1. Introduction

AIRDOC-AI Pty Ltd (“AirDoc”, “we”, “us”, “our”) respects your privacy and is committed to protecting personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, disclose, and protect personal information when you use our services, website, and platform.

2. What We Do

AirDoc provides software that connects to your email inbox and accounting systems (including Microsoft 365 and Xero) to identify, extract, and process invoice and financial document data.

Our service is designed to automate document processing and reduce manual data entry.

3. Information We Collect

We may collect and process the following types of information.

a. Account Information

• Name
• Email address
• Company details
• Login credentials

b. Financial Document Data

• Invoice data
• Supplier information
• Transaction details
• Metadata related to documents

c. Usage and Technical Data

• IP address
• Device and browser information
• Platform usage activity

d. Communication Data

• Messages sent via support channels (such as Intercom)
• Email correspondence

4. How We Collect Information

We collect information when you:

• Sign up and create an account
• Connect your Microsoft 365 email or Xero account
• Use the AirDoc platform
• Contact us for support
• Visit our website via analytics tools

5. Legal Basis for Processing

Where applicable, we process personal information based on:

• Performance of a contract, to provide the Services
• Legitimate interests, to operate and improve the Services
• Consent, where required, including for marketing communications
• Compliance with legal obligations

6. How We Use Your Information

We use your information to:

• Provide and operate the AirDoc service
• Process invoices and financial documents
• Improve product performance and accuracy
• Provide customer support
• Communicate with you about your account or service updates
• Monitor and improve system security and reliability

We may also use limited data for internal analytics and product improvement.

7. AI and Automated Processing

AirDoc uses automated systems and artificial intelligence technologies, including large language models, to extract and structure information from documents.

These processes are designed to:

• Identify relevant financial data
• Improve automation accuracy
• Reduce manual input requirements

Customer data is not used to train public or 3rd party AI models.

AirDoc is designed to assist workflows and does not replace human review or professional judgment.

8. Data Storage and Retention

• Data is hosted in secure Google Cloud infrastructure located in Australia
• Financial document data is processed in near real-time
• Data is retained for up to 3 months for traceability, auditability, and version control purposes
• After this period, data may be deleted or anonymised unless required for legal or operational reasons

You may request deletion of your data, subject to legal and operational requirements.

9. Data Security

We take reasonable steps to protect your information from misuse, interference, loss, unauthorised access, modification, or disclosure.

These steps may include:

• Secure cloud infrastructure
• Secure data transmission
• Access controls and authentication
• Monitoring and logging

However, no system is completely secure and we cannot guarantee absolute security.

10. Disclosure of Information

We may disclose your information to third parties where reasonably necessary to operate our services, including:

• Microsoft 365 for email integration
• Xero for accounting integration
• Google Cloud for hosting and processing
• Google Analytics and Microsoft Clarity for website analytics
• Intercom for customer support

These providers may process data under their own privacy and security policies.

We may also disclose information where required to comply with legal obligations or lawful requests.

11. Cross-Border Data Transfers

While our primary data hosting is in Australia, some third-party providers may process data outside Australia.

Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place.

By using AirDoc, you acknowledge and consent to such transfers where necessary to provide the Services.

12. Marketing and Communications

We may contact you regarding:

• Service updates
• Product announcements
• Relevant features or improvements

We may also send marketing communications to potential customers.

You can opt out of marketing communications at any time.

13. Cookies and Analytics

We use cookies and similar technologies to understand how users interact with our website and to improve functionality and performance.

Cookies are small text files stored on your device.

We use tools such as:

• Google Analytics
• Microsoft Clarity

These tools may collect information such as pages visited, time spent on pages, and device information.

You can control or disable cookies through your browser settings, although this may affect functionality.

Where required by law, we will seek your consent before using non-essential cookies.

14. Your Rights

You may have the right to:

• Access personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your data
• Object to or restrict certain processing
• Withdraw consent where applicable

To make a request, contact support@airdocai.com

15. Data Breach

If a data breach is likely to result in serious harm, we will take steps to notify affected individuals and comply with our obligations under applicable law.

16. Role of AirDoc

AirDoc generally acts as a processor of data on behalf of users.

Users are responsible for determining how their data is used and for ensuring compliance with applicable laws.

17. Limitation of Responsibility

AirDoc is not responsible for:

• The accuracy of data contained in documents provided by users
• Decisions made based on processed data
• Third-party systems such as Microsoft 365 or Xero

Users are responsible for reviewing and approving data before use.

18. Children

Our services are not intended for individuals under 18 and we do not knowingly collect personal information from children.

19. Changes to This Policy

We may update this Privacy Policy from time to time.

Updated versions will be published on our website with the revised effective date. Continued use of the Services indicates acceptance of the updated policy.

20. Contact Us