Skip to main content
Melbourne AI Agents Logo
Login
Back to Home

Privacy Policy

Learn how we handle your data and protect your privacy.

Last Updated: 16 October 2026

1. Introduction

Melbourne AI Agents (ABN 39 423 036 934) ("we," "our," or "us") respects your privacy and is committed to protecting your personal data. This Privacy Policy is governed by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). It explains how we collect, use, disclose, and store personal information in accordance with our obligations under the APPs when you visit our website melbourneaiagents.com.au or use our services.

2. Information we collect

We collect information you provide directly to us, such as when you fill out a contact form, request an audit, or subscribe to updates. This may include:

  • Name
  • Email address
  • Phone number
  • Business details

We also automatically collect certain information when you visit our site, including:

  • Security Signals: Data regarding your interaction with the website (e.g., mouse movements) and device signals to distinguish humans from bots.
  • IP address
  • Browser type and version
  • Pages you visit and time spent
  • Device information

For clients using our Managed AI Agents service, we also process:

  • Run summaries and deliverables produced by your assistants, which may include your business and customer details
  • Assistant memories and operating preferences you choose to teach the assistant
  • Installation settings such as timezones and workflow scope
  • Operational run metrics and connection metadata, such as run duration, step counts, error codes, IP address, and browser details

3. How we use your information

We use the information we collect to:

  • Provide, maintain, and improve our services.
  • Respond to your comments and questions.
  • Process inquiries and send service-related emails.
  • Monitor and analyze trends, usage, and activities.

4. Third-party services

We use trusted third-party services to help us operate our business:

  • Google Analytics: To analyze website traffic and user behavior.
  • Azure Application Insights: For performance monitoring and diagnostics.
  • Functional Software, Inc. (Sentry): For full-stack error tracking, crash diagnostics, and session replay on uncaught errors. Diagnostic telemetry enforces strict privacy controls: all text is masked and all media is blocked to prevent collection of customer personal data.
  • Resend: For processing and sending emails (e.g., contact form submissions).
  • Cloudflare Turnstile: We use Cloudflare Turnstile to protect our website from spam and abuse. This service analyses visitor behavior and collects information ( such as IP addresses and browser headers) to distinguish humans from bots. Use of Turnstile is subject to Cloudflare's Privacy Policy and Terms of Service.

5. Cookies

We use cookies to improve your browsing experience, specifically for analytics usage tracking. You can set your browser to refuse all or some browser cookies.

6. Access and correction

In accordance with APP 12 and APP 13, you may request access to the personal information we hold about you. If you believe any information is inaccurate, incomplete, or out of date, please contact us and we will take reasonable steps to correct it.

7. Data retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Specific retention periods include:

  • Contact form submissions: Retained for up to 2 years after your last interaction with us, then securely deleted.
  • AI Audit reports: Stored for 90 days, after which they are automatically purged from our systems.
  • Managed AI Agents deliverables (run summaries, images, documents, and data exports): Retained for up to 12 months. Files move to cool storage after 90 days. Catalogue metadata is purged in-app at 365 days, and files are scheduled for deletion after 365 days under our storage account lifecycle policy, which we apply and verify on each storage account.
  • Managed AI Agents installation settings: The last configuration snapshot (settings and settings change history) and the installation registry record are kept for the life of the installation.
  • Managed AI Agents operational metrics and connection metadata (such as run duration, step counts, error codes, IP address, and browser details): Kept while your service is active for fleet health monitoring and support.
  • Analytics data: Retained in accordance with our third-party analytics providers' standard retention policies (for example, Google Analytics retains data for 14 months by default).
  • Email communication records: Retained for up to 2 years for service and compliance purposes.

When personal information is no longer needed, we will take reasonable steps to destroy or de-identify it.

8. Cross-border data transfers

Some of the third-party services we use may process your personal information outside of Australia. In accordance with APP 8, we disclose that your data may be transferred to the following overseas locations:

  • Google Analytics: Data may be processed in the United States by Google LLC.
  • Microsoft Azure: Data is processed in the Azure region configured for our services. While we preference Australian regions where available, some processing may occur overseas. Managed AI Agents platform data (deliverables, assistant memories, settings, and run metrics) is stored in the Australia East (Sydney) region.
  • Functional Software, Inc. (Sentry): Error tracking and crash telemetry may be processed in the United States by Functional Software, Inc. with zero personal data leakage and full text/media blocking enabled.
  • Resend: Email delivery is processed in the United States by Resend, Inc.
  • Cloudflare Turnstile: Security signals may be processed across Cloudflare's global network, including servers in the United States and other countries.

