Privacy Policy

1. Introduction and Who We Are

Agent Crew ("we", "us", "our") is an Australian business that designs and deploys bespoke AI agent systems. We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) contained in that Act.

This Privacy Policy explains how we collect, use, store, disclose, and otherwise handle your personal information. It applies to all personal information collected through our website at https://agentcrew.com.au , our services, and any other interactions you have with us.

Please read this policy carefully. By using our website or engaging our services, you consent to the practices described in this policy.

2. The Personal Information We Collect

We collect personal information that is reasonably necessary for our business functions and activities. This may include:

• Identity Data: Your name, job title, and company name.
• Contact Data: Your email address, phone number, and business address.
• Account Data: Login credentials (stored in hashed form), account preferences, and settings.
• Technical Data: IP address, browser type and version, operating system, device identifiers, and access logs.
• Usage Data: Information about how you interact with our website and services, including pages visited, features used, and session duration.
• Service and Workflow Data: Business process information, workflow configurations, and operational data that you provide to us or that is generated through your use of AI agents deployed by Agent Crew.
• Communications Data: Records of your correspondence with us, including support enquiries, feedback, and any instructions given in relation to your AI agents.
• Financial Data: Billing information necessary to process payments. Full payment card details are processed by our third-party payment provider and are not stored by Agent Crew.

We collect personal information directly from you (for example, when you contact us, submit an enquiry, or engage our services), automatically through your use of our website (via cookies and similar technologies), and where necessary from publicly available sources.

3. AI Processing and Third-Party AI Providers

Agent Crew's services involve the use of AI and automation technologies. You should be aware of the following in relation to how personal information may interact with those technologies:

• AI Agent Processing: In the course of operating AI agents on your behalf, personal information contained within your business workflows may be processed by those agents. We only process such data to the extent reasonably necessary to deliver the services.
• Third-Party AI Infrastructure: Our services integrate with large language model providers including, but not limited to, OpenAI (United States), Anthropic (United States), and Google (United States). When you use our services, certain data may be transmitted to these providers as part of AI agent operations. Each provider operates under its own privacy and data processing terms, which we encourage you to review independently.
• No Training on Client Data: We do not permit any third-party AI provider to use your Client Data to train, fine-tune, or improve their general AI models. Where available, we enable data-opt-out settings with our AI providers and contractually require them to handle your data in accordance with applicable privacy law.

4. How We Use Your Personal Information

We use personal information only for purposes that are directly related to our business functions and activities, or for purposes to which you have consented. These include:

• Providing, operating, and improving our services, including building and maintaining AI agents on your behalf.
• Communicating with you about your account, enquiries, and support requests.
• Processing payments and managing our contractual relationship with you.
• Complying with our legal obligations, including tax and record-keeping requirements under Australian law.
• Analysing website usage to improve our website's functionality and user experience.
• Sending you information about our services, updates, and promotional communications where you have consented or where we have a lawful basis to do so. You may opt out of marketing communications at any time.
• Protecting the security and integrity of our systems, services, and users.

5. Legal Basis for Processing

We collect and handle personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). Our primary bases for handling personal information are:

• Performance of a Contract: Processing necessary to deliver the services you have engaged us to provide.
• Consent: Where you have expressly consented, such as for marketing communications or the placement of non-essential cookies.
• Legal Obligation: Processing required to comply with applicable law or regulation, including tax obligations and the Notifiable Data Breaches scheme.
• Legitimate Interests: Processing necessary for our legitimate business interests, such as fraud prevention and improving our services, provided those interests are not overridden by your rights and interests.

6. Disclosure of Personal Information

We may disclose your personal information to the following categories of recipients:

• Service Providers: Third-party vendors who assist us in operating our business, including cloud hosting providers, payment processors, analytics platforms, and customer support tools. These providers are engaged under contractual terms that require them to handle your information in accordance with applicable privacy law and only for the purposes we specify.
• AI Providers: As described in Section 3 above, data may be transmitted to third-party AI model providers as a necessary part of delivering the services.
• Professional Advisers: Our legal, accounting, and other professional advisers, where necessary and subject to confidentiality obligations.
• Regulatory and Law Enforcement Authorities: Where we are required or permitted to do so by law, court order, or government authority.
• Business Transfers: In the event of a merger, acquisition, or sale of all or part of our business, your information may be transferred to the relevant successor entity as part of that transaction, subject to equivalent privacy protections.

We do not sell your personal information to third parties, and we do not disclose it for purposes other than those described in this policy.

7. Overseas Disclosure

Some of our service providers and AI infrastructure partners are located overseas, including in the United States. When we disclose personal information to overseas recipients, we take reasonable steps to ensure that those recipients handle your information in a manner consistent with the Australian Privacy Principles, including through contractual safeguards. By using our services, you consent to this overseas disclosure where it is necessary to provide the services you have requested.

8. Data Retention

We retain personal information only for as long as is necessary for the purposes for which it was collected, or as required or permitted by law. Our general approach is as follows:

• Account and Contact Data: Retained for the duration of our contractual relationship and for seven years thereafter, in accordance with Australian tax and record-keeping obligations.
• AI Agent Interaction Logs: Retained for up to 90 days following generation, unless a longer period is agreed in your statement of work or required by law.
• Usage and Technical Data: Retained for up to 24 months for analytics, security, and service improvement purposes.
• Marketing Consent Records: Retained until you withdraw consent, or for as long as necessary to demonstrate compliance with applicable law.

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

9. Your Rights

Under the Privacy Act 1988 (Cth) and the APPs, you have the following rights in relation to your personal information:

• Access: You may request access to the personal information we hold about you. We will respond to access requests within 30 days.
• Correction: You may request that we correct personal information that is inaccurate, out of date, incomplete, irrelevant, or misleading. We will take reasonable steps to correct the information or, if we disagree, to note your request alongside the information.
• Anonymisation or Deletion: You may request that we delete or de-identify your personal information in certain circumstances, subject to our legal obligations to retain records.
• Opt-Out of Marketing: You may opt out of receiving marketing communications from us at any time by using the unsubscribe link in any email or by contacting us directly.

To exercise any of these rights, please contact our Privacy Officer (see Section 13 below). We may require verification of your identity before processing your request.

10. Notifiable Data Breaches

Agent Crew operates in accordance with the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act 1988 (Cth). In the event of an eligible data breach that is likely to result in serious harm to any affected individuals, we will:

• Notify the Office of the Australian Information Commissioner (OAIC) as soon as practicable after we become aware of the breach.
• Notify affected individuals directly where required by the NDB scheme.
• Take all reasonable steps to contain and remediate the breach and to prevent further unauthorised access or disclosure.

11. Security

We implement appropriate technical and organisational security measures to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. These measures include encryption in transit and at rest, access controls, and regular security assessments. However, no method of transmission over the internet is entirely secure, and we cannot guarantee absolute security.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal obligations. We will post any updated policy on our website and note the revised effective date. We encourage you to review this policy periodically.

13. Contact Us and Complaints

If you have any questions, concerns, or complaints about how we handle your personal information, please contact our Privacy Officer:

Privacy Officer, Agent Crew
Email: support@agentcrew.com.au

We will acknowledge your complaint within five business days and aim to resolve it within 30 days. If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.