Legal

Privacy Policy

Effective Date: March 1, 2026

This Privacy Policy explains how Green Weka ("we", "us", or "our") collects, uses, stores, and protects your personal information. We are committed to protecting your privacy and ensuring transparency in how your data is handled, in strict accordance with the New Zealand Privacy Act 2020 and the requirements of the Apple iOS App Store.

By using the Green Weka app, voice agent, and web dashboard, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

To provide our AI-assisted call, email, and business management services, we collect the following types of information:

  • Account & Profile Information: When you sign up, we collect your first and last name, email address, mobile number, country, and current telecommunications provider.
  • Communications Data: We facilitate and capture your business communications. This includes:
    • Audio Recordings & Voicemails: Audio from inbound and outbound calls, dictations, and voicemails.
    • Transcripts & Text: Transcriptions of your calls, WhatsApp messages, and SMS texts.
    • Emails: If you link your Gmail account, we ingest emails to classify them and extract business intelligence.
  • Contact Book Data: If you grant the app permission to access your device's contacts, we import contact names and phone numbers. We only use this data to accurately identify incoming/outgoing callers and associate communication history with the correct individual. Contact book data is strictly private to your individual account. It is never visible to, shared with, or matched against the data of other Green Weka users.
  • Business & CRM Data: If you connect third-party integrations (like Fergus), we access job details, site notes, and schedules to enable the AI voice agent to assist you with operations.
  • Device & Technical Information: We collect device identifiers and Apple Push Notification service (APNs) tokens to reliably route incoming VoIP calls to your device.
  • Device Permissions: The app requests access to your device microphone solely to enable VoIP calling, voicemail recording, and the dictation feature. Microphone access is never used in the background.

2. How We Use Your Information

We use the data we collect solely to provide and improve the Green Weka service. Specifically, we use your data to:

  • Route phone calls, voicemails, and messages to your device.
  • Transcribe audio and utilise Artificial Intelligence (AI) to generate call summaries, extract actionable tasks, and schedule calendar events.
  • Build a searchable, private knowledge base of your business communications (via secure vector embeddings).
  • Send you notifications, daily briefings, and DLQ alerts regarding your account.
  • Process dictations and automatically log site notes or draft quotes in your connected CRM.

Strict Access Policy: Your data is processed entirely by automated systems. Green Weka staff do not access, listen to, or read your private communications, transcripts, or emails unless explicitly requested by you for technical support.

3. Third-Party Service Providers

To provide our advanced features, Green Weka utilises highly secure third-party infrastructure and AI processors. Your data is shared with these sub-processors only to the extent necessary to perform their specific functions:

  • Telephony & Messaging: Twilio (for routing calls, SMS, and WhatsApp messages).
  • AI & Machine Learning: OpenAI (for summarisation, intent parsing, and embeddings), AssemblyAI and Deepgram (for speech-to-text transcription), and ElevenLabs (for text-to-speech voice generation).
  • Cloud Infrastructure: Cloudflare (for secure hosting, database, and R2 object storage) and Supabase (for secure user authentication).
  • Real-time Audio: LiveKit (for powering the real-time AI voice agent).
  • Integrations (Opt-in only): Google (Gmail API) and Fergus (CRM API).

Note: Data sent to our AI partners (like OpenAI) is done via enterprise API agreements. Your private data and transcripts are not used to train their public AI models.

4. Data Sharing and Disclosure

We will never sell, rent, or trade your personal information or communication data to data brokers, marketers, or any third party.

We will only disclose your data if legally compelled to do so by a valid New Zealand court order, warrant issued by law enforcement, or to comply with the New Zealand Privacy Act 2020.

5. Call Recording Compliance

Green Weka provides automated call recording features. You are responsible for complying with your local jurisdiction's laws regarding call recording. To assist you, Green Weka provides customisable inbound and outbound audio compliance messages (e.g., "This call is recorded"), as well as settings to disable recording (do_not_record) or bypass announcements for specific contacts.

6. Data Retention and Account Deletion

You retain full control over your data.

  • Manual Deletion: You can delete specific call records, dictations, voicemails, or contacts at any time directly through the Green Weka dashboard.
  • Account Deletion: You may request complete account deletion from within the app settings. Initiating this process changes your account status to DELETION_REQUESTED, which immediately logs you out and queues your account, personal data, and all associated media for permanent removal from our servers.

7. Security

We take the security of your data seriously. All communications between your device and our servers, as well as data at rest (including R2 audio archives and D1 databases), are encrypted. We utilise Cloudflare Turnstile to prevent automated abuse during signup and secure JWTs for all API and Voice Agent authentication.

8. Your Privacy Rights

Under the New Zealand Privacy Act 2020, you have the right to:

  • Ask for a copy of the personal information we hold about you.
  • Ask for it to be corrected if you think it is wrong.

If you wish to exercise these rights, or if you have any questions about how your data is handled, you can contact us at any time.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our technology, features, or legal requirements. We will notify you of any material changes by posting the new Privacy Policy within the app and updating the "Effective Date" at the top of this document.

10. Contact Us

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

Email: support@greenweka.com