How we handle your information.

Metis Cortex is a registered business name of the Kritsotakis Family Trust (ABN 45 984 876 899), trustee Kritsotakis Investments Pty Ltd (ACN 153 844 136). This policy explains how we handle personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

We collect as little personal information as we can to do our work, and we don’t sell it. If you don’t want us to hold information about you, don’t send it to us — though that limits what we can do for you.

1. What we collect

Depending on how you interact with us, we may collect:

• Booking enquiries: name, business name, email, phone number, and the answers you give to demo qualifying questions when you book a call via our scheduling tool (Calendly).
• Email correspondence: any information you include when you email us at info@metiscortex.au.
• Server and security logs: our hosting and security provider (Cloudflare) keeps standard request logs — IP address, user agent, requested URL, timestamp — used to serve the site and protect it from abuse.
• Pilot and customer data: if you become a pilot or paying customer, we will hold the information needed to deliver the service — lead notes, billing details, and integration credentials you choose to share.
• Call recordings and transcripts: when a caller interacts with our AI voice agent (Zoe), we record the audio and generate a text transcript. We use these recordings to provide the service, qualify leads, and improve system accuracy. We do not use your voice data to train third-party foundational AI models. Callers are informed that the call is recorded at the start of every call. You may request deletion of your call recordings by contacting us.

2. Why we collect it

• To respond to your enquiry and run a demo call.
• To deliver the Metis Cortex service to pilot and paying customers.
• To send you scheduling confirmations and follow-ups.
• To meet legal, accounting, and tax obligations under Australian law.
• To protect the site and our customers’ data from misuse, fraud, and abuse.

We rely on the lawful bases of consent (you give us your information knowing why), contract (delivering the service you signed up for), and legitimate interest (running and securing the business).

3. Who we share it with

We use a small number of trusted service providers to operate. Each holds only the data they need:

• Calendly — appointment scheduling. Stores the booking details you submit. Calendly is based in the United States.
• Cloudflare — site hosting, DNS, and security. Sees standard request data. Cloudflare operates globally with Australian edge locations.
• Google Workspace — email, documents, and calendar. Used for our internal correspondence and any customer files you send us. Google Workspace data is held in the United States.
• Pilot and customer infrastructure — Retell AI (call agent), GoHighLevel (CRM and workflows), Twilio (telephony) and similar tools used to deliver the Metis Cortex service. We will tell you specifically which tools handle your data when you onboard as a pilot or customer.
• Professional advisers — our accountant, bookkeeper, and lawyer, where they need information to do their work. Each is bound by confidentiality.
• Authorities — where required by law (for example, the ATO, ASIC, or a valid court order).

4. Overseas data storage

We use third-party service providers located outside of Australia, primarily in the United States (including Retell AI, GoHighLevel, Twilio, Calendly, and Google Workspace). By using our service, you consent to the transfer of your personal information to these overseas locations.

In line with our obligations under Australian Privacy Principle 8.1, we take reasonable steps to ensure these providers handle your personal information in a manner consistent with the Australian Privacy Principles.

5. How long we keep it

We keep personal information only for as long as we have a reason to. Booking enquiries that don’t become customers are deleted within 12 months unless you ask us to delete them sooner. Customer records, billing data, and tax records are kept for the period required by Australian law (typically up to seven years).

6. How we keep it safe

We take reasonable steps to protect your personal information from misuse, interference, and loss, in line with Australian Privacy Principle 11. This includes using encrypted connections (HTTPS/TLS) and requiring strong authentication for systems that access customer data.

No system is perfect. If a data breach happens that is likely to cause serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme.

7. Cookies and analytics

The site uses minimal cookies. Cloudflare may set a small number for security and bot-protection purposes. We do not run advertising or cross-site tracking cookies. If we add site-analytics in future, we’ll prefer privacy-respecting tools that don’t identify individual visitors and we’ll update this policy.

8. Your rights

Under the Privacy Act and the APPs, you can:

• Ask what personal information we hold about you;
• Ask us to correct it if it’s wrong, out of date, or incomplete;
• Ask us to delete it — including call recordings and transcripts — subject to records we’re required by law to keep;
• Withdraw consent for future communications at any time;
• Make a complaint about how we’ve handled your data.

Email info@metiscortex.au and we’ll respond within 30 days. We may need to verify your identity before acting on a request.

9. Complaints

If you’re not happy with how we’ve handled your information, please contact us first at info@metiscortex.au. If the issue isn’t resolved, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

10. Changes to this policy

We may update this policy as the business changes. The effective date at the top of the page tells you when it was last updated. Material changes will be flagged on the site and, for active customers, by email.

11. Contact

Metis Cortex (a registered business name of the Kritsotakis Family Trust, ABN 45 984 876 899).
Email: info@metiscortex.au
Phone: 0414 885 366
Sydney, NSW, Australia.