Privacy Policy

01Who we are

Aita, at ai-team.agency, is a trading name of Inphinity Design Pty Ltd, ABN 15 697 213 862, a company based in Queensland, Australia. In this policy, “we”, “us” and “our” mean Inphinity Design Pty Ltd.

We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth). For any privacy question, write to info@ai-team.agency.

02What this policy covers

This policy applies to:

• people who visit ai-team.agency;
• people who answer our questionnaire, book a consultation or write to us;
• our clients, and the people a client invites to use their Aita.

Inside a client's Aita, the client decides what information goes in and what their AI team does with it. For that information we act on the client's instructions, and the client's own privacy policy applies to their customers and staff. If one of our clients holds your details, please contact them first. We will help them respond.

03Information we collect

When you visit the website

• Usage information: the pages you view, the site that sent you, your device and browser type, and your approximate location worked out from your IP address. Google Analytics, Vercel Web Analytics and Vercel Speed Insights collect it for us (section 12).
• Fonts: our pages load a typeface from Google Fonts, so your browser's IP address reaches Google when a page loads.

When you answer the questionnaire or contact us

• Your name, your position and your email address.
• What you tell us about your business: what it does, who it sells to, its size, the tools it uses, how the work runs, what you have tried and what you want from it.
• Which questionnaire you chose, the page you started from, and when you started and sent it.
• Anything you write in an email to us.

Please do not include sensitive information, such as health information, or personal details about other people that we do not need.

When you become a client

• Contact and billing details for you and the people you nominate.
• Payment records. Stripe processes card payments, and we never see or store your full card number.
• Notes from our calls, your proposal, and your support requests.

Inside your Aita

Your Aita holds what you and your team put into it and what it gathers while it works: your knowledge base files, conversations with your AI employees, schedules and task history, and the sign in tokens or keys for your AI account and the tools you connect. This can include personal information about your customers, staff and suppliers. It is kept on your private server (section 5).

04How we use it

• To reply to you, prepare for our call and write your proposal. When you send the questionnaire, we email you a copy of your answers.
• To set up, run, support, secure and improve the Aita service.
• To carry out the tasks a client asks for or schedules.
• To bill for our services and keep business records.
• To understand how the website is used, so we can make it better.
• To meet our legal obligations and resolve disputes.

We do not sell personal information. We do not use it for advertising, and we do not send marketing emails.

05Where your Aita's data is kept

We buy and run a private server at DigitalOcean for each client's Aita. No other client shares it.

• Most client servers are in Australia (Sydney). Some clients are hosted in another country, closer to them, such as the United States. We tell you where yours will be before we build it.
• We have administrator access to the server so we can set it up, update it, fix problems and keep it secure. We use that access for those purposes and when you ask for help, not to browse your content.
• The server can only be reached over encrypted connections (HTTPS and SSH).

06AI accounts and processing

Your AI employees run on large language models from Anthropic (Claude) or OpenAI (ChatGPT). To carry out a task, Aita sends the provider what that task needs, which can include content from your knowledge base and from your connected tools. The provider returns the result to your server.

Your own AI account

• Every client connects their own AI account: their own Anthropic (Claude) or OpenAI (ChatGPT) plan, or their own API account.
• Aita never shares, pools, resells or lends AI accounts between clients, and never runs a client on anyone else's account.
• Your agreement with your AI provider applies to what it processes for you.

Model training

• With an API account, Anthropic and OpenAI do not use the data to train their models.
• With a Claude or ChatGPT plan, that plan's own data settings apply. We ask you to switch model training off in your plan before you connect it, and we check it during setup.
• Data from Google and your other connected tools is only used with an API account or a plan with model training switched off, and is never used to train AI models.

These providers are based in the United States and may process data there.

07Google user data

This section applies when you connect a Google account to Aita through Google sign in. It explains how Aita accesses, uses, stores and shares the data it receives from Google APIs.

What Aita accesses

Only what you approve on Google's consent screen:

• Google Calendar: your calendars and events, to view them and to create, change or remove events.
• Google Contacts: your contacts, to look people up and to add or update contacts.
• Google Tasks: your task lists and tasks, to view and update them.
• Google Slides: your presentations, to view, create and edit them.
• Google Forms: your forms, to view, create and edit them, and their responses, to read them.
• Basic profile: your name, email address and profile picture, so Aita knows which Google account is connected.

Aita does not request access to Gmail, Google Drive, Google Docs or Google Sheets through Google sign in.

