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Privacy Policy

AI Cloud Solutions Pty Ltd t/as Contract Cloud (“we”, “us”, “our”) is committed to protecting the privacy of individuals and complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Scope and Purpose

This Privacy Policy explains how we collect, use, disclose, and store personal information when providing cloud and AI-based services, including contract management tools (the “Services”). It also outlines individuals' rights concerning their personal information.

2. Personal Information We Collect

  • Directly from users: contact details, identifiers, IP addresses, usage data, credentials—necessary to deliver and maintain our Services.

  • Input into AI tools: any personal or sensitive information provided by users that may be processed by AI systems.

  • Indirect sources: third parties or public directories, only where permitted by law and relevant to our Services.

We limit collection to what is necessary and lawful (APP 3) and provide purpose notice at or before collection (APP 5).

3. Use and Disclosure of Personal Information

  • We use personal information to:

    • Provide, operate, and maintain the Services

    • Improve and personalize user experience

    • Perform billing, support, compliance, and legal obligations

  • Sensitive information (if any) is only processed with explicit consent or when authorised/permitted by law.

  • We do not disclose personal information to third parties except:

    • With consent

    • To trusted service providers bound by privacy obligations

    • When legally required (e.g. subpoenas, warrants).

 Per OAIC guidance, we ensure that any AI-generated inference that relates to identifiable individuals is treated as personal information and handled under APP obligations.

4. Use of AI and AI Transparency

  • In alignment with OAIC expectations, we adopt a Privacy by Design approach throughout our AI workflows—conducting Privacy Impact Assessments (PIAs) and embedding privacy controls from design to deployment.

  • We only collect or generate personal information through AI where reasonably necessary for our functions, lawfully and fairly.

  • AI outputs involving personal or inferred information are treated with the same safeguards as input data.

  • We provide clear notice within this Policy and user-facing interfaces that AI is being used, including disclosure of limitations, disclaimers, and risk indicators (e.g., for hallucinations or sensitive decisions).

5. Data Storage, Retention, and Security

  • Personal information is retained only as necessary for the purpose collected or as required by law.

  • We apply robust security measures—such as encryption and access controls. 

6. Access, Correction, and Complaints

  • Individuals may request access to or correction of their personal information held by us (APP 12 & APP 13).

  • Requests should be made in writing via the contact details below; we will respond within the timeframe required by law.

  • Complaints regarding our handling of personal information can be directed to us, and if unresolved, escalated to the OAIC.

7. Cross–Border Data Transfers

  • We may transfer personal data outside Australia for storage or processing. In such cases, we ensure that overseas recipients adhere to protections equivalent to the APPs, or that appropriate safeguards are in place.

8. Updates to this Policy

  • We will update this Privacy Policy as needed—particularly as AI and privacy regulations evolve.

  • Material changes will be communicated via our website or email. We may reference guidance or changes such as those released on 21 October 2024 by the OAIC regarding AI privacy expectations.

9. How to Contact Us

  • AI Cloud Solutions Pty Ltd t/as Contract Cloud
    Email: info@contractcloud.com.au

  • If you're not satisfied with our response to a privacy matter, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

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