Privacy Policy

1. About Us

AskOtis is a product of Workbotic, operated by Ascent Dev PTY LTD (ABN 12 633 493 562), a company registered in Victoria, Australia. We provide an AI-powered email assistant called Otis that helps you manage and respond to emails.

2. Information We Collect

2.1 Information You Provide

• Account Information: Email address used to register and authenticate with the Service.
• Email Content: Emails you send to Otis for processing. This content is processed by our service providers and automatically deleted within 45 days.
• Reference Materials: Files and information you provide to help Otis understand your context and preferences.
• Service Settings: Your preferences and configurations for how Otis should respond.
• Payment Information: Billing details processed securely through our payment processor. We do not store full credit card numbers.

2.2 Information Collected Automatically

• Usage Data: Information about how you use the Service for improvement purposes.
• Technical Data: IP address, browser type, and device information for security and troubleshooting.
• Session Data: Authentication tokens and session information.

3. How We Use Your Information

We collect and use personal information only for the following purposes:

• To provide and operate the Service
• To authenticate your identity
• To process payments and manage your subscription
• To communicate service updates, security alerts, and support responses
• To improve the Service based on aggregate, anonymised usage patterns
• To detect and prevent fraud or abuse
• To comply with legal obligations

4. How We Handle Email Content

• Email Processing: Email content you send to Otis is processed by our AI service providers. Email content is automatically deleted within 45 days.
• Output Storage: Generated responses are stored securely and can be deleted at any time upon your request.
• No AI Training: Your email content is never used to train AI models.

5. Third-Party Services

We use third-party services to operate AskOtis, including:

• AI Service Providers: For processing your requests. Your content is not used to train their models.
• Payment Processors: For secure payment processing.
• Email Service Providers: For email delivery. Emails are retained for up to 45 days for processing and support purposes.
• Cloud Infrastructure: For secure hosting and storage.

We do not sell, rent, or share your personal information with third parties for their marketing purposes.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information:

• Industry-standard encryption for data in transit and at rest
• Secure authentication (no passwords stored)
• Access controls for all systems
• Rate limiting to prevent abuse
• Regular security assessments

7. Data Retention

• Account Data: Retained while your account is active and for up to 30 days after account deletion.
• Email Content: Retained for up to 45 days for processing and support purposes, then automatically deleted.
• Reference Materials: Deleted when you remove them, or within 30 days of account deletion.
• Generated Responses: Retained until you delete them or close your account.
• Audit Logs: Retained for up to 12 months for security and compliance purposes.

8. Cookies

We use essential cookies only:

• Session cookie: Keeps you logged in (expires after 30 days of inactivity)
• Security token: Protects against cross-site request forgery attacks

The landing page uses analytics to improve our website. The app does not use tracking cookies.

9. Your Rights Under Australian Privacy Law

Under the Australian Privacy Principles, you have the right to:

• Access: Request access to the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information (subject to legal retention requirements).
• Complaint: Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe your privacy has been breached.

To exercise these rights, contact us at [email protected].

10. Additional Rights for EU Residents

If you are located in the European Union, you have additional rights under GDPR:

Legal Basis for Processing

We process your data based on:

• Contract performance: To provide the service you signed up for
• Legitimate interests: For security, fraud prevention, and service improvement
• Legal obligation: To maintain audit logs for compliance

International Data Transfers

Your data may be processed by service providers located outside Australia and the EU. These transfers are protected by appropriate safeguards including Standard Contractual Clauses (SCCs).

Additional Rights

• Data portability: Receive your data in a machine-readable format
• Right to object: Object to processing based on legitimate interests
• Supervisory authority: Lodge a complaint with your local data protection authority

We will respond to requests within 30 days.

11. Children's Privacy

AskOtis is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us immediately.

12. 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 this page with a new "Last Updated" date
• Sending an email notification for significant changes

13. Contact Us

For privacy-related enquiries or to exercise your rights:

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).