Privacy Policy

Last updated: April 2026  ·  Step Ahead AI Services  ·  Manjimup, Western Australia

Step Ahead AI Services ("we", "us", "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy outlines how we collect, use, and safeguard your information when you visit our website (stepaheadai.com.au) or use our AI-powered services ("Services"). By accessing and using our Website and Services, you agree to the practices described in this Privacy Policy.

1. Information We Collect

We collect information from you in several ways, including:

a. Personal Information

When you enquire about our services or become a client, we may collect personal details such as:

• Name
• Email address
• Phone number
• Business name and location
• Billing and payment information

b. Usage Data

We may collect information about how you access and interact with our Website, including:

• IP address
• Browser type and version
• Device information
• Pages visited on our Website
• Time spent on each page
• Referring URL

c. AI Interaction Data

When your customers interact with our AI-powered voice bots and SMS systems (including All Hours and Touch Base), we may collect:

• Voice bot call recordings and transcriptions
• Caller details including name, phone number, address and job type
• Appointment booking details captured through the AI voice system
• SMS conversation logs and response data
• Customer information collected via AI-powered interactions
• Behavioural data related to bot engagement and interaction patterns

d. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect data on user interactions with our Website. You can control cookies through your browser settings.

2. How We Use Your Information

• To Provide Services: To process your requests, manage your account, deploy and maintain AI voice bots and SMS systems, and deliver the Services you have engaged us for.
• To Improve AI Performance: To train, refine, and improve our AI voice bot scripts, conversational flows, and automation systems.
• To Communicate: To send transactional emails, account updates, and customer support responses.
• To Generate Reports: To provide monthly performance reports including calls captured, jobs booked, messages sent, and value recovered.
• To Improve Our Website and Services: To analyse usage trends and optimise the functionality of the Website.
• For Marketing and Promotions: To send promotional material or updates. You can opt out at any time by following the unsubscribe instructions in our emails.

3. How We Share Your Information

We do not sell or rent your personal information to third parties. However, we may share your information in the following circumstances:

• Service Providers: Including GoHighLevel (CRM platform), Closebot (voice bot platform), Make.com (automation), Twilio (telephony), and payment processors.
• AI Platform Providers: Third-party AI platforms that power our voice bot and SMS services. Appropriate data processing agreements are in place with these providers.
• Legal Requirements: If required by law or in response to legal processes such as court orders or subpoenas.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your personal information may be transferred as part of the transaction.

4. Data Security

We take appropriate technical and organisational measures to protect your personal information from unauthorised access, disclosure, alteration, or destruction. This includes encryption of data in transit, secure storage of call recordings and conversation logs, and access controls for AI system administration. No method of transmission over the Internet is 100% secure.

5. AI-Specific Data Practices

• Call Recordings: Voice bot calls answered by All Hours may be recorded and stored for quality assurance, service improvement, and dispute resolution.
• AI Training: Anonymised and aggregated interaction data may be used to improve our AI voice bot scripts. Personal identifiers are removed before any data is used for training.
• Data Retention: AI interaction data is retained for the duration of your service agreement plus a reasonable period thereafter, unless you request earlier deletion.
• End-User Disclosure: As our client, you are responsible for notifying your customers that they may be interacting with an AI-powered voice system and that their calls may be recorded.

6. Your Data Protection Rights

• Access: You have the right to request access to the personal information we hold about you.
• Correction: You can request corrections to any inaccuracies in your personal information.
• Deletion: You may request that we delete your personal information, subject to certain legal obligations.
• Opt-Out of Marketing: You can opt-out of promotional communications by following the unsubscribe link in emails or contacting us directly.
• Data Portability: In some cases, you may request a copy of your data in a machine-readable format.
• AI Interaction Data: You may request access to or deletion of voice bot call logs associated with your account.

7. Children's Privacy

Our Website and Services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have inadvertently collected such information, we will take steps to delete it promptly.

8. International Data Transfers

Your personal information may be transferred to and stored in servers located outside of Australia, including through Closebot and GoHighLevel, which may operate in jurisdictions with different data protection laws. By using our Services, you consent to the transfer of your data to these locations.

9. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy from time to time. Any changes will be posted on this page with the updated date. We encourage you to review this Privacy Policy periodically.

10. Contact Us

If you have any questions or requests regarding this Privacy Policy, please contact us at:

By using our Website and Services, you acknowledge that you have read and understood this Privacy Policy and agree to the collection and use of your information as described.