Privacy Policy

Intelli AI (ABN 45 337 110 671), a sole-trader business based in North Ipswich, Queensland, Australia (“we”, “us”, “our”) operates the website at intelliai.au and the AIREP business platform (the “Service”). This policy explains how we handle personal information in line with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

If you do not agree with this policy, please do not use the Service.

1. What we collect

We collect personal information that is reasonably necessary to provide and improve the Service. The categories below describe what we may collect; not every category applies to every visitor.

• Contact & identity data — name, work email, phone number, company name and industry, submitted via the contact form or during sales conversations.
• Account data — email address, hashed password, login verification codes, trusted-device identifiers, and the company/branch you have access to.
• Business data you enter into AIREP — customers, suppliers, contacts, purchase orders, sales orders, invoices, inventory records, timesheets, emails routed through the platform, and other operational records. This data is owned by your business; we hold it on your behalf as a data processor.
• Email content — where you connect a mailbox to AIREP or forward email to a tenant address, the message body, headers, attachments, and AI-generated drafts and summaries derived from them.
• Usage & technical data — IP address, browser user agent, pages visited, error reports, and audit-log entries (who did what, when) needed for security, debugging and compliance.
• Cookies and similar storage — a session cookie when you log in, a CSRF cookie, and a small amount of localStorage (e.g. your light/dark theme preference). We do not currently run third-party advertising or tracking cookies on the public marketing site.

We do not knowingly collect sensitive information (as defined by the Privacy Act) and ask that you do not submit it to the Service.

2. How we collect it

We collect personal information directly from you when you submit a contact form, request a demo, sign in, or use the Service. We also collect it automatically when your browser interacts with our servers (e.g. web server logs), and from third parties you authorise to integrate with AIREP (e.g. your email provider, payment processor or accounting integration).

3. Why we collect it

• To respond to enquiries and provide quotes, demos and onboarding.
• To create and secure your account, including login verification and trusted-device checks.
• To deliver the Service: storing your business records, generating documents (POs, invoices, quotes, packing slips), sending email on your behalf, and running AI-assisted features such as draft generation and document classification.
• To debug, monitor performance, prevent abuse and meet our legal obligations.
• To send service announcements (e.g. security notices, breaking changes). Marketing emails are sent only where you have opted in or are an existing customer, and every marketing email contains an unsubscribe link as required by the Spam Act 2003 (Cth).

4. Who we share it with

We share personal information only where it is necessary to operate the Service, with the following categories of third parties acting as our sub-processors. Each is bound by their own privacy and security obligations.

• Hosting & infrastructure — Render (application hosting) and Neon (managed PostgreSQL). Production data is hosted in regions selected to meet our customer commitments; please contact us for the current region for your tenant.
• Email delivery & receipt — Postmark (transactional & inbound email).
• AI processing — OpenAI and Anthropic, used to generate drafts, summaries and classifications from content you submit. These providers act as processors under their respective enterprise terms and do not train their public models on your data when accessed through our API integrations.
• Payments — payment processors used at checkout (where applicable). We do not store full card numbers.
• Professional advisers — accountants, lawyers and auditors, where required.
• Authorities — where required by Australian law, court order, or to protect our rights, your safety, or the safety of others.

We do not sell personal information.

5. Overseas disclosure

Some of our sub-processors (notably OpenAI, Anthropic, Postmark, Render and Neon) operate from or store data in the United States and other jurisdictions. By using the Service you consent to your information being processed in those locations. We take reasonable steps to ensure each provider handles personal information in a way consistent with the APPs.

6. How we store and secure it

Personal information is stored in encrypted-at-rest databases and transmitted over TLS. AIREP is a multi-tenant platform: each customer’s business data lives in a logically isolated database, accessed only after the request has been authenticated and the tenant context resolved. We apply role-based access controls, audit logging, and regular dependency and security review. No method of transmission or storage is perfectly secure; we cannot guarantee absolute security but we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) of any eligible data breach as required by the Notifiable Data Breaches scheme.

7. How long we keep it

We keep personal information only as long as needed for the purpose it was collected, or as required by law (e.g. tax, corporate or accounting record-keeping obligations). When you close your account, we will delete or de-identify your personal information within a reasonable period unless we are legally required to retain it. Backups are rotated and overwritten on a rolling schedule.

8. Your rights

Under the Privacy Act you have the right to:

• request access to the personal information we hold about you;
• request correction of information that is inaccurate, out of date, incomplete, irrelevant or misleading;
• opt out of marketing communications at any time;
• make a complaint about how we have handled your personal information.

To exercise any of these rights, email ktrace@intelliai.au. We will respond within a reasonable period (usually within 30 days). We may need to verify your identity before acting on a request.

9. Complaints

If you believe we have breached the APPs or mishandled your personal information, please contact us first at ktrace@intelliai.au with the details. We will acknowledge your complaint promptly and aim to resolve it within 30 days. If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner at oaic.gov.au or 1300 363 992.

10. Children

The Service is intended for business use. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided us with personal information, please contact us and we will delete it.

11. Changes to this policy

We may update this policy from time to time. The “Last updated” date at the top of the page reflects the latest revision. Material changes affecting how we handle existing personal information will be communicated to active customers by email.

12. Contact us

Intelli AI (sole trader)
ABN 45 337 110 671
North Ipswich, QLD, Australia
Email: ktrace@intelliai.au