Next Systems

Privacy Policy

Last updated: 20 March 2026

1. Introduction

Next Systems Pty Ltd ("we", "us", "our") operates AI receptionist services for Australian businesses. This policy explains how we collect, use, and protect personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. Information We Collect

We may collect the following types of personal information:

  • Call recordings and transcripts from AI receptionist interactions
  • Caller contact details (name, phone number, address) provided during calls
  • Business owner and staff contact information
  • Appointment and booking details
  • Usage data and call analytics
  • Payment and billing information (processed by Stripe)

3. How We Use Your Information

We use collected information for the following purposes:

  • Delivering and improving our AI receptionist service
  • Processing appointments and sending notifications
  • Generating performance reports and analytics
  • Processing payments and managing subscriptions
  • Communicating service updates and support
  • Complying with legal obligations

4. Call Recording Disclosure

All calls handled by our AI receptionist may be recorded and transcribed for service delivery and quality purposes. Callers are informed at the start of each call that the call may be recorded. Recordings are stored securely and retained for the duration of the client's subscription plus 90 days, after which they are permanently deleted.

5. Data Storage and Security

We use industry-standard encryption for data in transit and at rest. Data is stored on servers located in Australia where possible. We use Supabase for database services with row-level security, and all API communications are encrypted via TLS 1.3.

6. Third-Party Services

We use the following third-party services to deliver our product:

  • Vapi — voice AI platform for call handling and transcription
  • Twilio — SMS and phone services
  • Stripe — subscription and billing management
  • Resend — transactional email delivery

Each provider has their own privacy policy and data handling practices.

7. Your Rights

Under the Australian Privacy Principles, you have the right to:

  • Access your personal information
  • Request correction of inaccurate information
  • Request deletion of your personal information
  • Withdraw consent for data processing
  • Lodge a complaint with the Office of the Australian Information Commissioner (OAIC)

To exercise these rights, contact us at privacy@nextsystems.com.au.

8. Data Sharing

We do not sell, trade, or rent personal information to third parties. We may share information with our third-party service providers solely for delivering our service, and with law enforcement if required by law.

9. Cookies and Analytics

Our website uses essential cookies for site functionality. We use privacy-respecting analytics to understand site usage. No personal information is shared with advertising networks.

10. Changes to This Policy

We may update this privacy policy from time to time. Significant changes will be communicated via email to registered users.

11. Contact

For privacy-related enquiries, please contact us at privacy@nextsystems.com.au.

Next Systems Pty Ltd
Sydney, Australia