Privacy Policy
Helloreception ("we", "us", "our") is operated by Fairmont Property Group in Melbourne, Australia. We are committed to protecting your privacy and complying with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This policy explains what information we collect, how we use it, who we share it with, and your rights.
1. What we collect
Information you provide directly
- Name, mobile number, email address — when you fill a form on our website or a Meta Lead Ad
- Business name, number of locations, software stack — when you submit a strategy-call request or demo
- Any information shared during demo calls, strategy calls, or written correspondence
Information collected automatically
- Standard web analytics — IP address, browser type, pages visited, referrer (via web server logs)
- Meta Pixel data when you arrive from a Meta ad — for ad attribution and retargeting
- Form submission timestamps and UTM parameters
Demo call recordings
When you trigger a live demo, our AI agent (built on Retell AI) places an outbound call to the number you provide. The call may be recorded for quality monitoring and improvement of the AI voice agent. Recordings are retained for up to 90 days unless required for an active customer relationship.
2. How we use your information
- To provide the requested service (return your call, book a strategy session, run a pilot)
- To improve the AI voice agent and the product
- To contact you about your enquiry, including SMS and email follow-up
- For marketing, only with your consent or where permitted under Australian law (e.g., to existing customers about related services)
- To comply with our legal obligations
3. Who we share it with
We use the following third-party providers to deliver the service. Each holds your data only as long as necessary to perform their function:
- Retell AI — AI voice agent infrastructure (call placement, transcription)
- Twilio — telephony provider for outbound calls and SMS
- ElevenLabs — voice synthesis
- Meta (Facebook / Instagram) — Pixel tracking for ad attribution
- Google Analytics (if implemented) — site analytics
- Pipedrive / HighLevel — CRM for storing lead and customer information
We do not sell your personal information to third parties under any circumstance.
4. Australian Do Not Call Register compliance
We only place calls to numbers that have been provided to us by the contact themselves — through a form submission, walk-in tour, opted-in lead form, or other consented channel. We do not engage in cold-list calling. We register and check against the Australian Do Not Call Register where required, and operate fully within the standards set by ACMA.
5. How we store and protect it
- Data is stored on encrypted servers (Australian and US data centres)
- Access is limited to authorised personnel only
- We use industry-standard security practices (TLS in transit, encryption at rest where applicable)
- We retain your information for as long as needed to provide the service plus the period required by law
6. Your rights
Under the Australian Privacy Principles, you have the right to:
- Access the personal information we hold about you
- Correct any inaccurate information
- Request deletion of your information (subject to our legal obligations)
- Opt out of marketing communications at any time (unsubscribe link in every email; reply STOP to SMS)
- Withdraw consent for data processing where applicable
- Lodge a complaint with us, or with the Office of the Australian Information Commissioner (OAIC) if unresolved
To exercise any of these rights, contact us at manny@fairmontproperty.com.au. We will respond within 30 days.
7. Cookies and tracking
Our website uses cookies and similar technologies for:
- Essential site functionality (form submission, session management)
- Analytics (understanding how visitors use the site)
- Meta Pixel / Facebook Conversions API (for ad attribution and retargeting on Meta platforms)
You can disable cookies in your browser settings. Doing so may affect site functionality.
8. Children's privacy
Our service is intended for businesses and is not directed at individuals under 18. We do not knowingly collect personal information from children.
9. Changes to this policy
We may update this policy from time to time. The "Last updated" date at the top reflects the most recent change. Material changes will be communicated via email to active customers.
10. Contact us
For questions about this policy, your data, or to exercise any rights:
Manvinder Singh — Founder
Helloreception (Fairmont Property Group)
Email: manny@fairmontproperty.com.au
Phone: 0428 334 968
Address: Melbourne, Victoria, Australia
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner: www.oaic.gov.au.