AAIS Privacy Policy

1. The personal information we handle

AAIS handles personal information in two categories.

2. Where your information is stored and processed

All AAIS AI processing runs on either AWS infrastructure in the ap-southeast-2 (Sydney) region or Gemini on Vertex AI in australia-southeast1 (Melb). Personal information you submit to AAIS does not leave Australia. The AAIS Policy Library and all retrieval databases are hosted in Australia. This architecture is consistent with Australian Privacy Principle 8 (cross-border disclosure of personal information) and with the operational resilience requirements of APRA CPS 230 where they are relevant to your principal.

3. How long we keep your information

Information you upload to AAIS for the purpose of processing a specific request (Your Content) is retained for a maximum of 90 days from the date of matter closure, after which it is purged from active systems. Account-level metadata (the fact that you ran a particular tool on a particular date, with the size and type of input but without the content itself) may be retained for longer periods to support billing, audit, compliance, and the documented broker-considered-the-client's-interests trail referenced in the AAIS Trust & Compliance page.

You may request earlier purging of Your Content by emailing hello@agenticaiinsuranceservices.com. We will action such requests within a reasonable time, subject to any legal retention obligations.

4. We do not use your information to train AI models

AAIS does not use Your Content, Outputs, or your usage activity to train any underlying machine learning or artificial intelligence model. Your data is not used as training data by AAIS or by the upstream model vendors used in the AAIS LangGraph pipeline. We have contractual arrangements with our model vendors that exclude your data from training, evaluation, or model-improvement uses.

5. Who we share your information with

We share personal information only as necessary to provide the AAIS services and to comply with our legal obligations. This includes:

• Our cloud infrastructure providers (Vertex AI or Amazon Web Services), where the data is hosted in Australia as described above.
• Our model vendors, where Your Content is processed by an AI model under contractual restrictions that prohibit training use, with personal information redacted at source where reasonably practicable.
• Our payment processor (Stripe), where you have made a payment for paid AAIS features. We do not store full credit card details on our own systems.
• Law enforcement, regulators, or other authorities where required by law.

We do not sell personal information and we do not disclose personal information to third parties for direct marketing purposes.

6. Your rights

Under the Australian Privacy Principles you have the right to:

• Request access to the personal information AAIS holds about you.
• Request correction of personal information that is inaccurate, out of date, incomplete, irrelevant, or misleading.
• Request deletion of Your Content, subject to any legal retention obligations.
• Make a complaint about how we handle your personal information.

To exercise any of these rights, email hello@agenticaiinsuranceservices.com. We will respond within a reasonable time, ordinarily within 30 calendar days.

7. Complaints

If you believe we have breached the Privacy Act or the Australian Privacy Principles, please first raise the matter with us at hello@agenticaiinsuranceservices.com. If your complaint is not resolved to your satisfaction, you may escalate it to the Office of the Australian Information Commissioner (OAIC).

8. Updates to this Policy

We may update this Policy from time to time. The current version is published on the AAIS website with its effective date. Material adverse changes will be notified with reasonable advance notice.