Privacy Policy

Last updated: 16/12/2025

Operated by AI.DOJO PTY LTD (ABN 69 692 535 587) (referred to as "we", "us" or "our")

This Privacy Policy explains how we collect, use and protect personal information when you use AI Dojo Platform, our software as a service platform. We want you to feel confident about how your information is handled and we aim to be clear, open and transparent in how we process your data.

If you have any questions, you are welcome to contact us at any time (see Section 12).

1. Overview

When you use the AI Dojo Platform, we collect and process information so that we can deliver the service, improve your experience and provide support. This Privacy Policy explains what we collect, how we use it and the choices available to you.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles, as well as any other privacy laws that apply to us.

This policy works together with our Terms of Use and forms part of your agreement with us.


2. What Information We Collect

We collect information in several ways.

2.1 Information you provide

This includes:

  • Account details such as your name, email address and organisation.
  • Content and documents that you upload, along with prompts and messages that you send through The AI Dojo Platform. We refer to this as Customer Data.
  • Billing and administration details.
  • Support requests or feedback that you submit.

2.2 Information collected automatically

When you use the platform, we collect technical information that helps us operate the service. This may include:

  • IP address, browser type and device information.
  • Pages viewed, actions taken and platform performance data.
  • Diagnostic information if errors occur.

2.3 Information from third party integrations

If you connect another service to The AI Dojo Platform, we may receive information from that service based on the permissions you grant.

2.4 Sensitive information and high-risk data (please minimise)

Under Australian privacy law, “sensitive information” includes things like health information, biometric information used for identification, and information about an individual’s racial or ethnic origin, political opinions, religious beliefs, sexual orientation, or membership of a union or political association.

We do not require sensitive information for normal use of the platform. We also do not ask you to provide tax file numbers (which are regulated separately) or payment card details through the AI Dojo Platform.

If you (or your Authorised Users) choose to include sensitive information or other high-risk personal data within Customer Data:

you are responsible for ensuring you have a lawful basis (and where required, valid consent) to collect, use and disclose that information to us and any recipients you authorise (including via integrations); and

we will handle that information in accordance with this Privacy Policy and our security controls, but you should only provide it where necessary and appropriate for your use case.

Nothing in this Privacy Policy is intended to limit our obligations under the Privacy Act or other applicable laws.

2.5 Website and cookies (if you visit our site)

If you visit our websites or help centre pages, we (and our service providers) may collect information using cookies and similar technologies. This may include:

• device and browser information, IP address and approximate location (derived from IP);

• pages viewed, links clicked, time spent on pages, and referring URLs; and

• analytics identifiers and cookie identifiers.

You can control cookies through your browser settings and, where available, our cookie banner or preferences tool.

2.6 Sales, marketing and recruitment interactions

We may collect personal information when you engage with us outside the platform, including when you:

• request a demo, receive product communications, or attend events/webinars; or

• apply for a role or contract with us (for example, your CV/resume, references, and interview notes).


3. How We Use Information

We use the information we collect for the following purposes.

3.1 To provide and operate The AI Dojo Platform

This includes:

  • Authenticating your account.
  • Processing Customer Data to generate responses, which we refer to as Outputs.
  • Running workflows and integrations.
  • Providing help and support.

3.2 To maintain and improve the service

We review de-identified usage data in order to understand how the platform performs and to develop improvements.

We do not use Customer Data to train or improve general purpose artificial intelligence models.

3.3 For compliance, safety and security

We use certain information to:

  • Monitor system performance.
  • Detect misuse and security issues.
  • Meet legal or regulatory requirements.

3.4 Communication

We may send service related updates such as changes to features, availability or policies. We will not send marketing emails without your consent and you can opt out of marketing at any time using the unsubscribe link in the message or by contacting us (see Section 12).


4. Customer Data and AI Processing

Customer Data is handled with particular care.

  • Customer Data belongs to you.
  • We process Customer Data only to provide the AI Dojo Platform service. This includes generating Outputs, performing maintenance, supporting the platform and protecting security.
  • We do not sell Customer Data or use it for advertising.
  • We do not use Customer Data to train foundation models or build general purpose AI systems.

