Privacy Policy

Galaxera Pty Ltd ("Galaxera", "we", "us") provides an AI-assisted operations workspace for trade and field-service businesses in Australia and internationally. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the choices you have.

By creating an account or using Galaxera, you agree to this Policy. If you use Galaxera on behalf of a business, you are responsible for ensuring you have a lawful basis to load your customers' information into the product.

• Account holders — owners and staff who sign in to Galaxera.
• End customers — people who contact your business by phone, SMS, email, WhatsApp, or web forms; their details appear in your workspace because you (or your integrations) added them.

• Account data: name, email address, authentication identifiers, business membership, and settings you configure in Setup.
• Operational data: messages, call notes, jobs, quotes, invoices, attachments, and scheduling data you create or sync through connected channels.
• Connected channel data: when you connect email, calendar, telephony, or messaging providers, we receive the data needed to display threads, send approved outbound messages, and propose time slots (see Google integrations below).
• Usage and technical data: feature usage, device/browser type, approximate region derived from IP (we do not store raw IP addresses in product analytics where avoidable), and security logs.
• Payment data: billing is handled by our payment processor; we store subscription status, not full card numbers.

If you choose to connect Google services in Settings → Channels, Galaxera's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

• Gmail (send): we send email only when you approve an outbound message in Galaxera (e.g. reply, quote, invoice). We do not send mail without your action in the product.
• Gmail (read): we access mailbox data needed to show inbound customer enquiries in Inbox and to draft suggested replies. We do not use Gmail data for advertising, and we do not sell Gmail data.
• Google Calendar (read): using read-only access, we read your existing events and busy/free times to propose available booking slots, avoid double-booking (according to the operating rules you set), and display your existing events inside Galaxera as read-only. We do not modify anything under read-only access.
• Google Calendar (write): we create, update, and cancel the appointment events that Galaxera books on your behalf, and only in direct response to a booking you confirm in the product. This is the only calendar data we write.
• Disconnect: you can disconnect Google at any time in Channels; we revoke tokens and stop API access. Historical records already stored in your workspace remain until you delete them or close your account.

• Provide, secure, and improve Galaxera (including AI-assisted drafting, triage, and scheduling).
• Send transactional notices (account, security, billing).
• Comply with law and respond to lawful requests.
• Generate de-identified or aggregated analytics that cannot reasonably identify you.

AI processing: we use third-party AI providers (such as Anthropic and/or OpenAI) to generate drafts and summaries. Content you submit for drafting is sent to those providers under their terms. We configure services not to use your content to train public models where those controls exist. You must review AI-generated customer-facing content before sending. We do not use Google Workspace data (Gmail or Google Calendar) obtained through Google APIs to develop, improve, or train generalized and/or non-personalized AI and/or machine-learning models.

Depending on your location, we rely on contract performance (to deliver the service), legitimate interests (security, product improvement), and consent (where required, e.g. certain marketing or optional integrations). Australian users: we handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

We do not sell personal information. We share data only with:

• Infrastructure and hosting providers (e.g. Vercel, database hosting).
• AI inference providers (e.g. Anthropic, OpenAI).
• Communications providers you connect (e.g. Twilio, email delivery).
• Payment processing (e.g. Stripe).
• Monitoring and security tools (e.g. error tracking).
• Professional advisers or authorities when required by law.

A current list of categories is available on request at privacy@galaxera.com.au.

We retain account and workspace data while your subscription is active. After cancellation, we delete or anonymise tenant data within approximately 30 days, except where we must retain records for legal, tax, or dispute purposes. Backup systems may retain copies for up to 90 days before purge.

We use encryption in transit, access controls, and tenant isolation appropriate to a business SaaS product. No method of transmission or storage is 100% secure; notify us promptly if you suspect unauthorised access to your account.

• Access and export: sign in and use Account to download a copy of your data.
• Correction: update details in the app or contact us.
• Deletion: request account deletion from Account settings or email us; we will confirm before irreversible deletion.
• Marketing: opt out of promotional email via unsubscribe links.

If you are in the EU/UK or other regions with additional rights, contact us and we will respond within applicable timeframes.

We may process data in Australia and other countries where our providers operate. Where required, we use appropriate safeguards (such as standard contractual clauses) for cross-border transfers.

Galaxera is a business product not directed at children under 16. We do not knowingly collect personal information from children.

We may update this Policy from time to time. We will post the new version on this page and update the "Last updated" date. Material changes may be notified by email or in-app notice.

Privacy enquiries: privacy@galaxera.com.au
General support: hello@galaxera.com.au
See also our Terms of Service.