Privacy Policy
This Privacy Policy explains how Topic AI (“we”, “us”) collects, uses, holds and discloses personal information when you visit topicai.com.au or use the topicAI service (the “Service”). We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
What we collect
- Contact and enquiry details you give us, for example through the Request a demo form: name, company, email, mobile, industry and state.
- Account details when you sign up: name, email, organisation, role, and billing contact.
- Payment information, which is collected and processed by our payment provider (Stripe). We do not store full card numbers.
- Content you upload or create in the Service, such as documents, emails you choose to sync, chat messages and generated drafts. This content may include personal information about other people (for example your clients).
- Usage and technical data, such as log-in times, features used, AI token usage, IP address, browser type and error logs, used to run, secure and bill the Service.
How we use it
- To provide, operate, support and secure the Service.
- To respond to enquiries and demo requests.
- To manage your account, subscription, usage alerts and billing.
- To improve the Service, using aggregated usage information. We do not use your uploaded content to train AI models.
- To meet our legal obligations.
AI processing
AI features run on Microsoft’s enterprise Azure AI services. Requests are encrypted in transit and may be processed in Microsoft Azure regions outside Australia, under the same Microsoft enterprise terms. Under Microsoft’s Azure data privacy terms, your prompts, documents and outputs are not used to train or improve any shared model and are not made available to other customers. Each customer organisation’s data is held in a tenant-isolated environment.
Where your information is stored
Service data, including uploaded documents, is stored in Microsoft Azure’s Australia East region. Some supporting providers (for example payment processing and email delivery) may process limited personal information outside Australia. Where that happens we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles.
Who we share it with
We only disclose personal information to service providers who help us run the Service (such as Microsoft Azure for hosting and AI, Stripe for payments, and email delivery providers), to your own organisation’s administrators, or where required by law. We do not sell personal information.
Security
Data is encrypted in transit and at rest, access is authenticated through Microsoft Entra ID, and each organisation’s data is isolated from every other organisation’s. No system is perfectly secure, but we take reasonable steps to protect personal information from misuse, loss and unauthorised access.
Retention
We keep personal information for as long as it is needed to provide the Service or meet legal obligations. When an organisation closes its account, its content is deleted within a reasonable period, unless we are required to keep it.
Access, correction and complaints
You can ask to access or correct personal information we hold about you, or make a privacy complaint, by emailing Support@topicAI.com.au. We will respond within a reasonable time, usually 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.
Changes
We may update this policy from time to time. The current version is always available on this page.