Privacy Policy

Last updated: October 2026

1. Information We Collect

We collect information you provide directly to us, such as when you create an account, use our services, or contact us for support.

Account Information

• •Name and contact information (email address, phone number)
• •Organisation details and billing information
• •Account credentials and authentication data

Usage Information

• •Content you upload, including documents and messages
• •AI conversations and interactions
• •Service usage patterns and preferences

Technical Information

• •Device information, IP addresses, and browser data
• •Log files and system performance data
• •Cookies and similar tracking technologies

2. How We Use Your Information

We use the information we collect to provide, maintain, and improve our services:

• •To provide AI services and process your requests
• •To personalise your experience and improve our services
• •To communicate with you about our services
• •To ensure security and prevent fraud
• •To comply with legal obligations

3. Data Storage and Security

Your data security is our priority. We implement comprehensive measures to protect your information:

Australian Data Sovereignty

Your account data, conversations and documents are stored and processed within Australian data centres operated by Amazon Web Services (AWS). AI responses are generated using Anthropic's Claude models through Amazon Bedrock, with requests routed only between AWS data centres in Sydney and Melbourne. Voice dictation and transcription are processed by Amazon Transcribe in Sydney. Your data remains subject to Australian privacy laws. The one exception is web search, an optional feature described below, which sends the text of each search outside Australia.

Web Search (Optional)

Web search lets AusGPT look up current information to answer a question. It is off by default, and only a team's administrators can turn it on. It isn't available to teams that require all processing to stay in Australia.

• •Only the text of the search is sent. Your conversations, documents and account details are not.
• •Before a search is sent, you see exactly what will be sent and can edit it or skip it. You can also choose to allow later searches in a conversation without being asked.
• •Searches are run by Amazon Web Services (Amazon Bedrock AgentCore) in AWS's Asia Pacific (Tokyo) Region in Japan. AWS handles them as our service provider and does not pass them to a third-party search engine.
• •We ask the AI not to put names or other identifying details in searches, and warn you before sending a search that looks like it contains an email address, phone number, tax file number, ABN, Medicare number or payment card number. Please avoid searching for personal information.
• •Searches, their results and sources are saved with your conversation in Australia, and we keep a record in Australia of each search sent.

Organisations that turn on web search are responsible for making sure their use of it meets their own privacy and confidentiality obligations, including those they owe to their clients.

Encryption and Security

• •Data encrypted in transit using TLS 1.3
• •Data encrypted at rest using AES-256
• •Multi-factor authentication and access controls
• •Regular security audits and monitoring

4. Information Sharing

We do not sell, rent, or share your personal information with third parties except in the following circumstances:

• •With your explicit consent
• •With trusted service providers who assist in delivering our services
• •When required by law or to protect our legal rights
• •In connection with a merger, acquisition, or sale of assets

AI Model Training

Important: Your data and conversations are never used to train AI models. Amazon Bedrock does not share your prompts or responses with Anthropic or any other model provider, and does not use them to train models.

5. Your Rights

Under Australian privacy law, you have the following rights regarding your personal information:

• •Access: Request a copy of your personal information
• •Correction: Request correction of inaccurate information
• •Deletion: Request deletion of your personal information
• •Portability: Request transfer of your data
• •Withdrawal: Withdraw consent for data processing

To exercise these rights, please contact us at privacy@ausgpt.com.au

6. Data Retention

We retain your information only as long as necessary to provide our services and comply with legal obligations:

• •Account information: Until account deletion
• •Conversation data: Configurable retention periods
• •Usage logs: 12 months for security and analytics
• •Billing records: 7 years as required by law

7. Cookies and Tracking

We use cookies and similar technologies to enhance your experience:

• •Essential cookies: Required for basic site functionality
• •Analytics cookies: Help us understand site usage
• •Preference cookies: Remember your settings

You can control cookies through your browser settings.

8. International Transfers

Your personal information is stored and processed within Australia. The exception is web search: if your organisation has turned it on and a search is approved, the text of that search is sent to Amazon Web Services in Japan to run the search. If a search contains personal information, that information is disclosed to AWS in Japan. We take reasonable steps to ensure AWS handles it consistently with the Australian Privacy Principles. We do not otherwise transfer your data outside of Australia without your explicit consent or unless required by law.

9. Children's Privacy

Our services are not directed to children under 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• •Posting the updated policy on our website
• •Sending you an email notification
• •Providing notice through our service

11. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us:

12. Compliance

This Privacy Policy is designed to comply with:

• •Privacy Act 1988 (Commonwealth of Australia)
• •Australian Privacy Principles (APPs)
• •Notifiable Data Breaches scheme
• •Consumer Data Right (CDR) where applicable