Privacy Policy

AutoRFP.ai Privacy policy

In this Privacy Policy, the expressions “AutoRFP.ai”, "we", "us" and "our" are a reference to

Automatic Capital Operations Pty Ltd (ACN 666 447 230) and our related bodies

corporate.


We are committed to respecting your privacy. Our Privacy Policy sets outs out how we

collect, use, store and disclose your personal information.


By providing personal information to us, you consent to our collection, use and disclosure

of your personal information in accordance with this Privacy Policy and any other

arrangements that apply between us. We may change our Privacy Policy from time to

time by publishing changes to it on our website. We encourage you to check our website

periodically to ensure that you are aware of our current Privacy Policy.


Personal information includes information or an opinion about an individual that is

reasonably identifiable. For example, this may include your name, age, gender, postcode

and contact details. It may also include financial information, including your credit card

information

What personal Information fo we collect?

We may collect the following types of personal information:


● name;

● mailing or street address;

● email address;

● telephone number and other contact details;

● age or date of birth;

● your device ID, device type, geo-location information, computer and connection information, statistics on page views,

traffic to and from the sites, ad data, IP address and standard web log information;

● details of the products and services we have provided to you or that you have enquired about, including any additional

information necessary to deliver those products and services and respond to your enquiries;

● any additional information relating to you that you provide to us directly through our website or app or indirectly through

your use of our website or app or online presence or through other websites or accounts from which you permit us to collect information;

● information you provide to us through customer surveys; or

● any other personal information that may be required in order to facilitate your dealings with us.


We may collect these types of personal information either directly from you, or from third parties. We may collect this

information when you:


● you inquire about, or instruct us to provide you (or your employer or other representative), with our products

● you subscribe to one of our online services, newsletters, mailings lists or our website;

● you register for or attend one of our events or seminars;

● we have other business dealings with you (eg as a regulator, a supplier to AutoRFP.ai, or in relation to a transaction);

● interact with our sites, services, content and advertising.


In addition, when you apply for a job or position with us we may collect certain information from you (including your name,

contact details, working history and relevant records checks) from any recruitment consultant, your previous employers and

others who may be able to provide information to us to assist in our decision on whether or not to make you an offer of

employment or engage you under a contract. This Privacy Policy does not apply to acts and practices in relation to employee

records of our current and former employees, which are exempt from the Privacy Act.

Why do we collect, use and disclose personal

information?

We may collect, hold, use and disclose your personal information for the following purposes:

● to enable you to access and use our services;

● provide to you and improve our products and services;

● communicate with you, and build and maintain our relationships with you and our clients;

● conduct, monitor and analyse our business and internal operations;

● identify and develop new products and services you may be interested in;

● send you updates, publications, marketing, event details and new product or service offerings (however, if you do not

want to receive marketing emails from us, you can opt out at any time using the contact details set out below);

● perform analytics on customer accounts, financial performance and event attendance, (however, our analytics

are always conducted on a de-identified basis);

● comply with applicable laws and our other regulatory, accounting, reporting or professional obligations;

● protect, exercise or defend our legal rights; and

● process and respond to your requests, enquiries or complaints.


We may also disclose your personal information to a trusted third party who also holds other information about you.

This third party may combine that information in order to enable it and us to develop

anonymised consumer insights so that we can better understand your preferences and interests,

personalise your experience and enhance the products and services that you receive

Do we use your personal information for direct

marketing?

We and/or our carefully selected business partners may send you direct marketing

communications and information about our services. This may take the form of emails,

SMS, mail or other forms of communication, in accordance with the Spam Act and the

Privacy Act. You may opt-out of receiving marketing materials from us by contacting us

using the details set out below or by using the opt-out facilities provided (eg an

unsubscribe link).

To whom do we disclose your personal information?

We may disclose personal information for the purposes described in this privacy policy

to:


  • our employees and related bodies corporate;

  • third party suppliers and service providers (including providers for the operation of

our websites and/or our business or in connection with providing our products

and services to you);

  • professional advisers, dealers and agents;

  • payment systems operators (eg merchants receiving card payments);

  • our existing or potential agents, business partners or partners;

  • our sponsors or promoters of any competition that we conduct via our services;

  • anyone to whom our assets or businesses (or any part of them) are transferred;

  • specific third parties authorised by you to receive information held by us; and/or

  • other persons, including government agencies, regulatory bodies and law

enforcement agencies, or as required, authorised or permitted by law.


Some of these vendors or other parties may receive or store your information in overseas

locations. For example, we may disclose your email address or other contact information

to providers of electronic execution services, which may store the information in an

overseas jurisdiction.

Third Party Vendors

AutoRFP.ai collaborates with selected third-party vendors to enhance our services and customer experiences.

These vendors are authorised to receive certain types of personal information as outlined below:


HubSpot:

  • Purpose: Utilised for customer relationship management, marketing automation, and email marketing services.

  • Information Shared: Contact details, interaction records, email engagement data, and user preferences.


Intercom:

  • Purpose: Employed for customer support services and to enhance user engagement through chat and messaging services.

  • Information Shared: User communication records, user IDs, email addresses, and usage data.


Datadog:

  • Purpose: Used for monitoring and securing cloud-scale applications, providing logging, performance tracking,

    and security monitoring.

  • Information Shared: User data, Application logs, performance metrics, and security event data.


Google Cloud:

  • Purpose: Cloud hosting services are used to store and process customer data securely,

    offering infrastructure services, data storage, and machine learning capabilities.

  • Information Shared: User data, application data, operational logs, and performance metrics.


Amazon Web Services (AWS):

  • Purpose: Provides a comprehensive cloud platform for hosting and computing, database storage,

    content delivery, and other functionality to help businesses scale and grow.

  • Information Shared: User data, application information, operational logs, and analytics data.


Stripe:

  • Purpose: Used for processing and managing payments securely, handling transaction processing, billing,

    and payment services.

  • Information Shared: Payment transaction data, customer billing information, and payment history.

Disclosure of personal information outside Australia

We may disclose personal information outside of Australia, for example, we may disclose

your email address or other contact information to providers of electronic execution

services, or cloud hosting providers, which may store the information in an overseas

jurisdiction.


When you provide your personal information to us, you consent to the disclosure of your

information outside of Australia and acknowledge that we are not required to ensure

that overseas recipients handle that personal information in compliance with Australian

Privacy Law

Using our website and cookies

We may collect personal information about you when you use and access our website.


While we do not use browsing information to identify you personally, we may record

certain information about your use of our website, such as which pages you visit, the

time and date of your visit and the internet protocol address assigned to your computer.


We may also use ‘cookies’ or other similar tracking technologies on our website that help

us track your website usage and remember your preferences. Cookies are small files

that store information on your computer, TV, mobile phone or other device. They enable

the entity that put the cookie on your device to recognise you across different websites,

services, devices and/or browsing sessions. You can disable cookies through your

internet browser but our websites may not work as intended for you if you do so.


We may also use cookies to enable us to collect data that may include personal

information. For example, where a cookie is linked to your account, it will be considered

personal information under the Privacy Act. We will handle any personal information

collected by cookies in the same way that we handle all other personal information as

described in this Privacy Policy

Security

We may hold your personal information in either electronic or hard copy form. We use a

variety of physical and electronic security measures to keep your personal information

secure from misuse, interference, loss or unauthorised use or disclosure. For example, we

employ secure databases, password protect our IT systems, frequently update our

anti-virus software and conduct regular updates to our software. All of our employees

are also bound to keep your personal information secure and treat it as confidential.


However, we cannot guarantee the security of your personal information.

Links

Our website may contain links to websites operated by third parties. Those links are

provided for convenience and may not remain current or be maintained. Unless

expressly stated otherwise, we are not responsible for the privacy practices of, or any

content on, those linked websites, and have no control over or rights in those linked

websites. The privacy policies that apply to those other websites may differ substantially

from our Privacy Policy, so we encourage individuals to read them before using those

websites.

Accessing or correcting your personal information

You can access the personal information we hold about you by contacting us using the

contact us function of our website. Sometimes, we may not be able to provide you with

access to all of your personal information and, where this is the case, we will tell you why.

We may also need to verify your identity when you request your personal information.


If you think that any personal information we hold about you is inaccurate, please

contact us and we will take reasonable steps to ensure that it is corrected.

Requesting deletion of your personal information

We respect your right to control your personal information. You may request access to, correction of, or deletion of your personal data associated with our organisation. To exercise these rights:


  1. Contact us via email at support@autorfp.ai

  2. In your message, please specify:

    • Your full name

    • The nature of your request (access, correction, or deletion)

    • Any relevant details to help us identify your information


We will respond to your request within a reasonable time period, as required by applicable laws and legislation. We will make every effort to fulfil your request promptly, subject to legal and operational requirements.


Please note that in some circumstances, we may need to retain certain information for legal, security, or operational purposes. We will inform you if this affects our ability to fully comply with your request.

AI/ML Model use with Google Workspace

Our application integrates with AI/ML services to enhance functionality and user experience. This section clarifies how Google Workspace user data is handled in relation to AI/ML models.


Use of Google Workspace Data


  • No Training of Generalized AI/ML Models: We do not use Google Workspace user data to develop, improve, or train generalized or non-personalized AI or ML models.

  • No Transfer for Model Training Purposes: While we may transfer limited Google Workspace data to third-party AI tools (e.g., Azure AI services) for processing, we do not authorise these third parties to use this data to train any AI or ML models. This restriction is also enforced under the third parties' internal terms and privacy policies.


Purpose of AI/ML Data Use


Any data shared with AI/ML services is solely for processing specific user requests and is not retained or repurposed by third-party providers for training or improving their own AI models.


We are committed to ensuring that all data use aligns with our privacy policies and does not contribute to the development of generalised AI/ML models by any party.

Retention of personal information

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, including legal obligations. Retention periods vary based on data type and purpose:


  • Account Information: Retained while account is active and for 7 years after closure.

  • Usage Data: Non-personal, aggregated data may be kept indefinitely.


We securely delete or anonymize personal information after the retention period expires. You may request deletion of your data at any time, subject to legal exceptions.


We regularly review our retention policies to ensure compliance with Australian privacy laws. For more information or to request data deletion, please contact us.

Making a complaint

If you think we have breached the Privacy Act, or you wish to make a complaint about

the way we have handled your personal information, you can contact us at

info@autorfp.ai.


Please include your name, email address and/or telephone number and

clearly describe your complaint. We will acknowledge your complaint and respond to

you regarding your complaint within a reasonable period of time. If you think that we

have failed to resolve the complaint satisfactorily, we will provide you with information

about the further steps you can take.

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