How POLY Cleaning handles information.

Draft for professional review before public launch. This staging document explains the implemented data boundaries but is not yet the final approved legal policy.

Draft version 0.1 · 24 July 2026 · Australia/Sydney

1. Information used in the AI assistant

The assistant may process a broad service area or suburb, property type and scope, requested cleaning items, preferred timing, business type and other information you voluntarily provide to understand the request. Do not enter an exact address, contact details, access codes, identity documents, financial information or sensitive personal information in chat.

2. Why it is used

Staging chat information is used to understand your cleaning enquiry, identify missing details, prepare a non-binding draft and guide the request to human review. The AI cannot confirm a booking, price, worker, payment, refund, notification, contract or dispatch.

3. New-customer details

When you choose to save a request, a separate protected form may collect a display name, a contact method and privacy consent. The public staging version accepts only fictional @example.test addresses and stores a short-lived signed browser session. It does not send email, create a paid order or write to production systems.

4. AI and service providers

In the controlled staging environment, chat text may be sent from our server to the configured OpenAI non-production service. API credentials remain server-side. We request no provider-side storage for chat responses. A professionally reviewed production data-processing and retention arrangement is required before real customer use.

5. Voice input and reply audio

Voice input starts only after you press the microphone control and the browser grants permission. The temporary recording is sent from our server to the configured non-production transcription service for that turn, then discarded by the website; it is not saved to the platform database, logs or analytics. Reply audio is loaded only on request. No background recording, voice cloning, telephone calling or call recording is used.

6. Security and minimisation

Requests are subject to origin checks, rate limits, length and file limits, language and voice allow-lists and content safety checks. Sensitive values are rejected or kept out of voice processing. Audit data is limited to necessary identifiers, time, result category, language and non-sensitive operational metadata.

7. Your choices

You can browse initial information without registering, decline microphone permission, use text without loading audio, stop or disable reply audio and choose not to continue. A final policy must explain access, correction, deletion, complaint and retention rights after professional review.

8. Contact and complaints

The final company privacy contact, complaint process, retention periods, international processing disclosures and applicable Australian Privacy Act wording remain subject to professional approval. They will be inserted before production publication.

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