Privacy Policy

1. Who We Are and What This Covers

Uncog AI is operated by [Legal entity name] (ABN [ABN]) ("we", "us"). This policy explains how we handle personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

Uncog AI is used by businesses ("customers") to manage their contacts, calendar and the processes they run for their own clients. It covers three groups of people: members of a business who use Uncog AI; the people a business keeps records about, such as its contacts; and a business's clients who use the Uncog AI portal to supply information. For the second and third groups, the business decides what it records and why, and we handle that information on its behalf.

2. Information We Collect

Depending on how a business uses the product, we hold:

• Member details: name, email address, a secure hash of your password, and the device and IP address of each signed-in session.
• Business records: contacts, companies, notes, calendar events and the history of interactions with them.
• Email-derived records, if a member connects a Gmail or Microsoft 365 / Outlook mailbox: who each email was between, its subject, when it was sent, and what our analysis found in it (for example a name, a phone number, a date and a one-line summary). We never store the text of an email.
• Workflow records: the answers, key dates and review notes on each case, the email address of each client taking part, and what a member types when designing a workflow.
• Files: documents a client uploads in the portal, or that workflow intake takes from an email, with their name, type, size and malware-scan result.
• An audit log of significant actions, which records who did what by reference, not by copying the data itself.

3. How We Use It

We use personal information to provide the service: to sign you in, keep a business’s records up to date, run its workflows, send the emails the service needs (invitations, password resets, reminders, portal access codes), keep the service secure, and fix problems. We do not sell personal information, and we do not use it for advertising.

4. Google User Data

Uncog AI connects to Google only when a member asks it to, and only to read. It never sends, replies to, drafts, labels, moves or deletes an email, and never creates or changes a calendar event.

Gmail (gmail.readonly). To find people, companies and dates, we read an email’s text once, remove quoted replies and boilerplate, and send what is left to our AI provider for analysis. We store what the analysis found, never the text itself. Mail sent only between colleagues, and bulk mail and newsletters, are not analysed. Attachments are not downloaded, except by workflow intake: it is off until the mailbox’s owner turns it on, and it downloads only a file a client was asked for in an open workflow, sent by that client. To match an email to a request, the AI provider is told a file’s name, type and size, never its contents.

Google Calendar (calendar.events.readonly). This is a separate choice. We read the events on your primary calendar from 30 days ago to 180 days ahead, and store each event’s title, time, location and guests. We never read an event’s notes or attachments, and calendar data is never sent to our AI provider.

Uncog AI’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

5. Microsoft User Data

Uncog AI connects to a Microsoft 365 or Outlook.com mailbox only when a member asks it to, and only to read (Mail.Read, with User.Read to learn the mailbox’s address). It cannot send, reply to, move, flag or delete an email, or create or change a calendar event.

We handle a Microsoft mailbox exactly as a Gmail one: we read an email’s text once, send what is left after removing quoted replies and boilerplate to our AI provider, and store what the analysis found, never the text itself. Mail sent only between colleagues, and bulk mail and newsletters, are not analysed. For a meeting invitation we also read the invitation’s calendar entry from the message, and discard the rest of it.

Attachments are not downloaded, except by workflow intake, under the same conditions as for Gmail. For now, a person in the business reviews every file from a Microsoft mailbox before it is added to a workflow.

Outlook Calendar (Calendars.Read). This is a separate choice. We read the events on your primary calendar from 30 days ago to 180 days ahead, and store each event’s title, time, location and guests. We never read an event’s notes or attachments, and calendar data is never sent to our AI provider.

Microsoft does not let an app withdraw its own access. When a mailbox is disconnected we delete our access token; to remove Uncog AI’s permission as well, remove it from your Microsoft account’s app permissions, or ask your organisation’s administrator to.

6. Who We Share It With

We share personal information only with the service providers we need to run the service, and only what each one needs:

• Fly.io, which hosts our application, database and cache in its Sydney region.
• Anthropic, our AI provider, which receives prepared email text for analysis, what a member types when designing a workflow, and the extracted text of a document when a business has turned on automatic checks for that request. It never receives calendar data or files themselves.
• Mailgun, which delivers the emails the service sends.
• Google, when a member connects Gmail or Google Calendar.
• Microsoft, when a member connects a Microsoft 365 or Outlook.com mailbox or its Outlook Calendar.

7. Information Sent Overseas

Our hosting is in Australia. The information we send to our AI provider, listed above, is processed in the United States. We choose providers that protect personal information to a standard comparable to the Australian Privacy Principles.

[Confirm the AI provider’s retention and model-training terms, and state them here, before publishing.]

8. How Long We Keep It

• Records of emails, and what our analysis found in them, are deleted after 12 months.
• A finished or cancelled workflow is deleted, with its files, after the retention period its business sets (seven years unless it chooses otherwise).
• Disconnecting a mailbox revokes our access with Google, or deletes our access token for a Microsoft mailbox, and can also remove everything derived from it.
• A business’s owner can ask us to delete its account, and any member can ask us to delete their own profile, by emailing [privacy email]. We then delete the records and files concerned. Backups are kept for up to 10 days.

9. Security

Data is encrypted in transit. Passwords and access codes are stored only as secure hashes, Google and Microsoft access tokens are encrypted, and uploaded files are scanned for malware before anyone can open them. Access within a business is limited by each member’s role.

10. Cookies

We use only cookies that the service needs to work, so there is nothing to opt out of. We do not use analytics or advertising cookies.

• refresh_token keeps a member signed in, for up to 7 days.
• uncog_portal_session keeps a client signed in to the portal, for up to 12 hours.
• Your browser also remembers whether you are signed in, which business account you last used and whether you collapsed the sidebar. These stay on your device, and signing out clears the first two.

11. Access, Correction and Complaints

You can ask us for access to, or correction of, the personal information we hold about you by emailing [privacy email]. If your information is held by a business that uses Uncog AI, we may refer your request to that business, because it decides what it records.

If you have a concern about how we handle your information, contact us first at [privacy email] and we will respond within 30 days. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au).

12. Changes to This Policy

We will update this policy when the service changes, and revise the date at the top of this page.