Privacy Policy
Pragmatix Advisory Portal
Last updated: December 2025
1. Introduction
Pragmatix ABN 69 297 089 181 ("Pragmatix", "we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use the Pragmatix Advisory Portal ("Portal").
We are bound by the Australian Privacy Principles ("APPs") contained in the Privacy Act 1988 (Cth) ("Privacy Act").
By using the Portal, you consent to the collection and use of your information as described in this Privacy Policy.
2. Information We Collect
2.1 Information You Provide
Account Information:
- Name
- Email address
- Password (stored in encrypted form)
- Organisation name (optional)
- Role/position (optional)
Conversation Data:
- Messages you send to AI agents
- Context and information you provide during conversations
- Documents or content you input for review or analysis
Payment Information (for paid tiers):
- Billing details are processed by our payment provider and are not stored on our servers
2.2 Information Collected Automatically
Usage Data:
- Pages visited and features used
- Time and duration of sessions
- Number of messages sent
- Agent interactions
Technical Data:
- IP address
- Browser type and version
- Device type
- Operating system
- Referring website
Cookies and Similar Technologies:
- Session cookies (essential for Portal operation)
- Authentication tokens
- We do not use third-party advertising or tracking cookies
2.3 AI Conversation Data
When you interact with our AI agents:
- Your messages are sent to Azure AI services for processing
- Conversations are stored to maintain context within sessions
- Conversation summaries may be generated for longer conversations
- We do not use your conversations to train AI models
3. How We Use Your Information
We use your information to:
3.1 Provide and Improve the Service
- Operate and maintain the Portal
- Process your requests and provide AI-generated responses
- Maintain conversation context and history
- Improve the quality and functionality of the Portal
- Develop new features and services
3.2 Communicate With You
- Send service-related notifications
- Respond to your enquiries and support requests
- Send important updates about the Portal or these policies
- With your consent, send marketing communications
3.3 Ensure Security and Compliance
- Protect against unauthorised access and fraud
- Monitor for violations of our Terms of Use
- Comply with legal obligations
3.4 Business Operations
- Process payments for paid services
- Generate anonymised analytics and insights
- Administer your account
4. How We Share Your Information
4.1 Service Providers
We share information with third-party service providers who assist in operating the Portal:
| Provider | Purpose | Location |
|---|---|---|
| Microsoft Azure | Cloud hosting, database, AI services | Australia East (Sydney) |
| Azure AI Foundry | AI agent processing | Australia East (Sydney) |
| Azure Communication Services | Transactional emails | Australia |
| Stripe | Payment processing (for paid tiers) | USA (with global processing) |
These providers are contractually obligated to protect your information and use it only for the purposes we specify.
4.2 Data Residency
Your data is stored in Australia. We use Microsoft Azure's Australia East (Sydney) data centre for hosting, database storage, and AI processing. This ensures your data remains within Australian jurisdiction.
4.3 Legal Requirements
We may disclose your information if required to:
- Comply with applicable laws, regulations, or legal processes
- Respond to lawful requests from government authorities
- Protect our rights, privacy, safety, or property
- Enforce our Terms of Use
4.4 Business Transfers
If Pragmatix is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or use of your personal information.
4.5 With Your Consent
We may share your information for other purposes with your explicit consent.
5. Data Security
We implement appropriate technical and organisational measures to protect your information, including:
- Encryption: Data encrypted in transit (HTTPS/TLS) and at rest
- Access Controls: Role-based access controls and authentication
- Secure Infrastructure: Azure security features including firewalls and intrusion detection
- Password Security: Passwords hashed using industry-standard algorithms
- Regular Reviews: Periodic security assessments and updates
While we take reasonable steps to protect your information, no method of transmission or storage is completely secure. We cannot guarantee absolute security.
6. Data Retention
6.1 Account Data
We retain your account information for as long as your account is active or as needed to provide services. If you close your account, we will delete or anonymise your information within 90 days, unless we are required to retain it for legal purposes.
6.2 Conversation Data
- Active conversations are retained to maintain context
- Conversation summaries are generated for longer conversations
- You may request deletion of specific conversations
- Upon account deletion, all conversation data is deleted
6.3 Technical and Usage Data
We retain anonymised usage data for analytics purposes. This data cannot be used to identify you.
7. Your Rights
Under the Australian Privacy Principles, you have the right to:
7.1 Access
You can request access to the personal information we hold about you. We will respond to your request within a reasonable period (generally 30 days).
7.2 Correction
If you believe any information we hold about you is inaccurate, incomplete, or out of date, you can request correction. You can also update your account information directly through the Portal.
7.3 Deletion
You can request deletion of your personal information. We will comply unless we are required to retain the information for legal purposes.
7.4 Complaints
If you believe we have breached the APPs, you can lodge a complaint with us. We will investigate and respond within 30 days. If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC).
7.5 Opt-Out
You can opt out of marketing communications at any time by:
- Clicking "unsubscribe" in marketing emails
- Updating your account preferences
- Contacting us directly
8. Cookies
8.1 What Are Cookies?
Cookies are small text files stored on your device when you visit a website. They help the website remember your preferences and understand how you use the site.
8.2 How We Use Cookies
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential | Authentication, security, session management | Session |
| Functional | Remember your preferences | Persistent |
We do not use:
- Third-party advertising cookies
- Cross-site tracking cookies
- Social media tracking pixels
8.3 Managing Cookies
Most browsers allow you to refuse or delete cookies through their settings. Note that disabling essential cookies may prevent you from using the Portal.
9. Third-Party Links
The Portal may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies before providing any personal information.
10. Children's Privacy
The Portal is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it.
11. International Users
The Portal is operated from Australia and is intended for users in Australia. If you access the Portal from outside Australia, you consent to the transfer of your information to Australia, where data protection laws may differ from those in your country.
12. AI and Your Data
12.1 How AI Processes Your Data
When you interact with our AI agents:
- Your messages are sent to Azure AI services (hosted in Australia)
- The AI uses your messages to generate responses
- Conversation context is maintained to provide coherent responses
- Longer conversations are summarised to manage context efficiently
12.2 What We Don't Do
- We do not use your conversations to train AI models
- We do not share your conversations with other users
- We do not sell your data to third parties
- We do not use your data for advertising purposes
12.3 AI Knowledge Base
Our AI agents have access to governance frameworks, standards, and best practices in their knowledge base. Your conversations do not become part of this knowledge base.
13. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by:
- Posting the updated policy on the Portal
- Updating the "Last updated" date
- Sending notice to your registered email address for material changes
Your continued use of the Portal after changes take effect constitutes acceptance of the updated Privacy Policy.
14. Contact Us
If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:
Pragmatix
- Website: www.pragmatix.com.au
- Email: info@pragmatix.com.au
- Address: Brisbane, Queensland, Australia
Office of the Australian Information Commissioner (OAIC)
If you are not satisfied with our response to a privacy complaint, you may contact the OAIC:
- Website: www.oaic.gov.au
- Phone: 1300 363 992
- Email: enquiries@oaic.gov.au
End of Privacy Policy