Privacy Policy

Overview

We are committed to protecting your privacy and handling your personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy describes what information we collect, why we collect it, and how you can manage your information.

Information We Collect

2.1 Information you provide

• Account information: Name, email address, username, and password when you create an account
• Profile information: Country, role, organisation name, and research interests during onboarding
• User Content: Documents, datasheets, annotations, highlights, notes, and other content you upload or create through the Service
• Communications: Support tickets, feedback, and messages you send to us
• Payment information: Billing details processed through our payment providers (we do not store full card numbers)

2.2 Information collected automatically

• Usage data: Pages visited, features used, search queries, and interaction patterns within the Service
• Device information: Browser type, operating system, screen resolution, and device identifiers
• Log data: IP address, access times, referring URLs, and server logs
• Cookies and similar technologies: Session cookies for authentication and preferences (see Section 8)

2.3 Information from third-party integrations

When you connect third-party services (such as Google Drive, Notion, or other integrations), we receive access tokens and limited profile information (such as your email address associated with that service). We access your files and content in those services only as you direct — for example, when you choose to import documents from a specific folder.

How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Process and manage your account, subscriptions, and billing
• Process and store your User Content, including document analysis, AI-powered features, and search indexing
• Respond to your support requests and communications
• Send you service-related notifications (account verification, billing, security alerts)
• Analyse usage patterns to improve features and user experience
• Detect, prevent, and address technical issues, fraud, and security threats
• Comply with legal obligations and enforce our Terms & Conditions

Legal Basis for Processing

We process your personal information on the following legal bases:

• Contract: Processing necessary to provide the Service as described in our Terms & Conditions
• Consent: Where you have given explicit consent, such as connecting third-party integrations or opting into communications
• Legitimate interests: Processing necessary for our legitimate business interests, such as improving the Service, preventing fraud, and ensuring security
• Legal obligation: Processing required to comply with applicable laws, regulations, or legal processes

Sharing Your Information

We do not sell, rent, or trade your personal information. We may share your information in the following limited circumstances:

• Service providers: Cloud hosting (Microsoft Azure), AI model providers (Azure OpenAI), email delivery services, and payment processors — only to the extent necessary for them to provide their services to us
• Collaboration: When you share documents or projects with other users through the Service, those users can access the shared content
• Organisations & teams: If you are part of an organisation or team on the platform, administrators may have access to usage information and shared content within that group
• Legal requirements: When required by law, court order, or governmental authority, or when we believe disclosure is necessary to protect our rights, safety, or the safety of others
• Business transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction

Third-Party Services

The Service integrates with or relies on the following categories of third-party services:

• Cloud infrastructure: Microsoft Azure (hosting, storage, databases)
• AI providers: Azure OpenAI (document analysis, chat, metadata extraction)
• Authentication: Google OAuth (sign-in with Google)
• Integrations: Google Drive, Notion (file import, when connected by you)

Each third-party service has its own privacy policy. We encourage you to review the privacy policies of any third-party services you interact with through our platform.

Data Storage & Security

7.1 Where we store your data

Your data is primarily stored on Microsoft Azure servers in Australia. Some data may be processed in other regions through our cloud infrastructure providers to ensure service availability and performance.

7.2 Security measures

We implement reasonable and appropriate technical and organisational measures to protect your information, including:

• Encryption of data in transit (TLS/HTTPS) and at rest
• Access controls and authentication requirements
• Regular security reviews and monitoring
• Encrypted storage of third-party integration tokens

7.3 Breach notification

In the event of a data breach that is likely to result in serious harm, we will notify the Office of the Australian Information Commissioner (OAIC) and affected individuals in accordance with the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act 1988 (Cth).

Cookies & Tracking

We use cookies and similar technologies for the following purposes:

• Essential cookies: Session management, authentication, and CSRF protection — required for the Service to function
• Preference cookies: Remembering your settings and display preferences

We do not use third-party advertising or tracking cookies. We do not serve ads on the platform.

Your Rights

Under the Australian Privacy Act and, where applicable, the GDPR and UK GDPR, you have the following rights:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete personal information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Data portability: Request your data in a structured, commonly used format
• Withdraw consent: Withdraw consent for processing where consent is the legal basis
• Complaint: Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au

To exercise any of these rights, please contact us at hello@freyai.au. We will respond within 30 days.

You can also manage your account information, delete your account, and disconnect third-party integrations directly from your Settings page within the Service.

Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Specifically:

• Account data: Retained while your account is active, deleted within 90 days of account deletion
• User Content: Retained while your account is active. Upon account deletion, content is moved to trash and permanently deleted within 30 days
• Usage logs: Retained for up to 12 months for security and analytics purposes
• Billing records: Retained for 7 years as required by Australian tax law
• Support tickets: Retained for 2 years after resolution

Children's Privacy

The Service is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected information from a child under 16, we will take steps to delete that information promptly.

International Transfers

Your data is primarily stored and processed in Australia. However, some of our service providers may process data in other countries. Where personal information is transferred outside Australia, we take reasonable steps to ensure it is protected to a standard substantially similar to the Australian Privacy Principles.

If you are located in the European Economic Area (EEA) or the United Kingdom, your use of the Service involves the transfer of personal data outside the EEA/UK. By using the Service, you acknowledge and consent to such transfers. If you require a Data Processing Agreement (DPA), please contact us at hello@freyai.au.

Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through a notice on the Service prior to the change becoming effective. Your continued use of the Service after the effective date of a revised policy constitutes acceptance of the changes.

Contact Us

If you have any questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

• Email: hello@freyai.au
• Support: support@freyai.au
• Website: freyai.au

Dronician Tech
ABN 26 602 075 636
Brisbane, Queensland, Australia