Privacy Policy

When your organisation connects and configures Ari AI for Microsoft Teams, Ari AI receives and retains messages Microsoft delivers from configured channels, including messages that do not mention Ari AI. We store message content, sender names and identifiers, timestamps, channel and thread identifiers, and membership information used to check access. Conversation context, task records, responses and saved outputs are also retained to provide channel history and complete requested work.

Relevant conversation context is processed by our service providers, including AI service providers, to deliver these features. Requests and replies posted in a Teams channel are visible to everyone with access to that channel. Information included in other shared conversations or saved outputs may be visible to people who have access to them.

Teams conversation, membership, task and output records are kept in Ari AI service storage, protected by the controls described in the Storage and security section below. These retained records do not currently expire automatically.

An Ari AI organisation administrator can disconnect Microsoft Teams in Ari AI to disable the connection. Microsoft application permissions may remain granted until an administrator revokes them in Microsoft Entra. Disconnecting Ari AI or removing the app from Teams does not automatically delete information already stored in Ari AI or shared outputs.

To request deletion, contact support@ariai.com with your account, organisation and relevant channel details. We will verify your authority and explain what can be deleted and any limitations affecting retained conversation evidence or shared records. There is currently no single self-service action that erases all Teams-derived data, and a request does not guarantee that every retained record can be erased.

Copies held in Microsoft Teams or saved by other people are separate from Ari AI's stored records and must be managed through the relevant service or record owner. Backups and service-provider records follow separate retention and deletion processes, so deletion is not immediate across every system. Our service providers may process data outside Australia.

Ari AI helps you find information and complete tasks using your connected workplace tools. Connecting Gmail is optional and separate from using Google to sign in.

With your permission, Ari AI accesses Gmail on a read-only basis to find and read emails, summarise information and identify follow-up actions you request. This may include your email address, message identifiers, sender and recipient details, subjects, dates, labels and email text. Ari AI does not send, change or delete emails through this connection.

Relevant email content is processed by our service providers, including AI service providers, to deliver these features. Information included in shared conversations or outputs may be visible to people who have access to them.

We do not sell Google user data or use it for advertising. We do not use your emails or information derived from them, such as summaries, to train or fine-tune AI models. These restrictions also apply to our service providers.

We share Google user data only as necessary to provide the features you authorise, for security, to comply with law, or as otherwise permitted by Google's Limited Use requirements. Human access is restricted to the exceptions allowed by those requirements.

Ari AI's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements, and the Google Workspace API User Data and Developer Policy. These restrictions cover information derived from Google data and take precedence over the general marketing, analytics and disclosure provisions in this policy.

Ari AI retrieves emails for your tasks without maintaining a separate synchronised copy of your mailbox. Email content and summaries may remain in conversations, task records and saved outputs. These records do not currently expire automatically. Diagnostic records may also contain email content.

You can disconnect Gmail in Settings → My integrations or revoke access in your Google Account. This stops future access but does not automatically delete information already stored in Ari AI or shared outputs.

To request deletion, contact support@ariai.com with your account and workspace details. We will verify your authority and explain what can be deleted, including any limitations involving shared records or legal retention obligations. There is currently no single self-service action that erases all Gmail-derived data.

Backups and service-provider records follow separate retention and deletion processes, so deletion is not immediate across every system. Our service providers may process data outside Australia.

The types of personal information we may collect about you include your name, contact details, financial information, interaction data, technical/usage data, and marketing preferences.

Our services are used by our customers to extract data from documents and automate the review process. Where a customer uses our services, we may collect personal information contained in their inputs, which may include your personal information. Due to the nature of our services, we do not control the types of personal information that our customers may input.

We collect personal information in a variety of ways, including when you provide it directly to us, when customers input it into our software, when you complete a form, from publicly available sources, and when you use any website we operate.

We collect, hold, use and disclose your personal information to:

• enable customers to access and use our software;
• contact and communicate with you about our business and support requests;
• handle internal record keeping, administration, invoicing and billing;
• conduct analytics, market research and business development;
• provide advertising and marketing communications;
• run promotions and competitions; and
• comply with our legal obligations.

We will only disclose personal information to third parties where it is necessary as part of our business, where we have your consent, or where permitted by law. This means that we may disclose personal information to our personnel, service providers, professional advisors, legal or regulatory bodies, or any other third parties as permitted by law.

We store your personal information in Australia. Where we disclose your personal information to third parties, those third parties may store, transfer or access personal information outside of Australia.

• Information from third parties: We protect personal information received from third parties as set out in this Privacy Policy. If you provide someone else's personal information, you must have their consent.
• Restrict and unsubscribe: Contact us or use opt-out facilities to opt-out of communications.
• Access and Correction: You may request access to or correction of your personal information. An administrative fee may be payable for access. We may refuse requests where legally permitted and will provide reasons.
• Complaints: You may contact us to make a complaint. We'll investigate and respond to you in writing with the outcome. If you are not satisfied, you may contact the Office of the Australian Information Commissioner.

We use suitable physical, electronic and managerial procedures to protect your personal information from misuse, interference, loss and unauthorised access, modification and disclosure. While we are committed to security, we cannot guarantee the security of any information that is transmitted to or by us over the Internet, which is carried out at your own risk.

We may use cookies, tracking pixels and similar technologies on our website and in our emails to store your preferences, recognise returning users and enable retargeting campaigns. You can block cookies and tracking pixels through your browser settings or by browser extensions. However, if you block all cookies and tracking pixels you may not be able to access all or parts of our website and you may not receive personalised content.

We may use Google Analytics Advertising Features or tools provided by Meta. These cookies, pixels and identifiers may collect technical and usage data about you. You can opt-out of these features by using a browser add-on or adjusting your settings with Google or Facebook.

If you connect your account with us using a single sign-on account, such as Google, we will collect your personal information from the provider to create your account, including your name, ID, profile information and any other personal information you choose to share.

We may, at any time and at our discretion, vary this Privacy Policy by publishing the amended Privacy Policy on our website. We recommend you check our website regularly to ensure you are aware of our current Privacy Policy.

For any questions or notices, please contact our Privacy Officer at:

Ask Aria Australia Pty Ltd (ABN 23 677 797 410)

Email: support@ariai.com