Before disclosing personal information overseas, we take reasonable steps to ensure that the overseas recipient handles your information in a manner consistent with the APPs, as required by the Privacy Act 1988.

9. Managed AI Agents client data and data modes

Managed AI Agents installations run in one of two data modes:

  • Portal sync (default): Run summaries, deliverables, assistant memories, and installation settings are stored in Azure Storage in the Australia East (Sydney) region and are available to your team through the client portal. Files are served through short-lived access links. Deliverables are retained for up to 12 months: files move to cool storage after 90 days, catalogue metadata is purged in-app at 365 days, and files are scheduled for deletion after 365 days under our storage account lifecycle policy, which we apply and verify on each storage account.
  • Local-Only Data Mode: For privacy-sensitive work, we can switch an installation so that we stop sending outputs to the Melbourne AI Agents portal. Your assistant keeps running on your workstation and stops syncing memories, deliverables, and settings to the portal, and future syncs are rejected. As soon as the mode is switched on, we remove the server-held copies of three categories for that installation: run memories, published artifacts and their metadata, and session trace blobs. Some records are kept: the last configuration snapshot (your installation settings and their change history) and the installation registry record remain stored for the life of the installation while settings synchronisation is disabled. Run metrics and connection metadata (such as run duration, step counts, error codes, IP address, and browser details) are kept for fleet health monitoring and support, and free-text error descriptions are not collected in this mode. Local-Only Data Mode governs synchronisation to the Melbourne AI Agents platform only: connected apps you have authorised separately (for example Google Workspace updates or digest emails) keep working the way you set them up and may process outputs in those third-party services.

Credentials and AI subscriptions always remain in accounts you control. Storage is private, with no public links, and access is limited to your organisation and authorised Melbourne AI Agents staff.

10. Outbound notification emails (Managed AI Agents)

We send service emails to Managed AI Agents clients through Resend, Inc. under our "Melbourne AI Agents" sender identity. These include run completion reports, settings and memory change alerts, weekly and monthly analytics digests, and test emails requested from the portal.

  • What they contain: Report titles, run counts and statistics, artifact file names, memory titles, and links back to your client portal. They never contain raw assistant memory text or raw deliverable contents. Local-Only installations still receive these emails, and the same content limits apply.
  • Delivery tracking: Resend reports delivery events (delivered, bounced, complained) back to our platform. We record these events in a notification delivery log kept for 90 days and visible only to platform administrators.
  • Bounces and complaints: A hard bounce or a spam complaint stops further notification sends to that address. We track this suppression separately from an unsubscribe, and only we can clear it.
  • Unsubscribing: Every notification email includes an unsubscribe link that works without a portal login. Unsubscribing stops optional notification and digest emails only. Mandatory account and service messages still reach you.

11. Notifiable data breaches

We comply with the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act 1988. If we become aware of a data breach that is likely to result in serious harm to any individual whose personal information is involved, we will:

  1. Take immediate steps to contain the breach and minimise any resulting harm.
  2. Assess whether the breach is likely to result in serious harm to affected individuals.
  3. If the breach is an eligible data breach, promptly notify:
    • The Office of the Australian Information Commissioner (OAIC), and
    • All individuals whose personal information is involved in the breach, or who are at risk of serious harm.
  4. Include in our notification a description of the breach, the kinds of information involved, and recommendations for steps individuals can take to protect themselves.

12. Right to complain

If you believe we have breached the Australian Privacy Principles or mishandled your personal information, you have the right to lodge a complaint.

Step 1: Contact us first. We ask that you contact us directly so we can investigate and attempt to resolve your concern:

We will respond to your complaint within 30 days.

Step 2: Escalate to the OAIC. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner:

  • Website: www.oaic.gov.au
  • Phone: 1300 363 992 (Monday to Thursday, 10 am to 4 pm AEST/AEDT)
  • Post: Office of the Australian Information Commissioner, GPO Box 5218, Sydney NSW 2001

13. Contact us

If you have any questions about this Privacy Policy, please contact us at: