AI Pragmatists

Privacy Policy

Last updated: 01/07/2026

1. Introduction

This Privacy Policy explains how AIPragmatists Pty. Ltd. trading as AI Pragmatists (“AI Pragmatists”, “we”, “us” or “our”) may collect, hold, use, disclose and protect personal information.

We are based in Australia and aim to handle personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles, where they apply to our business.

We take privacy seriously and seek to manage personal information in a careful, transparent and secure manner. This Privacy Policy should be read together with any other notices, terms, or consent statements provided when you use our website, contact us, or engage our services.

2. Who This Policy Applies To

This Privacy Policy applies to personal information we may collect from or about:

  • website visitors;
  • prospective clients;
  • clients and client representatives;
  • business contacts and suppliers;
  • people who submit forms, enquiries, or booking requests;
  • individuals who communicate with us by email, phone, online form, social media, or other channels.

This Policy applies to our website, online forms, communications, consulting activities, and related business operations.

3. What Personal Information We May Collect

The types of personal information we may collect depend on how you interact with us. This may include:

  • your name;
  • email address;
  • phone number;
  • business or organisation name;
  • job title or role;
  • billing or payment-related information;
  • information included in enquiries, forms, consultation requests, or project briefs;
  • business needs, project goals, budget range, and service interests;
  • communication records, including emails and meeting notes;
  • website usage information, such as IP address, browser type, device information, pages visited, referral source, and interaction data;
  • cookie and analytics information, subject to your preferences and applicable settings.

Where you provide documents, data, prompts, workflows, screenshots, or other materials to us as part of an AI consulting or implementation engagement, those materials may contain personal information. We will handle such information in accordance with this Policy, the agreed project scope, and any applicable contractual arrangements.

We do not intentionally seek to collect sensitive information unless it is reasonably necessary for a specific purpose, required by law, or provided with your consent. You should avoid sending sensitive information to us unless it is necessary for the relevant service or enquiry.

4. How We Collect Personal Information

We may collect personal information in several ways, including:

  • directly from you when you contact us, submit a form, book a call, request pricing, or engage our services;
  • through our website, including cookies, analytics tools, server logs, and similar technologies;
  • through email, calendar, video meeting, CRM, automation, or communication tools;
  • from publicly available sources, where reasonable and lawful;
  • from third-party service providers, referral partners, or platforms, where permitted;
  • during the delivery of consulting, assessment, implementation, or support services.

Where reasonable and practicable, we collect personal information directly from you.

5. Why We Collect, Hold and Use Personal Information

We may collect, hold and use personal information for purposes reasonably connected with our business activities, including to:

  • respond to enquiries and requests;
  • provide information about our services, pricing, and engagement options;
  • assess whether our services may be suitable for your needs;
  • deliver AI consulting, assessment, implementation, and support services;
  • prepare proposals, quotes, invoices, and project documentation;
  • manage client relationships and communications;
  • operate, secure, and improve our website and business systems;
  • personalise or improve user experience;
  • understand website performance and enquiry sources;
  • manage payments, records, and administrative functions;
  • comply with legal, regulatory, tax, accounting, insurance, or professional obligations;
  • protect our rights, systems, users, clients, and business operations;
  • prevent misuse, security incidents, fraud, or unauthorised access.

We aim to use personal information only for the purpose for which it was collected, for related purposes that would reasonably be expected, or where otherwise permitted by law.

6. AI Tools, Cloud Platforms and Technology Providers

As an AI consultancy, we may use reputable technology providers to support our business operations and service delivery. These may include website hosting, email, analytics, CRM, automation, cloud infrastructure, collaboration tools, payment systems, calendar booking tools, and AI-related platforms.

Where personal information is processed through third-party platforms, we take reasonable steps to select appropriate providers, limit access where practicable, and use those services in a way that is consistent with our business needs and privacy obligations.

For client projects, the specific use of AI tools, platforms, models, integrations, or cloud services may depend on the agreed scope of work. Where appropriate, privacy, data handling, access, and security considerations may be addressed in the relevant proposal, statement of work, contract, or project documentation.

