Privacy Policy

The Assistant Factory Pty Ltd ("The Assistant Factory", "we". "us", or "our") is committed to protecting your privacy and handling personal information in an open and transparent way.

This Privacy Policy explains how we collect, use, store and disclose personal information when you visit our website, use our products or services, or otherwise interact with us.

1. Who We Are

The Assistant Factory builds AI-powered assistants designed to help businesses automate and manage operational workflows, including communications and document handling.

If you have any questions about this Privacy Policy or how we handle personal information, you can contact us at the details below.

2. What Information We Collect

We may collect the following types of information:

(a) Personal Information

• Name
• Email address
• Phone number
• Job title and company name
• Account login details
• Billing and payment information
• Communications you send to us

(b) Customer Content

When you use our services, you (or your organisation) may provide content such as:

• Emails and attachments
• Messages or documents processed by our AI agents
• Metadata associated with communications (e.g. sender, subject line, timestamps)

(c) Usage and Technical Information

We automatically collect certain technical data, including:

• IP address
• Browser type and device information
• Pages visited and actions taken on our website or platform
• Log files and performance data

3. How We Use Information

We use personal information to:

• Provide, operate, and improve our services
• Set up and manage customer accounts
• Respond to enquiries and provide support
• Train and improve our systems (using aggregated or de-identified data where possible)
• Process payments and manage billing
• Comply with legal and regulatory obligations
• Maintain security and prevent misuse

We do not sell personal information.

4. AI and Automated Processing

Our services use AI and automated systems to analyse and generate responses to customer-provided content

• AI outputs are generated based on instructions and data provided by customers
• We do not use customer content to train public or third party AI models without permission
• Customers remain responsible for the accuracy and appropriateness of AI-generated outputs

5. Disclosure of Information

We may disclose personal information to:

• Our employees and contractors (on a need-to-know basis)
• Cloud infrastructure and technologyproviders (e.g. hosting, analytics, AI services)
• Payment processors and billing providers
• Professional advisers (legal, accounting)
• Regulators or authorities where required by law

Some service providers may be located outside Australia. Where this occurs, we take reasonable steps to ensure appropriate data protection safeguards are in place.

6. Data Storage and Security

We take reasonable technical and organisational measures to protect personal information from:

• Loss
• Misuse
• Unauthorised access
• Disclosure or alteration

This includes access controls, encryption, and secure hosting environments. However, no system is completely secure, and we cannot guarantee absolute security.

7. Data Retention

We retain personal information only for as long as necessary to:

• Provide our services
• Meet legal and regulatory requirements
• Resolve disputes and enforce agreements

Customer content is retained in accordance with our contractual obligations and customer instructions.

8. Access and Correction

You may request access to, or correction of, personal information we hold about you by contacting us using the details above.

We will respond within a reasonable timeframe and in accordance with applicable laws.

9. Cookies and Analytics

We use cookies and similar technologies to:

• Operate and improve our website
• Understand how visitors use our site
• Enhance user experience

You can control cookies through your browser settings, but some features may not function correctly if cookies are disabled.

10. Children's Privacy

Our services are not directed to children under 16, and we do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The updated version will be posted on our website with a revised "Last updated" date.

Continued use of our website or services after changes take effect constitutes acceptance of the updated policy.

12. Complaints

If you believe we have breached your privacy rights, please contact us first so we can attempt to resolve your complaint.

If you are not satisfied, you may contact the Office of the Australian Information Commissioner (OAIC).