Airgentic Privacy Policy

Last updated: 1 August 2026

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 (including www.airgentic.com and www2.airgentic.com), our SaaS platform, mobile or web applications, APIs, AI search and chat experiences, 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 paying customer and their end users.

Usage Data: Technical information about how the Service is accessed and used (e.g. IP address, browser type, device identifiers, server and security logs, cookie or local storage identifiers where used).

Website: Our public marketing and information site, currently served from www.airgentic.com and www2.airgentic.com.

2 What we collect

The type of Personal Information we collect depends on how you interact with us.

Identification & contact: Name, job title, company, postal address, email address and phone number.

Website enquiries & marketing sign-ups: When you use our contact form, request a demo, subscribe to our newsletter, or otherwise submit an enquiry through the Website, we collect the details you provide (for example name, email, company and message content).

Account credentials: Username, authentication tokens, passkey or session identifiers, and API keys (stored in encrypted form where applicable).

Payment & billing: Cardholder name, billing address and limited payment metadata. Payment card numbers are processed by Stripe; we do not store full card numbers.

Usage Data: IP address, browser type, operating system, referring page, pages viewed, timestamps, security and error logs, and similar diagnostic information generated when you browse the Website or use our platform.

Search & chat interactions: If you use search or chat on the Website, we collect the queries and messages you submit, together with technical metadata needed to provide cited answers, maintain conversation context and protect the Service from abuse.

Customer-provided content: Any data you or your end users upload to the Airgentic platform, including documents, chat logs, audio or images.

Marketing preferences: Opt-in or opt-out status and areas of interest for marketing communications.

Only where you voluntarily provide it or where required by law (for example accessibility requirements).

3 How we collect information

Directly from you — when you create an account, complete forms on the Website, subscribe to our newsletter, use search or chat, request support, attend events, or communicate with us.
Automated technologies — server logs, security monitoring, cookies, local storage and similar tools collect Usage Data when you browse the Website or use embedded experiences such as our AI search and chat widget.
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.

You may interact with us anonymously or under a pseudonym where lawful and practicable, but some features (for example account management or responding to a support request) require identification.

4 Why we collect and how we use information

Service delivery: Provide and operate the Service, including hosting the Website, authenticating users, delivering AI search and chat responses, and processing transactions.

Communications: Respond to contact and demo requests, newsletter sign-ups, support tickets and other enquiries.

Security & reliability: Monitor, secure and troubleshoot the Service, detect abuse, enforce rate limits and investigate incidents.

Improvement & analytics: Understand how the Website and platform are used so we can improve content, features and performance. We do not use Customer Data to train public AI models.

Marketing: Send newsletters, product updates and event invitations where permitted. You can opt out at any time.

Legal & compliance: Comply with laws, regulations, court orders and enforce our Terms.

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

5 Cookies, local storage & similar technologies

This section describes technologies used on our Website and related public experiences. Customer platform environments may use additional technologies described in customer agreements or product documentation.

5.1 What we use today on the Website

Strictly necessary server processing — when you visit the Website, our hosting infrastructure (Microsoft Azure) records standard request logs such as IP address, user agent, requested URL, timestamp and response status. These logs are used for security, troubleshooting and service operation.
Browser local storage — our embedded AI search and chat experience may store information in your browser's local storage (for example saved search results or interface preferences) so the feature works reliably between visits on the same device and browser.
Chat and search service (chat.airgentic.com) — the Website loads our Airgentic widget, which communicates with chat.airgentic.com. That service may set cookies or similar identifiers on the chat.airgentic.com domain and process the queries and messages you submit in order to provide answers, maintain session context and prevent abuse.
Form submissions — the contact and newsletter forms on the Website do not set marketing cookies. Submissions are sent to our secure admin backend (admin.airgentic.com) for storage and follow-up.
Self-hosted fonts — the Website primarily serves typography from our own hosting. The chat experience may load additional font assets from Google Fonts when rendered inside its interface.

5.2 Analytics and advertising cookies

With your consent, we may use Google Analytics 4 (GA4) on the public Website to understand aggregate traffic and how visitors use our pages (for example pages viewed, approximate location derived from IP, device/browser type, and referral source). GA4 is provided by Google and may set or read cookies and similar identifiers. We load analytics scripts only after you opt in via our cookie consent tool, and you can withdraw that consent at any time. We do not use advertising or retargeting pixels on the Website as at the date of this Policy.

5.3 Cookie consent preferences

We use a cookie consent tool (EmPrivacy) on the Website so you can accept or reject optional cookies and similar technologies, including analytics. The Airgentic chat and search experience on the Website is part of the product demonstration and loads as described in section 5.1; it is not gated behind that optional consent choice. When you make a choice, we store a consent-preferences cookie (emprivacy_cc) on the Website so we can remember your selection. You can change your preferences at any time using the cookie settings control shown on the Website.

5.4 Your choices

Use the cookie settings control on the Website (when available) to manage optional technologies.
Adjust your browser settings to block or delete cookies. Blocking strictly necessary technologies may prevent parts of the Service from working.
Clear site data or local storage for www.airgentic.com / www2.airgentic.com in your browser if you wish to remove locally stored search or chat preferences.

6 Disclosure to third parties

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

Service providers & subprocessors — hosting and infrastructure (Microsoft Azure), payment processing (Stripe), email delivery, customer-support tooling, website analytics (Google Analytics, when you consent), and the Airgentic platform services that power Website search and chat (chat.airgentic.com).
Internal systems — our admin backend (admin.airgentic.com), which stores Website contact and newsletter submissions and sends internal notifications to our team.
Professional advisers & insurers — lawyers, accountants, auditors and 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.
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 Australia, the United States, the European Union, the United Kingdom and other jurisdictions. Where required, we rely on adequacy decisions, 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) for applicable systems.
Least-privilege role-based access and multi-factor authentication for admin accounts.
Continuous monitoring, logging and intrusion detection.
Regular third-party penetration testing and backups.
An incident-response plan in accordance with the Notifiable Data Breaches scheme.

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 or optional analytics).
Withdraw consent at any time (processing prior to withdrawal remains lawful).
Complain to a supervisory authority (e.g. OAIC or an EU Data Protection Authority).

Requests can be submitted by 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:

Fulfil the purposes in section 4.
Comply with legal obligations.
Resolve disputes and enforce our Terms.

Standard retention periods include:

Customer Data — for the subscription term plus 30 days (or as set out in your plan or SLA).
Website contact & newsletter submissions — for as long as needed to respond and maintain a record of our relationship, unless you ask us to delete them sooner.
Search and chat interaction logs — for operational, security and quality purposes in accordance with our platform retention settings.
Server & security logs — normally up to 90 days unless required for investigation 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 or 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 (for example help.airgentic.com, admin.airgentic.com, Zoom or 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, and we will update the "Last updated" date on this page. 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.