How Aita uses it

Aita uses Google user data only to provide the features you use in Aita, which means carrying out what you or your team ask for or schedule. For example: reading today's agenda to prepare a briefing, adding an event you asked for, or updating a task list at a time you set. Google user data is not used for advertising, not sold, and not used to build profiles of you or anyone else.

How Aita stores it

The access token Google issues is stored only on your own private Aita server, in a file that only the account running Aita can read. It is not kept in any shared database of ours. Aita fetches calendar, contact, task, presentation and form data when a task needs it. If a task saves a result, such as meeting notes written into your knowledge base, that result stays on your server.

How Aita shares it

Google user data is shared only as far as needed to do what you asked:

• with the AI provider that carries out the task, through your API account or a plan with model training switched off (section 6), which processes it only to return the result;
• with another app, only when you direct a task to send it there, for example a meeting time in a message you approve;
• when the law requires it, or where needed to protect the security of the service.

We never transfer Google user data to advertising platforms, data brokers or information resellers.

Who can read it

No one at Aita reads your Google user data unless you ask us to look at a specific item (for example, while fixing a problem you reported), it is needed to investigate security issues or abuse, or the law requires it.

Keeping and deleting it

• Choose Disconnect in Aita and the stored Google token is deleted from your server.
• You can remove Aita's access at any time at myaccount.google.com/permissions.
• Results saved into your knowledge base stay until you delete them or your service ends.
• When your service ends, your server is deleted with everything on it, including Google tokens and saved results (section 10).

To ask us to delete Google user data held on your server, write to info@ai-team.agency.

Limited Use

08Other connected tools

Clients can also connect tools such as Gmail (with an app password), Microsoft 365, Slack, Telegram and Notion. Their credentials are stored on the client's own server and used only for the tasks the client sets. Sending an email, and similar actions that reach people outside your business, wait for a person to approve them. Each tool's own privacy policy covers the data that tool holds.

09Who we share it with

We use a small number of service providers to run the website, the service and our business. They handle personal information for us, for these purposes only:

We may also disclose personal information when the law requires it, to protect someone's safety or our legal rights, or to a buyer of our business, who would have to handle it in line with this policy.

Outside Australia

As the list shows, some of these providers store or process personal information outside Australia, mainly in the United States, India and Japan, and your Aita server may be in another country if you are hosted closer to you. We use established providers with strong security commitments, and we take reasonable steps to make sure they handle personal information consistently with the Australian Privacy Principles.

10How long we keep it

• Questionnaire answers and emails: while we are talking with you, and for up to two years after our last contact, unless you become a client.
• Client records such as agreements and invoices: as long as tax and business record laws require, usually five to seven years.
• Your Aita server: while your service runs. When it ends, we keep the server for 30 days so you can ask for a copy of your content, then delete the server, any snapshots of it, and the credentials stored on it.
• Website analytics: in aggregate, under the analytics providers' own retention settings.

11Security

We protect personal information with safeguards that suit it: a separate server for each client, encrypted connections, access limited to the people who need it, tool credentials kept on the client's own server, and software kept up to date.

No system is completely secure. If a data breach is likely to cause you serious harm, we will tell you, and we will notify the Office of the Australian Information Commissioner where the law requires.

12Cookies and browser storage

• Google Analytics sets cookies named _ga and _ga_ followed by an ID, to count visits and tell them apart.
• Vercel Web Analytics and Speed Insights measure visits and page speed without cookies.
• Your browser's local storage keeps your light or dark theme choice, and your questionnaire answers as you give them, so a closed tab does not lose them. This stays on your device. Clearing this site's data in your browser removes it.

You can block or delete cookies in your browser settings, or install Google's Analytics opt out add on. The site works without them.

13Your choices and rights

You can ask us to:

• tell you what personal information we hold about you, and give you a copy;
• correct information that is wrong, out of date or incomplete;
• delete information we no longer need to keep.

You can also disconnect Google or any other tool from your Aita at any time.

Write to info@ai-team.agency and we will respond within 30 days. We may need to confirm who you are first. You may contact us without giving your name, though we will need it to act on a request about your own information.

Complaints

If you are concerned about how we have handled your personal information, write to us first and we will respond within 30 days. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

14Children

Aita is a service for businesses. It is not directed at anyone under 18, and we do not knowingly collect their personal information.

15Changes to this policy

We will update this policy when our practices change, and the date at the top will show the latest version. If a change is significant, we will email our clients before it takes effect.

16Contact us