Last updated · June 2025
Data
What we hold, how long we keep it, and who sees it.
Full transparency on how Kynetic stores and processes your business data and your customers' data.
Inventory
Data we hold
Kynetic holds the data needed to run lead capture, voice-to-quote, and integrations on your behalf. Each category is held for a defined period and deleted on a clear schedule.
- Account data. Business name, owner name, email, phone, billing address, subscription details. Collected at signup.
- Voice recordings. Audio files captured via the voice-to-quote feature. Processed immediately for transcription; audio file retained for 90 days then permanently deleted unless you delete earlier.
- Transcripts and quotes. Text transcripts of voice recordings and AI-generated quote drafts. Retained for the life of your account.
- Lead and enquiry data. Names, contact details, job descriptions, and messages belonging to your customers' leads. Retained for the life of your account or until you delete them.
- Integration data. Tokens and metadata for connected third-party apps (Tradify, Fergus, ServiceM8, simPRO, etc.). Retained while the integration is active; deleted within 30 days of disconnecting.
- Usage logs. IP addresses, feature usage events, error logs. Retained for 12 months for security and debugging.
- Support communications. Emails and chat logs with our support team. Retained for 3 years.
- Payment data. Billing records. No full card numbers are stored — payments are handled by our payment processor. Retained for 7 years for tax and legal compliance.
Retention
Retention summary
| Data type | Retention period | Deleted when |
|---|---|---|
| Account data | Life of account | 90 days after account closure |
| Voice recordings (audio) | 90 days | Auto-deleted at 90 days or on request |
| Transcripts & quotes | Life of account | 90 days after account closure |
| Lead & enquiry data | Life of account | 90 days after account closure |
| Integration tokens | While integration active | 30 days after disconnecting |
| Usage logs | 12 months | Rolling deletion |
| Support communications | 3 years | 3 years from last interaction |
| Payment / billing records | 7 years | Required by AU/NZ tax law |
Sub-processors
Who we share data with
We use a small number of trusted sub-processors to operate the platform. All are engaged under data processing agreements.
| Sub-processor | Purpose | Location |
|---|---|---|
| Cloud infrastructure provider | Hosting and storage | USA / AU region |
| AI transcription provider | Voice-to-text processing | USA |
| AI language model provider | Quote generation and lead responses | USA |
| Payment processor | Billing and subscription management | USA / AU |
| Email delivery provider | Transactional emails | USA |
| Analytics provider | Product analytics (anonymised) | USA / EU |
| Error monitoring provider | Bug detection and logging | USA |
We will update this list when sub-processors change. Where data is processed outside Australia or New Zealand, we take steps to ensure it is handled consistently with the Australian Privacy Principles (APP 8) and the NZ Privacy Act 2020 (IPP 12).
Your controls
What you can do with your data
- Export your data. Request a full export of your account data at any time by emailing privacy@kynetic.agency. We will respond within 30 days.
- Delete voice recordings. Delete individual recordings from your dashboard at any time. Deletion is permanent.
- Close your account. You can close your account at any time. We will delete your data within 90 days, except where legal retention obligations apply (e.g. billing records).
- Correct your data. Update business details in account settings, or contact us to correct any inaccurate information.
- Disconnect integrations. Revoke any third-party integration from your dashboard. Associated tokens are deleted within 30 days.
Residency
Data residency
Currently our primary infrastructure operates across AU and US regions. We are working toward offering AU-only data residency for customers who require it. Contact us at privacy@kynetic.agency if this is a requirement for your business.
Contact
Talk to us about data
For data-related requests: privacy@kynetic.agency.
We respond within 30 days as required under the Australian Privacy Act 1988 and the NZ Privacy Act 2020.