Airgentic Privacy Policy

Name: Airgentic
Brand: Airgentic

Last updated: 27 September 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, 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. Customer Data is also covered by the Data Processing Addendum.

When we host chat, search, transcripts, and other content a customer has asked us to index, we do so for that customer. We are responsible for our own records: this website, sales enquiries, staff records, and our own administrator accounts.

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.

Visitor profiles: A profile is collected only when that customer turns it on. It is kept for that customer, shown to their staff, and can be sent to their own CRM.

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

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 is used so we can improve its content and performance. We do not use Customer Data, queries, or transcripts to train or fine-tune Airgentic or Microsoft foundation 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, securing, and supporting the Service, in accordance with our Data Processing Addendum.

Where the GDPR applies, we rely on the following lawful bases:

Marketing email. Sent with your consent. You can withdraw that consent at any time, as section 11 describes.
Website chat and enquiries. Chat and search on this Website, and our replies to enquiries, rely on our legitimate interest in answering people who contact us and in demonstrating the Service. You can object, as section 9 describes.
Business contact databases. Contact details from a database rely on our legitimate interest in telling relevant organisations about the Service. You can object, as section 9 describes.
Optional analytics. Used with your consent, as section 5 describes.

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 and 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 and insurers — lawyers, accountants, auditors and insurers.
Business transfers — in connection with a merger, acquisition or sale of assets, subject to confidentiality.
Legal and regulatory — where required to comply with law, enforce our rights, or protect safety.
We do not sell Personal Information.

Platform sub-processors

For a customer service hosted in Australia East (Sydney), which is the default, the platform sub-processors are:

Microsoft Azure, including Azure OpenAI, for hosting and model inference, in Australia East.
Elastic, for search, on Microsoft Azure in Australia East.
Google reCAPTCHA v3, when it is enabled on that service. reCAPTCHA is operated by Google and may process data outside Australia.

A customer who accepts a region outside Australia East is recorded for that customer. This is the list the Data Processing Addendum refers to. We will update this section before we add a platform sub-processor.

7 International transfers

Customer content on the platform is hosted in Australia East (Sydney) unless that customer has accepted another region. Some providers used for the website and for billing, and Google reCAPTCHA when it is enabled, may process Personal Information outside Australia. Where the Privacy Act requires a step before that disclosure, we take that step. Where the GDPR applies, disclosures to Google for analytics and reCAPTCHA, and to Stripe for billing, rely on those companies' certification under the EU-US Data Privacy Framework, including the UK extension. If that certification is unavailable, their terms include standard contractual clauses.

8 Data security

We use technical and organisational measures appropriate to the Service. For Customer Data, those measures are set out in the Data Processing Addendum. They include:

Access to Airgentic administration is through Microsoft Entra ID, with multi-factor authentication.
Connections use TLS. TLS 1.2 is the minimum. TLS 1.0 and TLS 1.1 are disabled.
Azure file shares and Azure Key Vault are encrypted with AES-256.
We log administrative access and security-relevant events, and we keep an incident-response process.

If Customer Data may have been exposed to an unauthorised person, we tell that customer promptly, as the Data Processing Addendum describes. Where the Notifiable Data Breaches scheme applies, we follow it. Where the GDPR requires us to notify a regulator about our own records, we do so within the time that law requires.

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 — during the subscription, conversation content is kept for the period the customer configures. Where no period is set, the default is 12 months. The customer can choose not to store conversational data. After the subscription ends, Customer Data is available for download for 30 days, and is then deleted from production systems.
Website enquiries — kept for two years after the enquiry, then deleted from our enquiry records, unless you ask us to delete them sooner or the law requires us to keep them longer. If you become a customer, your customer records are kept for as long as that relationship and the law require. Copies in email and chat are removed in the ordinary course as those copies expire.
Newsletter addresses — kept while you are subscribed. If you unsubscribe, we keep the address only so we do not email you again.
Search and chat interaction logs — for operation and security, in accordance with the retention setting for that service.
Server and security logs — normally up to 90 days unless required for investigation or legal reasons.

Copies in backups are overwritten as those backups expire.

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.

14 Contact us

Airgentic Pty Ltd

Email: contact@airgentic.com

If you have unresolved concerns, you may also contact the Office of the Australian Information Commissioner (OAIC) or your local data-protection authority.