Privacy policy

Samsby, run by [Operator legal name] (ABN [Operator ABN]). Last updated 22 October 2026.

Who we are

Samsby is software that trades businesses use to run their work: enquiries, quotes, jobs, invoices, calls, texts and email. It is run by [Operator legal name] (ABN [Operator ABN]) ("we"). This policy explains how we handle personal information, as the Australian Privacy Principles (APPs) in the Privacy Act 1988 require.

Each business that uses Samsby keeps its own records in it, separate from every other business. Each business is responsible for the information about its own customers: what it collects, what it tells them, and the consents it needs. We hold and process that information for the business so the software works. If you are a customer of a business, you can also contact that business directly.

What we collect

Customer contact details: names, phone numbers, email addresses and site addresses.
Email content read from a business's connected Gmail account, including attachments.
Phone calls to the business: recordings, transcripts, and the notes and summaries made from them.
Text messages (SMS) to and from the business's number.
Job photos, documents and other files the business adds.
Quotes, invoices, and the payments recorded against them. We don't take card payments or store card numbers.
Staff accounts: name, email, a password hash (scrypt; we never store the password itself), two-factor authentication settings, and a security log of sign-ins and account changes with the time and IP address.
Technical data: error reports and timings (through Sentry), and the device details a browser sends.

How we collect it

The enquiry form on the business's website, which sends the details straight into Samsby.
The AI phone receptionist, which answers the business's calls and takes down the caller's details.
Text messages sent to the business's number.
The business's Gmail, once the business connects it.
Staff, who type details in and add files.
Customers, when they accept a quote on its share link by typing their name.

Why we use it

To let the business answer enquiries, quote, schedule, do and invoice its jobs.
To answer calls, take messages, and send the texts and emails the business sends from Samsby.
To sign staff in and keep accounts secure.
To find and fix faults, and to keep the service running.

We don't sell personal information, and we don't use it for advertising.

AI processing

These features send the information they need to an AI model:

"Help me write" for emails and texts, and suggested replies.
The job assistant, which answers questions about a job from its records and emails.
Reading an enquiry (an email or a call transcript) to suggest a job title, contact details and a one-line summary.
Suggesting quote line items and a scope email from an enquiry.
Reading a supplier's price list, and estimating material prices.

These features use Anthropic's Claude models through Vercel's AI Gateway. We keep each AI answer while it's written so it isn't lost if the connection drops.

The AI phone receptionist runs on Deepgram. Deepgram turns speech into text, speaks the replies, and passes the conversation to a language model: OpenAI's GPT-4.1 mini unless the business chooses another, and a backup, on its Receptionist page. Staff dictation (the microphone button) also uses Deepgram to turn speech into text.

If a business connects an AI agent of its own to Samsby (through its MCP connection), that agent can read and change the business's records, and the business is responsible for it.

Decisions made by AI

Two things happen without a person deciding each time:

The phone receptionist decides when a call is a scam, spam or a sales call. It politely ends the call, makes no record of an enquiry, and turns away that number's later calls. Staff see these calls on the Calls page and can undo it with "Not spam".
AI reads enquiries and suggests how to file them (a job title, contact details and a summary). Staff decide whether each one becomes a job.

People decide everything else: prices, quotes, which jobs go ahead, and what is sent to customers. To ask about a decision, contact us (below).

Google user data

Samsby's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

When a business connects its Google account, Samsby asks for these permissions:

openid: signs you in with Google
email: your Google account's email address, to know which account is connected
https://www.googleapis.com/auth/calendar.events: adds and updates job visits on the business's Google Calendar
https://www.googleapis.com/auth/gmail.modify: reads the business's email to show each job's conversation and new enquiries, sends email the business writes, and labels emails (it can't permanently delete them)
https://www.googleapis.com/auth/gmail.settings.basic: reads the Gmail signature, to sign the emails the business sends

We use Gmail and Calendar data only to provide the features the business sees and uses in Samsby.
We don't sell it, use it for advertising, or use it to train generalised AI models.
We pass it to the AI provider above only to answer a request a staff member makes (for example, writing a reply to an email).
People don't read it, except with the business's permission, for security (such as investigating abuse), to comply with the law, or where Google's policy otherwise allows.
A business can disconnect Google at any time from its Calendar page, which revokes our access, or from its Google account's settings.

Call recording

When a business records calls, callers hear "Calls are recorded." at the start. A caller who says they don't want to be recorded is taken at their word: the receptionist stops the recording, deletes it, and doesn't record that number's later calls. Recordings are kept with Twilio.

Who we share it with

We use these service providers. Each receives only what its job needs.

Provider	What for	Where
Vercel	Hosts the app and its files (job photos, attachments, PDFs), and runs the AI Gateway that passes AI requests to Anthropic	[confirm region]
Neon	The database that holds each business's records	[confirm region]
Anthropic	The Claude AI models behind the app's AI features (reached through Vercel's AI Gateway)	[confirm region]
Deepgram	Runs the AI phone receptionist (speech to text, its voice, and the conversation) and staff dictation	[confirm region]
OpenAI (through Deepgram)	The language model the phone receptionist thinks with, by default (Deepgram passes the conversation to it)	[confirm region]
Anthropic, Google, NVIDIA, Groq or AWS Bedrock (through Deepgram)	Only if the business picks one of their models for the phone receptionist, as its main or backup model	[confirm region]
Perplexity (through Vercel's AI Gateway)	Web searches for material prices. Only material names are sent	[confirm region]
Twilio	Phone calls, call recordings and SMS	[confirm region]
Fly.io	The voice relay between Twilio and Deepgram during a call	Australia (Sydney)
Sentry	Error reports and timings, so faults can be found and fixed	United States
Google	Gmail and Google Calendar (when a business connects them), and Google sign-in	[confirm region]
Cloudflare Turnstile	Checks that a website enquiry form was sent by a person, not a bot	[confirm region]
Browser push services (Apple, Google, Mozilla)	Deliver notifications to staff phones. The message is encrypted, so the service can't read it	[confirm region]

We also share information when the law requires it.

Overseas disclosure

Some of these providers store or process information outside Australia, including in the United States (see the table). Before we disclose personal information overseas, we take reasonable steps to make sure the provider handles it consistently with the APPs, through our agreements with them.

Security

Google access tokens and other secrets are encrypted (AES-256-GCM), with a separate key for each business.
The database separates businesses row by row: each query runs as one business and sees only its rows.
Staff can turn on two-factor authentication with an authenticator app, and a business can require it.
A security log records sign-ins, failed sign-ins, Google connections and changes to the team.
Job files are given only to that business's signed-in staff, apart from what it shares by link.

How long we keep it

Call recordings: 90 days.
Call transcripts: 2 years.
AI run logs: 30 days.
A business that stops using Samsby: its data is deleted 30 days after the business is deleted.
Everything else: while the business uses Samsby, or until the business deletes it.

Access and correction

You can ask for the personal information held about you, and ask us to correct it. If you're a customer of a business, it's usually quickest to ask that business. You can also email us at [privacy contact email]. We'll reply within 30 days.

Complaints

To complain about how your personal information was handled, email [privacy contact email] or write to [Operator postal address]. We'll reply within 30 days. If you're not satisfied, you can complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or on 1300 363 992.

Data breaches

If a data breach is likely to cause serious harm, we'll notify the people affected and the OAIC under the Notifiable Data Breaches scheme.

Changes to this policy

We'll update this page when how we handle personal information changes, and change the date at the top. This version is dated 22 October 2026. See also our terms of use.