Privacy Policy

Last updated: 26/11/2025

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.

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.
  • 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 Data

For the purposes of this Privacy Policy, “Sensitive Data” includes information that is subject to heightened legal protections, such as health information, tax file numbers, payment card details and information about minors.

The AI Dojo Platform does not require Sensitive Data for normal use of the platform. If you or your Authorised Users choose to include Sensitive Data in Customer Data, you do so entirely at your own risk. You are solely responsible for:

  • ensuring that you have a lawful basis (and, where required, consent) to collect, use and disclose that Sensitive Data; and
  • providing any notices to individuals that may be required by law.

To the extent permitted by law, we are not responsible for any consequences of you submitting Sensitive Data to The AI Dojo Platform. In line with our Terms of Use, you agree to indemnify us against any third party claims that arise because we have stored or processed Sensitive Data that you chose to provide.

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.


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 temporary processing of Customer Data outside Australia.

When this happens, we take reasonable steps to ensure that your information remains protected under standards consistent with Australian privacy laws.


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.

We comply with relevant legal requirements regarding notifiable data breaches and will notify you when we are required to do so.


9. Your Rights and Choices

Depending on your location, you may have the right to:

  • Access the personal information we hold about you.
  • Request corrections.
  • Request deletion.
  • Withdraw consent for certain types of processing.

If you wish to exercise these rights, please contact us.


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

If you have questions, concerns or requests about this Privacy Policy, please contact us through the details available on our website or by using our support channels.

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