Last updated: April 2026
1. Who We Are
Squarebox Media Pty Ltd (trading as Squarebox Flow), ABN registered in Australia, operates the website squareboxflow.com and provides AI communication, website, and marketing automation services for businesses.
Contact: hello@squareboxflow.com
2. Information We Collect
Information you provide
- Contact forms & sign-up forms: name, email address, phone number, business name, business type
- Booking forms: name, email, phone number, preferred appointment time
- Payment information: processed securely by Stripe. We do not store credit card numbers on our servers.
- AI receptionist demo ("Call Me Now"): name and phone number, used to initiate an AI-powered callback
Information collected automatically
- Website analytics: pages visited, time on site, referral source, device type, browser, approximate location (via IP address)
- Cookies: essential cookies for site functionality and optional analytics cookies (see Section 7)
AI call recordings and transcripts
- When you use the "Call Me Now" feature or call our AI receptionist number, the call is recorded and transcribed by our AI voice platform (Vapi)
- Recordings are used to improve service quality, create contact records, and follow up on your enquiry
- Call data (transcript, summary, contact details extracted) is stored in our CRM (GoHighLevel)
3. How We Use Your Information
- To respond to your enquiry and provide requested services
- To initiate AI-powered demo callbacks when you request them
- To schedule and confirm discovery calls and appointments
- To process payments and manage subscriptions
- To send service-related communications (onboarding, support, billing)
- To improve our website, AI systems, and service delivery
- To comply with legal obligations
We do not sell your personal information to third parties.
4. Third-Party Services
We use the following third-party services to operate our business. Each has its own privacy policy:
- Vapi (vapi.ai) — AI voice agent platform, processes call recordings and transcripts
- GoHighLevel (gohighlevel.com) — CRM, contact management, booking calendars, email/SMS communications
- Stripe (stripe.com) — payment processing
- Twilio (twilio.com) — telephony and SMS delivery
- Cloudflare (cloudflare.com) — website hosting, CDN, security
- ElevenLabs (elevenlabs.io) — AI voice synthesis
- OpenAI (openai.com) — AI language processing for call conversations
- Google — fonts, analytics (if enabled), calendar integrations
- Meta (Facebook/Instagram) — advertising, conversion tracking (if enabled)
5. Data Storage and Security
- Your data is stored on servers operated by our third-party providers, primarily in the United States and Australia
- We use industry-standard security measures including encryption in transit (TLS/SSL), access controls, and secure authentication
- Payment data is handled entirely by Stripe and is PCI-DSS compliant
- Call recordings are stored securely by Vapi and are accessible only to authorised Squarebox Flow team members
6. Data Retention
- Contact information: retained for as long as you are a client or prospect, and for up to 3 years after your last interaction
- Call recordings: retained for up to 12 months, then automatically deleted
- Payment records: retained as required by Australian tax law (typically 5 years)
- You may request deletion of your data at any time (see Section 9)
7. Cookies
Our website uses:
- Essential cookies: required for the website to function (e.g., Cloudflare security cookies)
- Analytics cookies: to understand how visitors use our site (may include Google Analytics or similar)
- Advertising cookies: if you arrived via a paid ad, tracking pixels from Meta or Google may be present to measure ad performance
You can control cookies through your browser settings. Disabling cookies may affect site functionality.
8. Australian Privacy Act
We comply with the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs). If you are an Australian resident, you have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your personal information
- Complain to the Office of the Australian Information Commissioner (OAIC) if you believe your privacy has been breached
9. Your Rights
You can exercise any of the following rights by emailing hello@squareboxflow.com:
- Access: request a copy of the personal data we hold about you
- Correction: request we update inaccurate or incomplete data
- Deletion: request we delete your personal data (subject to legal retention requirements)
- Opt-out: unsubscribe from marketing communications at any time
- Call recording deletion: request deletion of specific call recordings
We will respond to requests within 30 days.
10. Children
Our services are intended for businesses and individuals aged 18 and over. We do not knowingly collect personal information from children under 18.
11. Changes to This Policy
We may update this privacy policy from time to time. Changes will be posted on this page with an updated "Last updated" date. Continued use of our website or services after changes constitutes acceptance of the updated policy.