Pickup Line

Data Processing Terms

Last updated: 24 October 2026

These terms form part of the Tenant Terms between Ninjaneers Pty Ltd (ABN 68 697 870 643, ACN 697 870 643) ("we", "us"), which runs Pickup Line, and the business customer ("you"). They apply to personal information that we handle for you about your callers and staff ("your caller information"). They sit alongside the Privacy Act 1988 (Cth) and the Australian Privacy Principles. They do not remove any duty either of us has under the law.

1. Roles

You decide the purposes for which your caller information is handled for your business. We handle it for you, only to provide the service, to meet our legal duties, and as these terms allow. We also hold some information for our own purposes, such as account, billing and security records, as our Privacy Policy explains. Each of us is responsible for deciding whether the Privacy Act applies to us. Where it does not apply to a party, that party still agrees to follow these terms as contract terms.

2. What we handle

Caller phone numbers, call recordings and transcripts, summaries and the details callers give (such as name, suburb, job and urgency), call and delivery logs, and your staff's contact details. Callers may volunteer sensitive information. You should not ask for it, and we treat it with extra care if it appears.

3. Our duties

We will:

  • handle your caller information only as described here and in your instructions given through the service;
  • keep it confidential, and limit access to staff who need it, who are bound by confidentiality;
  • apply reasonable security, including access controls, encryption in transit, signed-in and logged access to transcripts, and sign-in verification;
  • not sell it, and not use it to train AI models ourselves. Not all of our service providers have confirmed in writing that they do not use call data for training, so we cannot guarantee it for every provider;
  • not combine it with information from other businesses except as needed to run the service;
  • tell you of a data breach affecting your caller information as set out in section 7.

4. Your duties

You will:

  • give your callers any privacy notice your business must give. Our announcement and Call Recording Notice support this but do not replace it;
  • have a lawful reason to give us the information you supply;
  • tell your staff about recording;
  • handle requests from your callers about records you hold, with our help;
  • keep your user list current and your sign-in details secure;
  • be responsible for copies you receive by text message or email.

5. Service providers and overseas handling

We use providers in these categories: telephony and voice; artificial intelligence models; cloud hosting and databases; sign-in and identity; email and text-message delivery; and, when paid plans open, payments. We are responsible for them. Before we give a provider your caller information we take reasonable steps to make sure it handles the information consistently with the Australian Privacy Principles.

Some providers handle information outside Australia. Call recordings are held by our telephony and voice provider, which does not guarantee where call audio is stored or processed, so it may be outside Australia. Calls and notes are processed by an artificial intelligence provider through a global service, which may be outside Australia, including in the United States. You acknowledge this handling. We will give you reasonable notice before we add a new category of provider or change where call audio is processed. You may object in that time and, if we cannot resolve it, cancel and receive a refund of prepaid unused fees.

6. Caller requests

If a caller asks us directly to access, correct or delete information, we assess the request about information we hold and work with you where appropriate. On your request we will find, copy or delete calls for you. We do this manually, and we delete within 30 days of the request, except where we must keep information for legal reasons. We help you respond to access, correction and complaint requests within the time the law requires.

7. Data breaches

If we become aware of an actual or reasonably suspected data breach affecting your caller information, we will tell you without unreasonable delay, and give updates as we learn more. We tell you what happened, what information is involved, and what we are doing. Both of us have our own duties under the Notifiable Data Breaches scheme. We will help you assess whether a breach is likely to cause serious harm, and we will not delay any notification the law requires.

8. Retention and deletion

How long information is kept is set out in our Privacy Policy. We keep caller information until your account is closed. Closing an account does not delete it automatically. When your account closes, or when you or a caller ask us, we delete it manually within 30 days and ask our telephony and voice provider to delete its recording, except where we must keep it for legal reasons. Copies in our database backups remain until those backups expire.

9. Access records

We keep logs of who views transcripts. Recording playback is not currently available in the portal. We will give you a summary of access to your calls on request.

10. Help and records

We will reasonably help you respond to privacy complaints, regulator enquiries and breach assessments about information we handle for you. We will keep a record of the categories of providers we use, and tell you of changes.

11. End of service

When the service ends you can ask us for a copy of your data, which we prepare manually. We then delete your data manually within 30 days, as set out in section 8 above and section 8 of the Tenant Terms, except where we must keep it for legal reasons. Copies in our database backups remain until those backups expire.