Privacy Policy

Alcova Software Pty Ltd · Last updated 5 June 2026

1. Introduction

Alcova Software Pty Ltd ACN 684 877 101 and related entities operate under this privacy framework. We take our privacy obligations seriously and have established this policy to clarify how personal data is handled.

By providing your information, you consent to its storage, maintenance, use, and disclosure as described in this policy. This policy may be updated periodically on our website.

2. Types of Personal Information Collected

We may collect the following types of personal information:

Identification details (name, address, contact information, date of birth)
Payment information (credit card details)
Business and financial circumstances relevant to advisory services
Professional credentials and regulatory identifiers (AFSL, adviser numbers)
Google account data when connected (name, email, profile picture, calendar, contacts)
Survey and promotional information
Device data (IP address, location, web logs, page statistics)
Authentication credentials
Third-party information (client details entered into the platform)
Additional information provided through our website, platform, or upon request

3. Collection Methods

Personal information is collected:

Directly through website contact, service requests, and sign-up forms
Via email, telephone, SMS, social media, or other communication channels
Through website and social media interactions
Using web analytics tools, cookies, and tracking technologies
From third parties including clients and investors

We use Google Analytics for data collection and processing.

4. Use of Personal Information

Your data is used for:

Service delivery (Alcova software provision)
Administrative and record-keeping purposes
Contractor and third-party information sharing for service delivery
Service improvement and customer experience optimisation
Legal compliance, dispute resolution, and agreement enforcement
Marketing communications via email, SMS, social media, or mail
Administrative messages and security alerts
Employment application review

We may disclose information to cloud providers and contractors, including overseas recipients like Salesforce CRM.

5. Google User Data

Data Accessed

Profile information, calendar data, Gmail communications, and contacts upon account connection.

Usage

Data is used exclusively to provide and improve the Alcova software services you have requested.

Storage

Industry-standard encryption protects data in transit and at rest. Retention occurs only as long as needed or as legally required. You can revoke access at any time via myaccount.google.com/permissions .

Sharing

Your Google data is never sold. Sharing occurs only with service providers under confidentiality agreements, as legally required, or with your explicit consent.

6. Security

We maintain comprehensive security measures including:

SOC 2 Type II certification with independent auditing
Formal security policies, risk assessments, and personnel training
TLS 1.2+ encryption in transit and AES-256 encryption at rest
Role-based access controls and multi-factor authentication
Incident response procedures and regular security reviews
Third-party security assessments and contractual safeguards

While we take every reasonable precaution, no method of electronic transmission or storage is completely secure.

7. International Data Processing

Your personal data is stored at rest exclusively in our cloud provider’s Sydney, Australia region. However, in the course of delivering our services, your data may be processed by infrastructure located outside Australia within the secure, private network of our cloud provider.

We only engage cloud and infrastructure providers that contractually commit to a strict no-log, no-retain policy with respect to client data. This means these providers do not log, inspect, copy, or retain your data beyond the immediate processing required to fulfil our service requests.

All data in transit between regions is encrypted using TLS 1.2 or higher and remains within the provider’s private network backbone at all times — it does not traverse the public internet. Once processing is complete, your data is returned to and stored in our Sydney region.

8. Third-Party AI Processing

Some features of the Alcova app use third-party artificial intelligence (AI) services to process your information and generate outputs such as meeting summaries, drafted communications, and data extraction.

What data is sent

To provide these features we send the content you submit, together with the connected email and calendar content and client notes you choose to process. We do not send payment details or authentication credentials to these providers.

Who we send it to

AI processing is performed by the following providers:

Google Cloud Vertex AI (operated by Google LLC)
Anthropic PBC
AssemblyAI, Inc.
Deepgram, Inc.

Your consent

Before any data is sent to a third-party AI service for the first time, we ask for your permission within the app. For meeting recording, this is shown as a confirmation sheet the first time you start a recording, explaining what is sent and to whom. You must agree before any data is sent. You can decline, and you can withdraw consent at any time in Settings, after which we will stop sending your data to these services.

Protection by our providers

We only use AI providers contractually bound, under a data processing agreement, to process your data solely to provide the service, not to train their models on it, not to log or retain it beyond returning a result, and to maintain security protections equivalent to those in this policy.

9. Links

Our website may contain links to external sites. We are not responsible for the privacy practices of those linked websites and encourage you to review their privacy policies independently.

10. Access and Correction

You may request access to your personal information by contacting us with appropriate identification verification. We will correct any inaccurate information upon request within a reasonable timeframe.

11. Complaints

Complaints about personal data handling are investigated promptly and we will respond within a reasonable timeframe.

12. Contact

If you have any questions about this privacy policy or how we handle your personal information, please contact us at care@alcova.ai.