1. Introduction
AxientAI ("we", "us", "our") operates the website axientai.au (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services.
We are committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
2. Information We Collect
2.1 Personal Information
We may collect the following types of personal information:
- Name and contact details (email address, phone number, postal address)
- Company or business name
- Account credentials (username and encrypted password)
- Payment and billing information
- Communication preferences
- Any information you provide when contacting us
2.2 Automatically Collected Information
When you visit our Service, we automatically collect:
- IP address and device information
- Browser type and version
- Pages visited and time spent on pages
- Referring website addresses
- Cookies and similar tracking technologies
2.3 Usage Data
We collect information about how you interact with our Service, including:
- Features used and frequency of use
- Service performance data
- Error reports and diagnostic information
3. How We Use Your Information
3.1 Service Delivery
- Providing and maintaining our Service
- Processing transactions and managing your account
- Responding to inquiries and providing customer support
- Sending service-related notifications
3.2 Marketing and Communications
- Sending promotional materials, newsletters, and updates about our products and services
- Conducting market research and surveys
- Personalizing your experience and tailoring content to your interests
- Informing you about special offers, new features, and relevant services
You can opt-out of marketing communications at any time by using the unsubscribe link in our emails or contacting us directly.
3.3 Business Operations
- Improving and developing our Service
- Analyzing usage patterns and trends
- Ensuring security and preventing fraud
- Complying with legal obligations
4. Legal Basis for Processing
We process your personal information based on:
- Your consent (which you can withdraw at any time)
- Performance of our contract with you
- Our legitimate business interests
- Compliance with legal obligations
5. Disclosure of Your Information
5.1 Service Providers
Third-party vendors who assist us in operating our Service, including:
- Hosting and infrastructure providers
- Payment processors
- Email and communication platforms
- Analytics providers
5.2 Business Transfers
In connection with any merger, sale, or transfer of our business assets.
5.3 Legal Requirements
When required by law or to:
- Comply with legal processes
- Protect our rights and property
- Prevent fraud or illegal activities
- Protect the safety of users and the public
5.4 Marketing Partners
With your consent, we may share information with trusted partners for co-marketing purposes.
6. Data Security
We implement appropriate technical and organizational measures to protect your personal information, including:
- Encryption of data in transit and at rest
- Regular security assessments
- Access controls and authentication
- Employee training on data protection
However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.
7. Data Retention
We retain your personal information for as long as:
- Your account is active
- Needed to provide you with our Service
- Required for legitimate business purposes
- Required by law
When information is no longer needed, we securely delete or anonymize it.
8. Your Rights
Under Australian privacy law, you have the right to:
8.1 Access
Request access to the personal information we hold about you.
8.2 Correction
Request correction of inaccurate or incomplete information.
8.3 Deletion
Request deletion of your personal information (subject to legal obligations).
8.4 Opt-Out
Opt-out of marketing communications at any time.
8.5 Complaint
Lodge a complaint about our handling of your personal information.
To exercise these rights, please contact us using the details in Section 13.
9. Cookies and Tracking Technologies
We use cookies and similar technologies to:
- Remember your preferences
- Understand how you use our Service
- Improve user experience
- Deliver targeted advertising
You can control cookies through your browser settings, though this may affect Service functionality.
10. Third-Party Links
Our Service may contain links to third-party websites. We are not responsible for the privacy practices of these sites and encourage you to review their privacy policies.
11. Children's Privacy
Our Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
12. Data Privacy Officer
Our Chief Executive Officer serves as the Data Privacy Officer and is responsible for overseeing compliance with this Privacy Policy and applicable privacy laws.
AxientAI
Email: privacy@axientai.au
Website: axientai.au
The Data Privacy Officer is responsible for:
- Monitoring compliance with privacy laws and this policy
- Handling privacy-related inquiries and requests
- Conducting privacy impact assessments
- Providing guidance on data protection matters
- Managing the complaints and appeals process
13. Contact Us
If you have questions, concerns, or wish to exercise your privacy rights, please contact:
Email: privacy@axientai.au
Website: axientai.au
We aim to respond to all inquiries within 10 business days.
14. Complaints and Appeals Process
We are committed to resolving privacy concerns fairly and in accordance with natural justice principles.
14.1 Making a Complaint
If you have a complaint about how we handle your personal information:
Step 1: Submit Your Complaint
- Contact our Data Privacy Officer in writing via email at privacy@axientai.au
- Provide details including your contact information, description of the issue, relevant dates/documents, and desired outcome
Step 2: Acknowledgment
- We will acknowledge receipt within 5 business days
- You will be assigned a complaint reference number
- We will advise the expected timeframe for investigation
Step 3: Investigation
- We will conduct a fair and impartial investigation
- You will be given an opportunity to provide additional information
- Investigation typically completed within 30 days
Step 4: Decision
- You will receive a written decision with findings, reasons, remedial action, and right to appeal
14.2 Appeals Process
If you are not satisfied with our initial decision, you have the right to appeal in accordance with natural justice principles.
Natural Justice Principles Applied:
- Right to be heard: Full opportunity to present your case
- Impartiality: Different decision-maker reviews appeals
- No bias: Decision-makers have no personal interest
- Evidence-based: Decisions based on relevant facts
- Reasons provided: Written explanation of decisions
- Procedural fairness: Transparent, consistent, reasonable process
Step 1: Submit Your Appeal
- Lodge appeal within 30 days of initial decision
- Email: appeals@axientai.au or privacy@axientai.au (marked "APPEAL")
- Include complaint reference number, reasons, new evidence, and desired outcome
Step 2: Appeal Review
- Reviewed by senior management (not involved in original decision)
- Acknowledgment within 5 business days
- Review typically completed within 30 days
Step 3: Appeal Decision
- Written decision including findings, reasoning, and any actions
- Right to escalate to external authorities
Step 4: Final Internal Review (Optional)
- Request final review by CEO/Data Privacy Officer within 14 days
- Conclusive internal decision typically within 21 days
14.3 External Review
If you are not satisfied after exhausting our internal process, you may lodge a complaint with:
Phone: 1300 363 992
Email: enquiries@oaic.gov.au
14.4 Timelines
We are committed to resolving complaints promptly:
- Initial complaint response: 30 days
- Appeal review: 30 days
- Final internal review: 21 days
14.5 No Retaliation
We will not take any adverse action against you for making a complaint or appeal in good faith. Your rights to use our Service will not be affected by lodging a complaint.
15. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by:
- Posting the new policy on this page
- Updating the "Last Updated" date
- Sending an email notification (for material changes)
Your continued use of the Service after changes constitutes acceptance of the updated policy.
16. International Data Transfers
Your information may be transferred to and processed in countries outside Australia. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable laws.