4.1 Third party AI providers

AI Dojo Platform uses artificial intelligence models from third party providers such as OpenAI. When you submit a prompt, Customer Data may be securely sent to these providers in order to generate an Output. We use the strongest configuration and contractual controls that are available to us.

We do not control the internal processes of third party AI providers. We do, however, select providers that meet high security and privacy standards.


5. When We Share Information

We only share information when necessary and only with trusted service providers that help us deliver The AI Dojo Platform.

This includes:

  • Hosting and infrastructure services.
  • Artificial intelligence inference providers.
  • Contractors that support maintenance, security, analytics or customer support.
  • Professional advisers such as legal or accounting services when required.
  • Government or regulatory bodies when required by law.

We may share aggregated or de identified information that helps us understand platform performance. This type of information cannot be used to identify you or your organisation.

We do not share Customer Data with advertisers or data brokers.


6. Data Hosting and International Processing

6.1 Where data is stored

Customer Data is stored in Australia in secure and reputable data centres.

6.2 When data may be processed overseas

Some activities such as artificial intelligence inference or integrations that you enable may involve Customer Data being processed and/or disclosed outside Australia (for example, where a third party provider or integration is located overseas).

When this occurs, we take reasonable steps to ensure that personal information is protected under standards consistent with Australian privacy laws.

Likely overseas locations: where it is practicable for us to specify, overseas recipients may be located in: United States, New Zealand, Singapore. This list may change as our providers and sub-processors change (we will update this policy when that happens).


7. Security

We use a range of administrative, technical and physical safeguards to protect information. These include:

  • Encryption in transit.
  • Strict access controls.
  • Secure hosting environments.
  • Monitoring for unusual or unauthorised activity.

Although we work hard to protect your information, no method of transmission or storage can be guaranteed as completely secure.


8. Data Retention and Deletion

We retain Customer Data for as long as it is needed to operate the AI Dojo Platform, to maintain reliable service and backups, and to meet our legal, regulatory and business requirements.

When your subscription ends, your access to the platform will stop, but we may continue to retain Customer Data within our systems and backups for operational, security, compliance and record-keeping purposes. Once data is no longer needed for these purposes, we may delete it or de identify it in accordance with our internal retention practices and applicable laws.

8.1 Notifiable data breaches

We comply with the Notifiable Data Breaches (NDB) scheme under the Privacy Act. Where we are required to do so, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC), and we will also notify relevant customers where appropriate.


9. Your Rights and Choices (Access, Correction, Complaints)

Depending on your location and the nature of the information, you may have the right to:

  • Access the personal information we hold about you.
  • Request corrections.
  • Request deletion (where applicable).
  • Withdraw consent for certain types of processing (where processing is based on consent).

9.1 Accessing your personal information

You can request access to personal information we hold about you by contacting us using the details in Section 12. We may need to verify your identity and/or authority to make the request.

9.2 Correcting your personal information

If you believe personal information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, you can request a correction by contacting us using the details in Section 12.

9.3 Making a privacy complaint

If you believe we have breached the Privacy Act or the APPs, you can complain to us by contacting our Privacy Contact (see Section 12) and describing your concern. We will acknowledge your complaint and aim to respond within a reasonable timeframe (typically within 30 days).

If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC). Details are available at https://www.oaic.gov.au/.

9.4 Deletion requests

You can request deletion of personal information by contacting us using the details in Section 12. We will assess and action the request where we are able to do so, noting that we may need to retain certain information for legal, security, fraud-prevention, backup integrity, or record-keeping purposes.


10. Children

AI Dojo Platform is created for business users and is not intended for individuals under the age of 18. We do not knowingly collect information about minors.


11. Changes to This Policy

We may update this Privacy Policy from time to time. If we make significant changes, we will let you know by email or through the platform.

We always show the date of the latest update at the top of this document.


12. Contact Us

For questions, concerns, access/correction requests, or privacy complaints, please contact:

Privacy Contact: Riane El Moustafa

Email: support@ai-dojo.com.au

Postal address:

Level 2, Podium East

525 Collins Street, Melbourne 3000 VIC, AUSTRALIA


We are committed to being transparent and responsible with your information.