made by your leads regarding their personal information
Promptly informing us of any opt-out requests that require us to cease processing a lead's data

AKAI acts as a data processor for lead data — we process it on your instructions. We do not use your leads' personal information for any purpose other than providing the Service to you.

Leads who wish to have their information removed from our systems should contact the business (AKAI account holder) that collected their enquiry. Businesses may also contact us at hello@getakai.ai to request deletion of specific lead records.

9. Unsubscribe & Opt-Out

Every automated email sent by AKAI on behalf of a client includes a functioning unsubscribe link. When a lead clicks unsubscribe:

Their opt-out preference is recorded in AKAI
AKAI will not send further automated emails to that lead on behalf of the same client
The client is notified of the opt-out

Clients must honour all opt-out requests. Using AKAI to contact individuals who have unsubscribed is a violation of our Terms of Service and may constitute a breach of the Australian Spam Act 2003.

If you have received an email from AKAI on behalf of one of our clients and wish to opt out, please use the unsubscribe link in that email, or contact the sending business directly. If you believe we have not honoured your opt-out request, contact us at hello@getakai.ai.

10. Revoking Google Account Access

You may revoke AKAI's access to your Google accounts at any time through either of the following methods:

Go to Settings → Connected Accounts in your AKAI dashboard and click "Disconnect" next to the relevant Google service
Visit myaccount.google.com/permissions and remove AKAI from the list of apps with access to your Google account

Revoking access will immediately prevent AKAI from fetching new data from your Google accounts. No new Google Analytics, Search Console, or Ads data will be retrieved after access is revoked. Because this data is not stored persistently, there is no historical Google data to delete.

11. Data Retention

We retain your personal information for as long as your account is active. Following account cancellation or termination:

Your data is retained for 90 days after cancellation, during which you may request an export
After 90 days, your account data and associated lead data is permanently deleted
We may retain certain records longer where required by law (e.g., financial records for tax purposes)

Anonymised, aggregated data (with no identifying information) may be retained indefinitely for platform improvement purposes.

12. Your Rights

Under the Australian Privacy Act 1988, you have the right to:

Access your personal information held by us
Correct inaccurate or incomplete personal information
Request deletion of your personal information (subject to legal obligations)
Complain about a breach of the APPs to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au

To exercise any of these rights, contact us at hello@getakai.ai. We will respond within 30 days.

13. Cookies

We use cookies and similar technologies to maintain your session and improve your experience on the AKAI platform. We do not use third-party advertising cookies. You can disable cookies in your browser settings, though this may affect some platform features.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or in-app notification. Continued use of the Service after changes constitutes acceptance of the updated Policy. We encourage you to review this page periodically.

15. Contact & Complaints

For privacy enquiries, requests, or complaints, contact our Privacy Officer:

AKAI (ABN 50 179 250 215)
Sydney, New South Wales, Australia
hello@getakai.ai

If you are not satisfied with our response to a privacy complaint, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC): oaic.gov.au/privacy/privacy-complaints