Privacy Policy

Last updated: 20 June 2025

Airgentic Pty Ltd (ABN 62 675 788 897) ("Airgentic", "we", "us" or "our") respects your privacy and is committed to safeguarding Personal Information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and—where applicable—the EU/UK General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA) and other data‑protection laws (together, Privacy Laws).

This Privacy Policy explains how we collect, use, disclose and protect Personal Information when you use the Airgentic website, SaaS platform, mobile or web applications, APIs, or otherwise interact with us (collectively, the Service).

Relation to our Terms of Service

This Privacy Policy forms part of the Airgentic Terms of Service. Capitalised terms not defined here have the meaning given in the Terms.

1 Definitions

Personal Information: Any information or opinion about an identified or reasonably identifiable individual, whether true or not and in any form (e.g. name, email, IP address).

Sensitive Information: A subset of Personal Information that is given a higher level of protection under Privacy Laws (e.g. health data, racial or ethnic origin).

Customer Data: Data (including Personal Information) uploaded to or generated in the Service by or on behalf of a Customer.

Usage Data: Technical and analytics information about how the Service is accessed and used (e.g. log files, device identifiers, cookie IDs).

2 What we collect

The type of Personal Information we collect depends on our relationship with you.

Identification & Contact: E.g. Name, job title, company, postal address, email, phone.

Account Credentials: E.g. Username, authentication tokens, API keys (encrypted).

Payment & Billing: E.g. Cardholder name, last four digits of card, billing address (processed by Stripe; we do not store full card numbers).

Usage Data: IP address, browser type, device info, log files, session metadata, interaction events, support tickets.

Customer‑Provided Content: Any data you or your end‑users upload, including documents, chat logs, audio, or images.

Marketing Preferences: Opt‑in/opt‑out status, areas of interest.

Sensitive InformationOnly where you voluntarily provide it or where required by law (e.g. accessibility requirements).

We will take reasonable steps to de‑identify or aggregate data where practical.

3 How we collect information

Directly from you – when you create an account, complete forms, request support, attend events, or communicate with us.
Automated technologies – cookies, pixels, local storage, server logs and similar tools collect Usage Data.
Third‑party sources – business contact databases, publicly available sources, partners and resellers, social‑media platforms, and payment processors (e.g. Stripe). We obtain such data only where it is lawful to do so and use it for the purposes described in §4.

You may interact with us anonymously or under a pseudonym where lawful and practicable, but some features (e.g. subscription management) require identification.

4 Why we collect and how we use information

For contract performance: Provide & operate the Service (account set‑up, authentication, delivering AI responses, processing transactions)

For contract performance / legitimate interests: Customer support and incident resolution

Personalise & improve the Service (feature development, training non‑customer‑specific ML models, analytics)Legitimate interests—improvement; users may object (see §9)

For legitimate interests / legal obligation: Security & fraud prevention (detecting abuse, rate‑limiting, auditing)

Consent / Legitimate interests: Marketing & communication (newsletters, promotions, events)

For legal obligation: Compliance with laws, regulations, court orders and enforcement of our Terms

We will not use Customer Data to train public AI models or for any purpose other than providing and improving the Service, in accordance with our Data Processing Addendum.

5 Cookies & analytics

We use cookies and similar technologies to recognise repeat visitors, remember preferences, measure campaign effectiveness and analyse site traffic.
You can control cookies through browser settings; however, disabling cookies may degrade Service functionality. For more detail see our Cookie Notice.

Analytics are provided by Wix Website Analytics and other tools (e.g. Hotjar, HubSpot). These providers may set their own cookies and process Usage Data on our behalf.

6 Disclosure to third parties

We share Personal Information only where necessary, consistent with this Policy:

Service providers & subprocessors – hosting (Microsoft Azure), payments (Stripe), CRM & marketing (HubSpot), analytics, customer‑support platforms, and email delivery.
Professional advisers & insurers – lawyers, accountants, auditors, insurers.
Business transfers – in connection with a merger, acquisition or sale of assets, subject to confidentiality.
Legal & regulatory – where required to comply with law, enforce our rights, or protect safety.

Current subprocessors, locations and purpose are listed at airgentic.com/subprocessors and are part of our DPA. We do not sell Personal Information.

7 International transfers

We and many of our providers operate globally. Personal Information may be transferred to—and stored on—servers in the United States, European Union, United Kingdom and other jurisdictions.
Where required, we rely on:

Adequacy decisions (for EU↔UK transfers);
Standard Contractual Clauses (SCCs) or UK IDTA;
The APP 8.2(b) ‘substantially similar laws’ test; or
Your explicit consent.

8 Data security

We employ physical, organisational and technical safeguards aligned with ISO 27001, including:

Encryption in transit (TLS 1.2+) and at rest (AES‑256).
Least‑privilege role‑based access and MFA for admin accounts.
Continuous monitoring, logging and intrusion detection.
Regular third‑party penetration testing and backups.
Incident‑response plan in accordance with the Notifiable Data Breaches scheme.

Detailed controls are summarised at airgentic.com/security.

9 Your rights

Depending on your location, you may have rights to:

Access the Personal Information we hold about you.
Correct inaccuracies.
Delete or erase your data.
Port data to another provider.
Object to or restrict certain processing (e.g. marketing, analytics).
Withdraw consent at any time (processing prior to withdrawal remains lawful).
Complain to a supervisory authority (e.g. OAIC or EU Data Protection Authority).

Requests can be submitted via email to contact@airgentic.com. We will respond within 30 days and may need to verify your identity.

10 Data retention

We retain Personal Information only as long as necessary to: (i) fulfil the purposes in §4, (ii) comply with legal obligations, (iii) resolve disputes and enforce our Terms. Standard retention periods are:

Customer Data – for the Subscription term plus 30 days (or as otherwise set out in your plan/SLA).
Prospect & marketing data – up to 3 years from last interaction or until you opt out.
Logs & backups – normally 90 days unless required for security or legal reasons.

Data scheduled for deletion may persist in encrypted backups for up to 30 days.

11 Direct marketing & preferences

We may send emails, SMS or in‑app messages about the Service, new features or events. You can opt out at any time by:

Clicking “unsubscribe” in the email footer, or
Contacting contact@airgentic.com with your request.

Transactional or service‑related messages (e.g. security alerts, billing notices) are not marketing and you may continue to receive them.

12 Third‑party links & integrations

The Service may contain links to external sites or integrate with third‑party services (e.g. Zoom, Slack). We are not responsible for the privacy practices or content of those third parties. We encourage you to review their privacy policies.

13 Changes to this Policy

We may update this Privacy Policy from time to time. If changes are material, we will notify account holders by email or via the Service dashboard at least 14 days before the new version takes effect. Continued use of the Service after the effective date constitutes acceptance.

14 Contact us

Privacy Officer
Airgentic Pty Ltd
Email: contact@airgentic.com
Postal: 27 Sutcliffe Street Nicholls ACT 2913

If you have unresolved concerns, you may also contact the Office of the Australian Information Commissioner (OAIC) or your local data‑protection authority.