7. Disclosure of Personal Information

We may disclose personal information where reasonably necessary for our business operations or service delivery. This may include disclosure to:

  • contractors, consultants, or trusted collaborators assisting with project delivery;
  • website, hosting, cloud, software, analytics, CRM, automation, AI, or IT service providers;
  • payment processors, accounting providers, and administrative support providers;
  • professional advisers, including legal, accounting, insurance, or compliance advisers;
  • government, regulatory, law enforcement, or dispute resolution bodies where required or permitted by law;
  • any person or organisation with your consent;
  • parties involved in a business restructure, sale, transfer, or similar transaction, where applicable.

We do not sell personal information in the ordinary course of our business.

8. Overseas Disclosure

Some of the third-party services we use may store or process information outside Australia. This may include providers located in jurisdictions such as the United States, the United Kingdom, the European Union, or other locations where our service providers operate.

Where personal information may be disclosed or processed overseas, we take reasonable steps, where practicable, to use reputable providers and manage information handling in a manner consistent with applicable privacy expectations.

You acknowledge that the privacy laws of overseas jurisdictions may differ from Australian privacy laws.

9. Cookies, Analytics and Website Tracking

Our website may use cookies and similar technologies to support website functionality, improve user experience, understand visitor behaviour, measure performance, and support security.

We use Complianz to assist with cookie notice and consent management on our website. Depending on your location, browser settings, and the tools active on our website, you may be able to accept, reject, or manage certain cookie preferences through the cookie banner or settings panel.

You may also control cookies through your browser settings. Disabling certain cookies may affect website functionality or user experience.

More detail may be provided in our separate Cookie Policy.

10. Direct Marketing and Communications

We may use your contact details to send service-related communications, follow-ups, updates, or relevant business information where permitted by law.

Where we send marketing communications, we will aim to provide a practical way to opt out or unsubscribe. You may also contact us at any time to request that we stop sending marketing communications.

Even if you opt out of marketing communications, we may still send necessary administrative, transactional, legal, or service-related communications.

11. Data Security

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.

Depending on the circumstances, these steps may include:

  • access controls;
  • secure systems and accounts;
  • password and authentication practices;
  • encryption where appropriate;
  • limiting access to information on a need-to-know basis;
  • use of reputable service providers;
  • monitoring and review of business systems;
  • reasonable administrative, technical, and organisational safeguards.

No method of transmission or electronic storage is completely secure. While we take reasonable care, we cannot guarantee absolute security of information transmitted to or stored by us.

12. Data Retention

We retain personal information for as long as reasonably necessary for the purposes for which it was collected, including to provide services, manage business records, comply with legal obligations, resolve disputes, and protect legitimate business interests.

When information is no longer reasonably required, we may take reasonable steps to delete, de-identify, or securely dispose of it, unless we are required or permitted to retain it by law.

13. Access and Correction

You may request access to personal information we hold about you. You may also request that we correct personal information if you believe it is inaccurate, out of date, incomplete, irrelevant, or misleading.

We will respond to access or correction requests within a reasonable timeframe. In some cases, we may need to verify your identity before responding.

There may be circumstances where we are not required or able to provide access or make a correction, for example where a legal exception applies. If this occurs, we will aim to explain the reason where reasonable and lawful to do so.

14. Data Breaches

If we become aware of a suspected data breach involving personal information, we will take reasonable steps to assess and respond to the incident.

Where required under applicable law, including the Notifiable Data Breaches scheme, we may notify affected individuals and/or the Office of the Australian Information Commissioner.

15. Third-Party Websites and Services

Our website or communications may include links to third-party websites, platforms, tools, or services.

We are not responsible for the privacy practices, security, content, or policies of third-party websites or services. You should review their privacy policies and terms before providing personal information to them.

16. Complaints and Concerns

If you have a question, concern, or complaint about how we handle personal information, please contact us using the details below.

We will aim to acknowledge and respond to privacy complaints within a reasonable timeframe. We may ask for further information so we can properly assess and respond to the matter.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, website, services, technology, legal obligations, or privacy practices.

The updated version will be published on our website with the revised “Last updated” date. Your continued use of our website or services after an update may indicate your acceptance of the updated Policy, where permitted by law.

18. Contact Us

For privacy-related questions, requests, or complaints, please contact:

AI Pragmatists
Legal business name: AIPragmatists Pty. Ltd.
Email: info@aipragmatists.com.au