AI & Data Use Statement
What the AI does with your stuff
GreenWeka uses AI to turn your calls, emails, messages, in-person conversations and video meetings into something useful: transcripts, summaries, action items, job notes, and a voice assistant that knows your business. That means AI systems read and hear your communications. You deserve to know exactly what that involves — so here it is, in plain English.
What the AI does
Transcribes. Recordings of your calls, voicemails, in-person conversations and video meetings are converted to text so you can search them, and so nothing said on a call gets lost.
Summarises and extracts. AI reads your transcripts, emails and messages to pull out what matters: action items, quotes, appointments, customer details, and the notes that end up in your job management and accounting tools.
Answers you. Our voice and chat assistant uses AI to understand what you're asking and respond using your own business data — your contacts, jobs, and communication history.
What the AI never does
- Your data is never used to train AI models — not ours, not our providers'.
- Your data is never sold, and never used for advertising or profiling.
- No one browses your communications. AI processing is automated, and internal access is limited to what's strictly needed to run and support the service.
- Your data is never mixed with other customers' data. Every account is isolated.
Who processes what
We use a small number of specialist AI providers, each configured for maximum privacy. Here's exactly what each one sees:
Speech-to-text — call and voice transcription
Receives audio from your calls, voicemails, in-person conversations, video meetings and voice-assistant sessions to convert to text. We have opted out of our speech providers' model-improvement programs, so your audio and transcripts are not used to train their models, and real-time voice is processed on Australian infrastructure.
Meeting capture: the notetaker in your video meetings
When you switch it on, a notetaker from our meeting-capture provider joins your Zoom, Microsoft Teams, Google Meet or Webex meetings as a visible participant named after you and records audio only. The recording is copied to our own encrypted storage as soon as the meeting ends and deleted from the provider, which never transcribes or analyses it. From there the audio is handled exactly like a call recording, under the same no-training rules.
AI analysis — understanding and extraction
Receives transcripts and message text for summarisation and extraction. Our analysis provider does not train models on customer data, and retains it for a maximum of 30 days for abuse monitoring before deletion.
Voice synthesis — the assistant's voice
Receives only the text our assistant speaks aloud — never your recordings or your voice.
The categories of every third party we use, including non-AI infrastructure, are on our subprocessor list — and the full named list is available on request via security@greenweka.com.
Your control
It's your data. You can delete individual recordings and communications from your dashboard. The audio of an in-person conversation or video meeting is deleted once you have confirmed its transcript, and within seven days at most. If you close your account, everything — recordings, transcripts, emails, messages, contacts — is deleted from our systems within 30 days. Want a copy first? Ask us.
Questions
If anything here is unclear, or you need something specific for your own compliance, email security@greenweka.com and you'll get a straight answer from the people who built the system.